Coordinating Icon Time Systems RS232 Clocks with TimeVue

Older Icon Time Systems installations using TimeVue software often rely on RS232-connected time clocks and manual data transfer between computers. In multi-clock environments, businesses frequently use a main office computer together with a portable laptop to collect punches and maintain a single payroll database. This approach allows companies to manage multiple locations or polling schedules while keeping employee records centralized and consistent.

In typical deployments from the mid-2000s era, TimeVue systems were designed around a master-and-slave workflow. The main PC serves as the authoritative data source, while a secondary laptop communicates directly with the time clocks in the field. When followed correctly, this process prevents employee records from being overwritten and ensures punch data is preserved for payroll reporting and historical reference.

How the Master and Slave Structure Works

In a coordinated TimeVue environment, the main PC maintains the primary employee database and long-term records. The laptop functions as a mobile polling device used to retrieve punches from RS232-connected clocks and temporarily store data before returning it to the master system.

Key operating principles include:

• The master TimeVue file is stored on the main PC.
• The laptop holds a temporary working copy of the database.
• Employee setup and changes are performed only on the main PC.
• The laptop communicates directly with the time clocks.
• All punch data ultimately returns to the master system for storage.

Whenever employees are added or removed, clocks must be reset from the main PC so that each device receives updated employee information. This keeps all clocks synchronized with the same master database.

Data Transfer and Synchronization Process

The coordination process follows a predictable cycle designed to protect historical payroll records. Data is first collected and archived on the main PC, then transferred to the laptop for polling. After punches are collected, the updated data is returned and appended to the master file.

Typical workflow includes:

• Polling clocks from the main PC and archiving data regularly.
• Restoring the archive to the laptop using an overwrite process.
• Polling clocks individually from the laptop to collect new punches.
• Archiving laptop data and restoring it to the main PC using append mode.

This sequence ensures new punches are added without removing historical records, which is critical for payroll audits and long-term reporting.

Modern Context and System Considerations

Systems built around RS232 communication and manual file transfers were common before reliable network and cloud-based timekeeping became widely available. While the master-and-slave method remains functional, modern web-hosted time clock systems now automatically synchronize employee data and punches in real time, eliminating the need for manual archiving and physical data transfer.

Businesses still operating legacy TimeVue installations often continue using this process because of existing hardware investments or isolated environments where network connectivity is limited. In these cases, consistent archiving and disciplined synchronization procedures remain essential to maintaining accurate payroll records.

Operational Summary

Coordinating multiple Icon Time Systems clocks through TimeVue software relies on maintaining one authoritative database and carefully managing how data moves between computers. By overwriting data only on the polling laptop and appending data back to the main PC, businesses avoid duplicate entries and protect long-term punch history. When performed consistently, this workflow allows older RS232-based time clock systems to continue operating reliably in multi-location or mobile polling environments.