Software USER GUIDE
Chapter 1 INSTALLATION AND ACTIVATION 3-12 CONTENTS INSTALLATION AND SET UP CONNECTING AND ACTIVATING TERMINALS IN SOFTWARE By Using TCP/IP, RS232 or RS485 Connection Connection by USB Flash Disk ADDING OR DELETING TERMINALS Adding New Terminals into the Software Deleting Terminals from the Software INTERACTING WITH TERMINALS ASSIGNING TERMINALS INTO GROUPS Chapter 2 BASIC OPERATIONS COPYRIGHT NOTICE All rights reserved.
CONTENTS Applying Remark to Users GENERATING ATTENDANCE EXPORTING ATTENDANCE DATA Exporting Details / Exporting Summary HOUSEKEEPING Chapter 5 ACCESS CONTROL SETTINGS 63-76 THE RELATIONS BETWEEN TIME ZONE, GROUP TIME ZONE AND ACCESS CODE The Settings of Time Zone The Settings of Access Code and Group Time Zone Grouping Users into Access Code DIFFERENT VERIFICATION METHODS The Settings of Different Verification Method Group Users into Access Code with Different Verification Method CONFIGURING ACCESS ZO
INSTALLATION AND ACTIVATION 1 C hapter Installation And Set Up To install the software, you need to insert the software installation CD into a CD-ROM or a DVD-ROM.Browse the CD and run the installation file. If your computer has an AUTORUN feature, it will be initiated automatically. Step 1: Double click the icon to initiate the installation process. For PC with AUTORUN feature, the installation process will be initiated automatically. Step 2: Click “Next” to proceed.
Certificate of Authenticity Note: The product key and the software activation key can be found on the sticker. Product Key: YTR1-4AWE-9899 B4NZ-AE9Y-JW6A S/N: 8203602 Activation Key: K2EWF5SZ 001010 c 2008-2009 HRM System All right reserved. Step 8: You can find the product key, activation key and serial number of the terminal printed on a genuine sticker. Step 9: Select the date display format to be used in the software and reports. Click “Next” to proceed.
Step 11: In “Password” column, insert the administrator’s password to protect access to the software. In “Retype” column, type again the same password to reconfirm. Password is an optional field. You can ignore it if you have any other facilities to guard your computer. In the “Company” column, insert the company name, which will be published in all reports. You may fill in the name of the administrator and his email address. Please select the country where your company is located. Click “Next” to proceed.
[2] Select the model of the terminal. [3] Select Type of Connection • TCP/IP if using LAN connection. • COM1~6 if using RS232 or RS485 connection. • USB if using USB flash disk to transfer data. [4] Select the baud rate if COM1~6 is selected as Types of Connection. Ignore if TCP/IP or USB is selected as Types of Connection. [5] Insert the IP address of the terminals. Ignore if COM1~6 or USB is selected as Types of Connection (same settings in Communication Option in the terminals).
If “Apply” button is deactivated after you inserted Activation Key, please check the genuine sticker. Make sure that the key numbers shown on the screen are the same as the ones printed on the sticker. using USB flash disk Step 1: Uncheck the Disable column to activate the terminal. Step 2: Insert the Serial number of the terminal into the column.Click “Apply” to proceed. Step 3: Insert Activation Key into the column. Click “Apply” to proceed.
Step 4: Software will be activated. Click “OK” to accept the message. If “Apply” button is deactivated after insertion of Activation Key. Make sure the key numbers shown on the screen are the same as the ones printed on the sticker. Adding or Deleting Terminals adding new terminals into the software Step 1: Click “Add” to add a new terminal into the software. Step 2: Insert the Software Product Key. Click the “key” icon to confirm. Step 3: Repeat steps as mentioned in page 16.
deleting terminals from the software Check the box to select terminal you want to delete and click “Delete” to proceed. Interacting With Terminals Information from connected terminals can be retrieved to check on settings and contents. The settings can be changed and uploaded to the terminals as and when required. Step 1: Check the terminal ID to connect to the terminal and to retrieve settings. Click “Advance Settings” to proceed.
