How Do I Insert An Employee Profile?

The Employee Profile setup is listed under the Personnel section of the Admin tab. To open the setup page, click on the Admin tab, and then on the Employees link.

Note: Each of the following setup fields are optional unless specifically noted otherwise. You can also use the [SKIP] icon to skip past whole setup sections at a time.

  1. Click on the [ADD EMPLOYEE] icon. The “Employee Profile” screen opens.

  2. Enter an Employee ID for this employee. The ID can contain letters, numbers, or a combination of both.

  3. Enter the employee’s First Name.
    Note:     This field is required.

  4. Enter the employee’s Middle Name.

  5. Enter the employee’s Last Name.
    Note:     This field is required.

  6. Enter the Card Number. This is the number that the employee uses to punch in and out at the time clock.

  7. If you are using the TimeForce system with a Model IQ 1000 time clock, enter the employee’s IQ 1000 Password. This is the password that the employee will use to access their “Personal” options at the time clock.
    Note:     This option is used with the IQ 1000 time clock, and will only be displayed if you have enabled the IQ 1000 settings within the TimeForce system.

  8. If you are using the TimeForce system with a Model IQ 1000 time clock, select the employee’s IQ 1000 Class from the drop-down menu. This defines the level of access that the employee will have to the time clock and its features.
    Note:     This option is used with the IQ 1000 time clock, and will only be displayed if you have enabled the IQ 1000 settings within the TimeForce system.

  9. If you are using the TimeForce system with an IQ 1000 time clock, define how the clock should handle this employee's fingerprint options in the IQ 1000 Fingerprint field. The available options are as follows:

    • Read-- In order for the employee to clock in, they must place their finger on the clock's fingerprint sensor.  Their punch is only accepted if their fingerprint scan is successful.

    • Don't Read-- The employee is allowed to clock in without a fingerprint reading.

    • Read, but Always Accept-- This option still requires the employee to place their finger on the clock's fingerprint reader, but the punch is accepted regardless of the scan outcome. This setting can be useful for employees who have difficulty getting a good read at the clock.
      Note:       These options are used with the IQ 1000 time clock, and will only be displayed if you have enabled the IQ 1000 settings within the TimeForce system.

  10. The IQ 1000 time clock can be configured to open a door when a fingerprint reading is accepted.  The Door Access option allows you to specify whether or not you would like this employee's fingerprint to open the door.
    Note:     This option only appears when you have enabled the IQ 1000 options in the TimeForce system.  It is only used when your clock is connected to a door-locking mechanism.

  11. The IQ 1000 time clock can be configured to display a message to your employees when they make a punch.  Enable the Persistent Message option if you would like a message to be displayed to the employee every time they make a punch at the clock.

  12. Enter the employee’s Hire Date.
    Note:     This field is required.

  13. Select the employee Status from the drop down menu. The contents of the Status field can be customized from the Edit Tables section of the program.

  14. Select the employee’s Type from the drop-down menu. The contents of this field can be customized from the Edit Tables section of the program.

  15. Click on the [NEXT] icon to continue.

  16. The “Position and Salary” screen opens.  This screen is where you insert the employee’s pay information and job title. Each employee must have at least one record in this screen. If you are not tracking your employee pay rates, insert a pay rate of “0.” Click on the Edit/View link to modify the employee’s position and salary information. You will be able to insert additional position and salary records from the "Employee" section of the program.

    • The Date field is the date upon which this record will go into affect. Any changes in pay rate will be applied after the date specified in this field.

    • Select the employee’s Job Title. The contents of this field can be customized from the Edit Tables section of the program.

    • Select a Title Explanation from the drop-down menu. The contents of this field can be customized from the Edit Tables section of the program.

    • Select the employee’s EEO Category. This setting is used when printing EEO reports.

    • The available choices for Pay Type are as follows: “Hourly,” “Salaried (Exempt),” “Salaried (Non Exempt),” "Commission (Non Base)," and "Commission (Base)."  Click on the following link for a detailed explanation of each available pay type.

    • Enter the rate at which this employee is to be paid into the Pay Rate field. The available choices for units are as follows: “Hourly,” “Weekly,” “Bi-Weekly,” “Semi-Monthly,” “Monthly,” and “Annually.”

    • The contents of the Reason field will most likely be “Hire” when inserting a new employee. The contents of this field can be customized from the Edit Tables section of the program.

  1. Click on the [SAVE] icon to save the Position and Salary record.

  2. Click on the [NEXT] icon to continue the setup. The “Employee Address” screen opens.

  3. Enter the employee’s address information into the provided fields. If you do not wish to insert address information for this employee, click on the [SKIP] icon. Otherwise, enter the desired information and click on the [NEXT] icon to continue. The “Employee Contact Information” screen opens.

  4. Enter the employee’s contact information into the appropriate fields. This setup is optional. If you do not wish to insert contact information for this employee, click on the [SKIP] icon to move to the next section of the setup. Otherwise, enter the desired information and click on the [NEXT] icon to continue. The “Employee Demographics” screen opens.

  5. If you do not wish to insert demographics for this employee, click on the [SKIP] icon at the bottom of the screen to move to the next setup section and go on to step #24. Otherwise, fill out as much or as little of the following demographic information as desired.

  6. Enter the employee’s Birth Date.

  7. Select the employee’s Gender from the drop down menu.

  8. Select the employee’s Ethnicity from the drop down menu.
    Note:     The contents of the Ethnicity field can be customized from the Edit Tables section of the program.

  9. Select the employee’s Marital Status from the drop down menu.
    Note:     The contents of the Marital Status field can be customized from the Edit Tables section of the program.

  10. Enter the employee’s SSN (Social Security Number).

  11. Enter the employee’s Driver’s License number.

  12. Select whether or not the employee is a Smoker.

  13. Select “YES” or “NO” from the Military Service drop down box. If “YES,” select the Military Branch and, if applicable, put a check mark in the boxes next to Vietnam Era Veteran and Disabled Veteran.

  14. Click on the [NEXT] icon to continue. The “New Hire Default” screen opens.
    Note:     If you have not inserted any New Hire Defaults into the system, the "Overtime Policies" screen appears.  Click on the "No New Hire Default is Being Used" link below for further instructions.

  15. Select whether or not you would like to assign this employee to an Employee Default Template (or, New Hire Default).

Note: The procedure for creating an employee profile varies depending on whether or not you are using a New Hire Default. Click on the appropriate link below for instructions on completing the employee profile setup.