by Mark Nemtsas | Aug 5, 2013 | Using the Software
The Time Clock MTS Network Edition allows you to track the time and attendance data of up to 500 employees on 20 different time clock computers. The Time Clock MTS Network Edition costs $199 (US). It’s worth taking some time to look at what you get when you do purchase the Network Edition.
How Many Computers Can You Install the Software On?
You can install the Time Clock MTS Network Edition on 21 computers. 21?! Seems like an odd number but it’s quite easy to understand. The Time Clock MTS Network Edition allows you to use Time Clock MTS Administrator Software on one computer and the Time Clock MTS Client Software on up 20 computers. Basically this gives you one time clock manager computer and up to 20 computers that your employees can clock in and out of.
If you’re wondering how you should setup the software to share your data then you should probably read this guide. We always recommend that you move your time clock database to your local network server where it can easily be shared and is backed up. Remember that bad things can happen if you do not backup your time clock data.
How Many Employees Can You Track?
The Network Edition of Time Clock MTS can track from 1 to 500 employees. There’s no limit to how many times those employees can clock in and out every day.
How Much Does it Cost? Are There Monthly or Annual Fees?
Right now the network edition of Time Clock MTS costs $199 (US). Your purchase entitled you one year of technical support via email and access to software updates. Support after the first year is 25% of your initial purchase but your software will keep working whether you renew support or not.
Do I Get Access to All Time Clock MTS Features?
When you purchase the Time Clock MTS Network Edition you get full access to every feature the software includes. That means you get full access to fingerprint security, job tracking, time off requests, tip tracking, sick and vacation accruals, overtime calculations, and being able to generate dozens of payroll reports.
The only restriction is that you can install the Time Clock MTS Client software on 20 computers at most.
The Time Clock MTS Client Software
Do I Get Technical Support?
Yes. As with all Time Clock MTS purchases you’ll get one year of technical support via email and access to all of our on-line support systems and resources. To continue to receive email technical support after the first year you can renew for a further 12 months which will cost $50 (US) for the Network Version. Note that the support renewal costs for the Stand Alone Version and the Network PLUS Version are different.
Do I Get Software Upgrades?
Again, as with all Time Clock MTS purchases you’ll get access to one year of software upgrades. If you want to continue receiving access to software updates then you’re going to need to renew your technical support contract as discussed in the point above.
I am an Existing Time Clock MTS User. Can I Upgrade to the Time Clock MTS Network Edition?
Absolutely. If you’re a current Time Clock MTS user, perhaps using the Stand Alone Edition or one of the older versions of the software then you can easily upgrade to the Network Edition. Just visit our Upgrade to the Time Clock MTS Network Edition page where you can enter your registration codes and you’ll be able to purchase an upgrade at a discounted price.
by Mark Nemtsas | Aug 3, 2013 | Tips and Tricks
I got a question from a Time Clock MTS user a few days ago. They wanted to upgrade from the Stand Alone Edition of Time Clock MTS to the Time Clock MTS Network Edition. They’ve been using the single computer version for a while and wanted some detailed instructions on getting their new system working with more time clock computers. It was a good question and my answer was rather detailed so I thought it was worth sharing here.
Here’s their question:
Currently we have 1 desktop computer running the old single- user version of Time Clock. We have a total of 6 desktop PC’s running Windows 7 on them. We have a network setup were by all us can access each other’s desktop to share data or access networked printers.
To access the single-user version of Time Clock, all office staff including the employee who uses the PC with Time Clock installed are required to physically walk up to this PC running Time Clock to log the start and end of our work day.
This is disruptive to the aforementioned employee as he has to move out of the way from his desk to allow other office staff access to the Time Clock app.
Therefore my objective is to install the network multi-user version of your Time Clock app on any one of our 6 desktop computers. Then have each staff user access the Time Clock app from their own desktop PC.
So with this info I hope you can tell us how to proceed to setup and start using the network multi-user version, (if that is the correct version we need)?
And here’s my response to them:
Firstly, yes, you’ve purchased the correct version of Time Clock MTS to do what you want. And here’s how I’d set things up:
1. Decide on what computer is going to be your Time Clock MTS administrator computer. This computer is where you’ll run reports, add new employees, and configure the software. Install the Time Clock MTS administrator program on this and run it once to set a default password.
