Time Card Setup

Time Card Setup

Your Time Card settings make it possible for employees to clock in and out, outline how and when they're paid, and more. There's also an option to link yours up with ADP for payroll processing as an additional third-party service. Contact Practice-Web if you'd like help with this integration.

There are two ways to access Time Card Setup.
  1. From the main menu, click Setup, then choose Manage from the dropdown menu and choose Time Cards.
  2. From the Manage Module, choose Time Card Setup.
In either case, the Time Card Setup window will open as shown below. 

Generating Pay Periods

A pay period must be set for the current date in order for employees to use the Time Clock. You can set up a single pay period or create multiple pay periods at once. Most practices set up multiple pay periods at once and create them on an annual basis.

Creating a Single Pay Period Manually

  1. Access the Time Card Setup Window.
  2. Click the "Add One" button below the Pay Periods grid on the left.
  3. The Edit Pay Period window will open and a Start Date, End Date, and Paycheck Date will be automatically created for you.
    1. If you have not previously created Pay Periods, the Start Date will be today's date. Otherwise, it will be the day after your last Pay Period's End Date.
    2. The End Date will be 14 days after the Start Date.
    3. The Paycheck Date will be 4 days after the End Date.
  4. Edit the fields as needed.
  5. Click OK to add the Pay Period.

Creating Multiple Pay Periods at Once

  1. Access the Time Card Setup Window.
  2. Click the "Generate Many" button below the Pay Periods grid on the left.
  3. The Pay Period Manager window will open and the fields will pre-populate for you.
    1. If you have not previously created Pay Periods, the Start Date will be today's date. Otherwise, it will be the day after your last Pay Period's End Date.
    2. The interval represents how long the pay period lasts. 
      1. Weekly: 7 Days
      2. Bi-Weekly: 14 Days
      3. Monthly: One Month (The pay period will begin each month on the same day as the start date. For example, if your Start Date is January 1, the pay periods will begin on the first of each month and end on the last day of each month regardless of the number of days in the month. If your Start Date is January 15, all pay periods begin on the 15th of the month.
    3. The # of Pay Periods to Generate indicates how many pay cycles will be created. In example below, it's 52. Because it's also set to weekly, this means we're generating a full year of pay periods at once. 
    4. The payday may be based on a day of the week or number of days after a pay period.
      1. If Day of the Week, employees will be paid on the first instance of that day after the pay period ends. 
      2. If choosing Days After Pay Period, you have the option to exclude weekends and can then choose whether to pay employees before or after the weekend if the payday falls on a weekend. 
  4. Edit the fields as desired and click the Generate button. They Pay Periods grid will populate.
  5. If you're satisfied with the Pay Periods as they appear in the Pay Periods grid, click OK to set them.

Editing Pay Periods

If multiple pay periods need to be edited, it's generally easiest to delete and recreate them in bulk. See the deletion instructions in the next section for help. If you only need to edit one Pay Period:
  1. Double-click the date in the Pay Periods grid.
  2. A dialog box will open.
  3. Edit the Pay Period as desired and click OK.

Deleting Pay Periods

You can delete a single Pay Period or multiple Pay Periods at the same time.

Deleting a Single Pay Period

There are two ways to delete a single pay period.
  1. Double-click the date in the Pay Period grid (as shown in the editing instructions), then click the Delete button.
  2. Single-click the date in the Pay Period grid, then click the Delete Selected button below the grid.

Deleting Multiple Pay Periods

To delete multiple Pay Periods at once, simply click on a date in the Pay Period grid and drag your cursor across all dates you'd like to delete. Then, click the Delete Selected button.

Setting Time Card Rules


To apply a rule, run daily calculations at the end of a pay period.
Time Card rules impact when employees can work and how their hours are calculated. Rules may include:
  1. Overtime if Hours Per Day
  2. Differential Hours
  3. Is Overtime Exempt
  4. Earliest Clock in Time
As shown in the image below, Time Card Rules occupy the right half of the Time Card Setup window. 

  1. All current rules display in the Rules grid.
  2. To create a Rule, click the Add button. The Time Card Rule Edit window will open.
  3. To edit a Rule, double-click the Rule in the Rules grid. The Time Card Rule Edit window will open.
  4. To delete a rule, click the Rule in the Rules grid, then click the Delete Selected button in the lower right.
  5. You can apply multiple settings inside a Rule or configure each one separately. For example, maybe all your employees should be blocked from clocking in before 8am AND should receive overtime if they work more than ten hours in a day. You would set both with one Rule, then apply it to all employees. But, let's say your office manager needs to come in before 8am some days. You might instead then make one rule that prohibits clocking in before 8am and only apply it to the team members, then create a separate rule that begins calculating overtime after 10 hours and apply it to everyone.

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