Overview #
The Employee Profile page in ProClock is the central location for managing all essential information about each employee. This page allows administrators and HR personnel to add, view, and update employee details, configure payroll settings, assign departments, and manage time-off policies. Proper setup of the Employee Profile ensures accurate payroll processing, compliance with labor laws, and efficient workforce management.
Accessing the Employee Profile Page #
- Log in to your ProClock administrator or HR account.
- Navigate to the Employees section from the main dashboard.
- Select an existing employee to view or edit their profile, or click Add New Employee to create a new profile.
Field Descriptions and Options #
Below is a detailed explanation of each field and option available on the Employee Profile page.
Personal Information #
First Name, Last Name
Enter the employee’s legal first and last names. If two employees share the same name, append a middle name or initial to the First Name field (for example, “John A”).
Address
Enter the full street address, city, state, and zip code.
Phone No
Optional. Enter a contact number for the employee.
Birth Date
Optional, but required for California employers (CalSavers Program).
Employment Details #
Hire Date
Enter the employee’s exact start date. This is required for accurate vacation and sick accrual calculations.
Termination Date
Enter the date the employee was terminated, if applicable.Note: To fully terminate an employee, update their Pay Period status to “Terminated.”
Last Raise
Optional. Record the date of the employee’s last pay increase.
Compensation and Payroll #
Pay Rate
If Pay Type is Hourly, enter the hourly wage.If Pay Type is Salary, enter the total salary for the selected pay period.
Pay Period
Select the pay schedule:
- Weekly (W)
- Bi-Weekly (B)
- Semi-Monthly (S)
- Monthly (M)
- Terminated (T)
- Inactive (I)
Note: Terminated and Inactive employees are not included in subscription billing. Set seasonal employees to “Inactive” to avoid charges.
Pay Type
Choose Hourly (H) or Salary (S).Salaried employees can track time, but their pay remains fixed.
Withholding Status
Choose: Single (S), Married (M), or Head of Household (HH).
Exemptions
Enter the number of withholding exemptions from the employee’s W-4.Enter “99” for employees exempt due to low earnings.Do not use “Tax Status/Exempt” unless the employee is a 1099 contractor.
Additional Tax
Enter any extra withholding tax as indicated on the W-4.
Time Off and Accruals #
Vac Hrs/Yr
Enter the annual vacation hours the employee is eligible for.A default value may be set in Company Setup.
Accrued Vacation
Enter any vacation hours earned in previous years or carried over from another system.
Start Vac Accruel
Enter the date vacation accrual begins (for example, after a 90-day probation period).
Sick Hrs/Yr
Enter the annual sick hours the employee is eligible for.A default value may be set in Company Setup.
Accrued Sick
Enter any sick hours earned in previous years or carried over from another system.
Start Sick Accr
Enter the date sick accrual begins (for example, after a 90-day probation period).
Note: Vacation and Sick Accrual reports are generated by the Payroll Processor.
Organizational Assignments #
WC Ins Code
Select the Workers’ Compensation Insurance Code (must be set up in Employer Setup).
Department
Assign a default department (must be set up in Setup → Departments).
Tax State
Select the tax state for the employee. If the company is not multi-state, this field is disabled and defaults to the company’s home state.
Pay Policy
Assign a pay policy (set up in Setup → Pay Policies).
Rounding Policy
Assign a rounding policy (set up in Setup → Rounding Policies).
Holiday Package
Assign a holiday package (set up in Setup → Holidays).
Employee Shift
Assign a default shift (set up in Setup → Shifts).
Exempt Employee from Shift Rules?
Check this box to allow the employee to clock in outside scheduled shift hours (for overtime or special permissions).
System Access and Security #
Email Address
Required for employees using ProClock on personal mobile devices.Not required for Kiosk device users.
Password
To reset, click RESET PASSWORD:
- EMAIL PASSWORD RESET
Sends a reset link to the employee’s email. - SET TEMPORARY PIN
Generates a 4-digit PIN for Kiosk device setup.
Frequently Asked Questions (FAQs) #
What should I do if two employees have the same name?
Add a middle name or initial to the First Name field to differentiate them.
How do I avoid charges for seasonal employees?
Change their Pay Period status to “Inactive.”
Can salaried employees use ProClock to track time?
Yes, but their salary will not change based on hours worked.
How do I set up departments or pay policies?
Go to Setup → Departments or Setup → Pay Policies to add or edit options.
What if an employee is exempt from withholding due to low earnings?
Enter “99” in the Exemptions field.
How do I terminate an employee?
Enter the Termination Date and set the Pay Period status to “Terminated.”
Troubleshooting Common Issues #
Cannot select a Workers’ Compensation Insurance Code
Ensure WC Ins Codes are configured in Employer Setup.
Tax State field is disabled
This is normal if your company is not set up as multi-state.
Employee not receiving password reset email
Verify the email address is correct and check spam/junk folders.
Vacation/Sick accruals not calculating correctly
Confirm Hire Date, Start Accrual Dates, and annual hours are entered correctly. Check Company Setup defaults.
Unable to assign a department or shift
Ensure departments and shifts are set up in the Setup menu.