2. Decide on what computer is going to hold your Time Clock MTS database file. This should be a computer that is backed up so you don’t lose your time clock data.
3. Share a folder on that computer that is accessible from all other computers on your network. All other computers should have full read/write permissions on this folder. Copy the Time Clock MTS database from the computer that already had Time Clock MTS on it to this new folder. If you can tell me what version of Windows is on the computer that already had Time Clock MTS on it then I can tell you where the database is. If you want to learn how to share a folder then this page would be helpful:
http://windows.microsoft.com/en-au/windows7/share-files-with-someone
4. Once you’ve copied the file log in as the time clock administrator on the new Time Clock MTS computer you setup in step 1. Go to the
Tools->Options->System Options screen and click on the CHANGE button.
Navigate to where your database is that you moved in Step 3 and click ok.
Save the changes and you should now see your old data in Time Clock MTS.
5. Go ahead and install the Time Clock MTS Client software on the computers where you want employees to clock in and out. When you first run the software you’ll be given the chance to connect to the database you setup in step 3.
Note that the Time Clock MTS Administrator program and Client program can be downloaded from our downloads page here:
https://www.timeclockmts.com/download/
by Mark Nemtsas | Jul 23, 2013 | Using the Software
Time Clock MTS Stand Alone Edition
The Time Clock MTS Stand Alone Edition allows you, in the most simple terms, to track and report on the time clock information for up to 500 employees on one computer. All for the purchase price of $99 (US). Let’s look at what you get in more detail:
How Many Computers Can You Install the Software On?
You can install the Time Clock MTS Stand Alone Edition on one computer. The software you must install is the Time Clock MTS Administrator software which can be used by employees to clock in and out as many times as you need per day. The same software is also used by your time clock administrator to manage employees, run payroll reports, and adjust overtime and accrual settings.
Please note, that just because you can only install the software on one computer it doesn’t mean that you have to keep your Time Clock MTS database on that computer. You can still (and probably should) move the database to your local network server where it will be backed up with all your other files. You do have regular backups don’t you?
How Many Employees Can You Track?
The Stand Alone Edition of Time Clock MTS can track from 1 to 500 employees. There’s no limit to how many times those employees can clock in and out every day.
How Much Does it Cost? Are There Monthly or Annual Fees?
Right now the stand alone edition of Time Clock MTS costs $99 (US). There are no on-going costs or subscription fees. In fact your purchase gives you a lifetime license to use the version of Time Clock MTS that is current at the time of your purchase. If your license ever stops working just let us know and we’ll sort out the problem.
Do I Get Access to All Time Clock MTS Features?
When you purchase the Time Clock MTS Stand Alone Edition you get full access to every feature the software includes. That means you get full access to fingerprint security, job tracking, time off requests, tip tracking, sick and vacation accruals, overtime calculations, and being able to generate dozens of payroll reports.
The only restriction is that you can install Time Clock MTS Stand Alone Edition on ONE computer only. If you want to install our time clock software on more than one computer then you should take a look at the Time Clock MTS Network Edition
.
The Employee Time Clock Screen
Do I Get Technical Support?
Yes. With your purchase of Time Clock MTS you get one year of email technical support. You also get full access to all of our extremely comprehensive online support resources. To continue to receive email technical support after the first year you can renew for a further 12 months which will cost $25 (US) for the Stand Alone Version. Note that the support renewal costs for the Network and Network PLUS Versions are different.
Do I Get Software Upgrades?
Yes. With your purchase of Time Clock MTS you get one year of access to software upgrades. Your access to software upgrades will be extended if you choose to renew your technical support annually as discussed above.
What if I Want to Upgrade to the Time Clock MTS Network Edition Later?
If you buy the Time Clock MTS Stand Alone Edition and decide you want to upgrade to the Time Clock MTS Network Edition later then you can certainly do so. Just visit our Upgrade to the Time Clock MTS Network Edition page where you can enter your registration codes and you’ll be able to purchase an upgrade at a discounted price.
by Mark Nemtsas | Jul 18, 2013 | News, Tips and Tricks
Just recently I was interviewed for an upcoming article on a fairly popular small business news website. The article addresses the question “What is Timecard Software?”. As part of this interview I answered some questions the journalist sent me via email about time card software. I thought it would be useful to reproduce those answers in a blog article.
