Delete Employees from TimeSource

KB0004: Delete Employees from TimeSource

Solution:

Please use the following directions to delete an employee or employees from TimeSource.
IMPORTANT!!!! Before proceeding with the steps below please ARCHIVE your data.

1. Click the “Employee” button on the “SwitchBoard”.
2. Using the “Find Employee” or “(By Number)” drop down list, select the employee you want to delete.
3. Select the button at the top of the “Employee” screen with the “Trashcan” icon on it to change the employee’s status to “Delete Pending”.
4. Select the button at the top of the “Employee” screen with the green Calculator on it and a red X in the top left hand corner of the Calculator.
5. In the “Remove Clock Assignment” window double click on the clock name.
6. Click “OK” in the “Delete Clock Assignments” window.
7. In the lower right hand corner of the “Employee” screen the “Clock Assignment” list should display the clock name with “*DEL*” to the right.
8. Repeat steps 4 through 7 until all of the clocks assigned to the employee have been deleted.
9. Repeat steps 2 through 8 for all of the employees you want to delete.
10. Close the “Employee” screen.
11. Click the “Punches” button on the “SwitchBoard”.
12. Using the “Find Employee” or “(By Number)” drop down list, select the employee you want to delete.
13. Using the scroll bar to the right of the punches, scroll up to the first punch. If the employee has no punches (a single blank line) go to step 18.
14. Place the mouse pointer over the grey box at the beginning of the first punch and left click once. The grey box should turn black with a white triangle pointing to the right.
15. Again using the scroll bar, scroll down to the last punch. Place the mouse pointer over the grey box at the beginning of the last punch and left click once while holding down the “Shift” key on the keyboard. The boxes at the beginning of each punch should now turn black.
16. Press the “Delete” key on the keyboard.
17. Click “OK” in the “Delete Warning” message window.
18. Repeat steps 12 through 17 for all of the employees you want to delete.
19. Close the “Punches” screen.
20. Click the “Get Punch Data” button on the “SwitchBoard”.
21. In the “Poll Time Clocks” window click on “Poll All”.
22. Click “OK” in the “Polling Successful” window.
23. Click “Quit” in the “Poll Time Clocks” window.
24. In the “Backup Your Data” window click “OK” to archive your data.
25. Save your archive. To avoid overwriting an existing archive we suggest you change the name of the archive file each time you save the file. Our suggestion is to add the date to the file name. Example: archive040504.arc.
26. In the “Successful Archive” window click on “Yes” to delete old data from the database.
27. The date in the “Remove Old Data” window indicates all punches prior to the date listed will be deleted from the database. Change the date to one back far enough in the past so current punches are not deleted (example: 01/01/1995) and the click on “OK”. IMPORTANT!!! Deleting old data from the database is part of the deleting employee process and cannot be skipped.

The employee or employees should have been deleted from the database. Their clock id numbers can now be assigned to another employee.

NOTE: If you have a Handpunch clock, the employees must be manually removed from the clock also.

1. Press the Clear and Enter buttons on the Handpunch to enter supervisor mode.
2. Enter your supervisor code and place hand.
3. Select Password 4 and press the Enter button.
4. Select the No button until the Remove User option appears.
5. Press the Yes button.
6. Enter the ID number of the user to remove and press the Enter button.