Icon TimeSource: Installing New Employees Step by Step

Adding new employees correctly in the TimeSource software ensures badge access works immediately, departments are assigned properly, and payroll data flows accurately from the time clock. While TimeSource allows advanced configuration, the following streamlined process covers the simplest and most reliable method for daily employee setup. This workflow has been used for decades with systems from Icon Time Systems and remains the fastest way to activate new staff without configuration errors.

Enter Employee Badge and Basic Identification

Each employee is created by linking their badge number to their TimeSource profile.

Follow these steps carefully:

• Write the employee’s last name on a sticker and attach it to their badge

• From the Switchboard, select Employees

• Click the badge icon (to the left of the trash can)

• In the pop-up box, enter the badge number

• Double-check the number and select OK Once confirmed:

• The cursor moves to the Short Name field

• Enter the employee’s last name

• Press Tab to move to Employee ID

• Enter payroll ID if used (or tab past if not used)

• Enter Last Name, First Name in the full name field

This creates the core employee identity used throughout reporting and payroll exports.

Assign Work Class, Departments, and Optional Pay Rate

After entering basic identification, assign the employee’s working structure.

Proceed as follows:

• Tab five times to reach the Class field

• Enter Full, Part, or leave default Temporary

• If using proximity or mag swipe badges with no department changes, select Swipe and Go

• If the employee changes departments or uses PIN entry, do not select Swipe and Go

Next, assign departments:

• Navigate to the Department List

• Type the first letters of the department or use the dropdown menu

• Select the appropriate department(s)

• If multiple departments are used, order them so the most common appears first

Optional:

• Tab to Wage if you want TimeSource to calculate hourly earnings

To continue adding staff:

• Click inside the Employee Info field once

• Click the badge icon again • Repeat the process for each new employee

When finished:

• Close the Employees screen

Finally:

• Open Clock List

• Select Reset Clock

• Close the screen

This transmits all new employee data to the physical clock.

Conclusion or Operational Takeaway

Proper employee setup in TimeSource is the foundation of accurate time tracking and payroll reporting. By entering badge numbers carefully, assigning correct work classes, and transmitting updates to the clock, businesses ensure new employees can punch immediately without errors. Using this streamlined process minimizes setup time, eliminates badge conflicts, and prevents department misallocation — keeping payroll clean and operations running smoothly from the first punch forward.