1. What is timecard software and how does it work?
Time card software is used to collect information about when employees arrive at work, when they take breaks, and when they leave for the day. It is designed to replace paper timesheets, punch clock machines, and time card machines. The software will store this time card information and make it available to payroll staff and managers so they can run reports to work out employee payroll, what employees are spending their time on, and who is (or isn’t) at work. Typically timecard software takes one of two forms. The first is installable software that shares data across your network and allows your employees to clock in and out on one or more computers. The second, is a web based time card system that allows employees to clock in and out via a web-enabled device. These days a third type of system is becoming more popular, namely time card apps on mobile devices. However, these are typically linked to some sort of web based timecard system anyway.
2. What are the benefits of using such software?
There are three main benefits to using time card software. The first, is that it will save a company money. Cost savings come through reducing the time taken for manual payroll calculations, a big reduction in payroll errors, reducing employee time theft, and reducing consumable costs from manual timesheet systems. The second area of improvement will be freeing up of time of both payroll staff and employees. A good time card system should make processing payroll much faster and should allow employees to clock in and out very quickly and easily. This time saved can be spent improving other areas of the business. The final benefit is one of increased employee satisfaction. Obviously payroll staff will be happier because their jobs are easier. But less obviously, normal employees should be happier with a good time card system. Payroll errors should be reduced, they should be able to see quickly and easily what vacation / sick time they have owing, and if the time card system allows it, they should be able to request time off and communicate easily with payroll staff using the time card software.
Time Clock MTS on Windows 10
3. What are the drawbacks?
Clearly any system is going to require up-front costs and on-going training for new and existing employees. Also, there’s almost always going to be a need for an internal “product champion” that people can fall back on if there are questions or issues with the time card system. Other problems can be more technical especially if the time card software is installable rather than web-based. Computers can fail and the time card software can be incompatible with new operating systems. This can lead to an on-going cost of ownership that web-based time card systems do not have. The final drawback is usually one of employee resistance. Some employees will hate the idea of a system that can track their times accurately and cannot be manipulated. This problem is more of a cultural one rather than a drawback of the software itself. It is, however, an important problem that must be addressed.
4. Can employers use timecard software to help manage remote or offsite employees?
Off-site employees and remote employees are easily dealt with by web based time card systems. Such a system should allow employees to clock in or out with any web-enabled device or perhaps via an app on a smart phone. The data will be recorded back to a central server where it can be easily reported on by payroll staff. Installable desktop time card software can be a little more problematic, but the problems are not insurmountable. Remote login tools like Windows Terminal Services or even free tools like Log Me In make it fairly simple for a remote employee to clock in or out via a remote desktop connection.
5. What are things small business owners should look for in timecard software?
There’s probably 5 key things I’d recommend anyone look at before purchasing a timecard software system. The first is to ensure that the system is compatible with your computer system. The second is to evaluate both upfront and on-going costs. It’s simple to get fooled by a low cost system that has high on-going maintenance costs just to keep the software running.
The third area is one of technical support. Ensure your chosen vendor has excellent online support resources. My experience is that most people like to work out problems with their time clock software before picking up the telephone so make sure the online support resources are there. The fourth thing to consider is to ensure that the chosen system has the features you require. Look beyond the simple need to clock employees in and out and hourly rates. Look for the ability to deal with the sorts of overtime you need, look for vacation and sick time accruals and look for the ability to track time spent on jobs. The best way to work out if a timecard system has the features you want is to try it before you buy it. For at least one full payroll cycle.
The final thing to consider is ease of use and quality of reports. There’s no point having a system that is laborious to run and takes a lot of time to maintain and equally there’s no point having a time clock system that just doesn’t give you reports on the time clock data you need.
6. Do you see time timecard software becoming more of the norm moving forward?
Absolutely. There’s low cost time clock systems out there (such as “Time Clock MTS) that can be had for well under $100. Even if you’ve got just a few employees you’re likely to recoup that cost in time savings in just a month or two if you’re currently using a paper based time card system. We have users of Time Clock MTS who have 5 employees and users who have 1000 employees. They are all finding it worthwhile. We’ve also got a free version of Time Clock MTS available for companies who have less than 4 employees so there’s really no reason for even the smallest business not to be using time card software.
Online Time Clock MTS on Windows 8
7. What do you think is holding back some businesses from adopting timecard software?
Three main areas. The first is a perception that there will be some sort of need for an internal IT whiz to keep your time card software running. A good time card system should be easy to install, simple for employees to use to clock in and out, and produce reports quickly and easily. The second area of concern most people have is one of security. They believe any time card system will be easy for employees to manipulate. A system like Time Clock MTS includes a raft of features to stop this. Including integration with fingerprint scanners, using internet time servers to set the internal software time, taking pictures of employees when the clock in or out, and a strong password system. The final reason is one of perceived cost. Sure, some systems are very expensive but there’s some really affordable installable and web-based time card systems out there these days that really do pay for themselves very quickly.
by Mark Nemtsas | Jun 26, 2013 | Tips and Tricks
Here’s a question I want you to ask yourself:
How Much Time and Money Are You Wasting Collecting Employee Timesheets and Processing Payroll?
If you’re not using a good employee time clock software system then the answer to this question may be A LOT! Let’s have a look at the four areas in your employee time clock and timesheet processes that are costing you money.
The Time Taken for Manual Calculations
Any manual timesheet system requires someone in your payroll staff to key in and manually total the timesheet for each and every employee in your organization. Our experience suggests (and industry experts agree with us) that it takes, on average, about 2 minutes to key in and add up a week of time clock information for a single employee. If your payroll staff cost you $25 per hour then you’re looking at a cost of $43 per year per employee just to manually add up your timesheets.
Don’t think that software can save you time? Well, think again. Here’s what Eduardo Nilo had to say about Time Clock MTS:
Potential Savings (running total) : $43 per employee per year
Errors in Manual Calculations
If you’re making manual time clock calculations for your employees then you’re making mistakes. There’s no avoiding it. Mistakes happen whether it be because your employee timesheets are illegible, your payroll staff make keying errors, or sometimes their math is just plain wrong. Conservative estimates suggest that up to 1% of payroll calculations are wrong due to errors in manual calculations. Even if we halve that number (that’s just one error in 200 manual time clock calculations) you’re still looking at a cost of $100 per employee per year due to manual calculation errors. How did I arrive at that number? Well, assuming that the average employee works 2000 hours per year an error rate of 0.5% results in a potential 10 hours of manual calculation errors. At a rate of $10 per hour that’s a cost of $100.
A good employee timeclock system will make things easy for you and stop payroll calculation errors. Here’s what one happy Time Clock MTS user had to say about how our software was helping him:
Potential Savings (running total) : $143 per employee per year
Recovering Stolen Employee Time
Whether you call it time theft, time clock fraud, or simple carelessness your employees WILL over claim their hours worked if you’re using an manual time clock system or manual timesheets. It might be because they get to work late, leave slightly early for lunch, come back slightly late, or deliberately leave late in an effort to claim over-time pay. It can also be simply filling in the wrong times on paper timesheets or time cards. How much time do employees steal whether knowingly or un-knowingly? Some studies suggest it’s up to 4 hours a week (or nearly 10% of your payroll)!
Regardless of how it happens a well implemented time card system will help to eliminate this. Here’s what a user of our time clock system, Time Clock MTS, said when they started using our system:
What sort of savings can software like Time Clock MTS deliver from reduction in stolen employee time? Well, even if it can stop 25% of stolen time you’re looking at up to 50 hours of saved payroll time per employee per year. Or a cost saving $500 per employee per year.
Potential Savings (running total) : $643 per employee per year
Stationery and Consumables Savings
The final area in which employee timecard software will help you save money is through the elimination of the need for time cards and paper timesheets. It’s not a huge saving but even if you bulk buy your time cards from Staples or a similar store you’re still going to spend $5 per employee each and every year on consumables. One company using Time Clock MTS is saving real money on paper and printing costs when compare with their old manual systems. Here’s what they had to say:
Potential Savings (grand total) : $648 per employee per year
Conclusions
So how much money are you wasting not using time clock software? Well it turns out the answer is about $650 PER YEAR PER EMPLOYEE.
The four ways you’re going to save money right now by using time clock software is through the elimination of manual time card calculations, stopping payroll calculation errors, reducing employee time fraud or theft, and by eliminating time card consumables. The cost savings you can expect by improvements in each of these four areas is a quite remarkable $648 per employee per year. This far outweighs the cost of an employee timeclock system such as Time Clock MTS which is just $99 (US) for the single computer edition that can track up to 500 employees.
There’s a no-obligation fully functional 30 day trial available, so why not give our time clock software a try and start saving money today!