Step 3: Descriptions of Terminal Advanced Settings are explained below: • Terminal ID: Specify the terminal identification number. • Model: Choose from a list of the terminal models. • Description: Describe the terminal’s details for example terminal 1 location is at the front entrance. • Polling Host IP: Retrieve and display the host IP. (Only a computer with this IP address can download the data from the terminal.) • No Attendance Records: A check on this box will provide no attendance records at all.
or RS485. Wiegand format normally is integrated with a third party software or a controller. • Baudrate: Specify the Baudrate of the terminal, which is the data transmission speed for device to computer. This is only effective when the RS232/RS485 communication methods are bering used, ignore this if using TCP/IP. Leave the value as 115200 as default. • IP Address: Specify the IP Address of the terminal. This is only effective when the TCP/IP communication method is bering used.
Step 3: Assign terminals into the corresponding group. Click “Apply” to save settings.
BASIC OPERATIONS 2 C hapter This software is designed for time attendance and door access control function. This chapter covers basic operations and its communication with the terminals. Department Definition Department You can create departments and assign users into any of the department. You can filter data viewing or reports by department. Ignore this step if the Company does not have department categorization. • To add a new department, insert the name of the department.
Section Definition Section can be either above or under a particular department. For example, if a section is defined by using categories such as “Local” or “Overseas”, it means that Local or Overseas can be placed higher than a Department, thus contain the departments mentioned in the Department Definition. Ignore this step if the Company does not require any section. • To add a new Section, insert the name of the section into the column. Press to insert the next section.
User Management Click to go to User Management. Click “User management” to open the page and you will see the following window. User Fingerprint Management is a page to interact with all connected terminals in handling transfers of users. The details of each column are explained below. User ID: The number to identify every user enrolled in a terminal, maximum ID is 9 digits. Name: The full name of every users for example Tony Michael. Department:The department that the user belongs to.
Downloading Users from Terminals After users are enrolled at a terminal, the data must be downloaded into the software before using any other features in the software. [1] Click “Download User”. [2] In “Download Users from Terminal” window, select the terminal’s ID number from the drop down menu. As soon as the selection is made, the software will connect to the terminal and all available users ID will be displayed onscreen.
Uploading Users To Terminals All users stored in the software can be uploaded to other terminals without re-enrollment. You can upload any changes of the users to the terminals too. On User Fingerprint Management page, follow the steps below to upload users into terminal. [1] Click “Upload User”. [2] In the “Upload Users to Terminal” window, select terminal ID. [3] Click “All” to select all users in the terminal for upload or you can choose to upload a particular user by clicking his user ID.
[8] If you want to sort the terminal by group, select Group by the Terminal Group column. [9] Select the Group and Click “OK” to proceed. Deleting Users from Terminal In some circumstances, the Company needs to delete some users from the terminal(s) for examples if a staff resigned or he is blocked from using a certain terminal, please follow the steps below. [1] Click “Delete User (Terminal)”.
[1] Click “Delete User (Terminal)”. [2] In the “Delete Users from Terminal” window, ignore the column ID of terminal. [3] Click “All” to select all users to upload or you can choose to upload particular users by clicking their user ID. [4] In “Selected Data”, please select all (Fingerprint, Card ID, User Name + Privilege + Password) to upload. [5] Click “Select Terminal ID”. [6] A new window with all terminal IDs will be displayed. Uncheck irrelevant terminal ID. [7] Click “OK” to proceed.
[1] Click “Delete User (PC)”. [2] Click “All” to select all users to delete from the software or you can choose to delete particular user by clicking his/ her user IDs. [3] In “Selected Data”, please select all (Fingerprint, Card ID, User Name + Privilege + Password) to delete. [4] Click “Apply” to upload. The user information will be cleared and highlighted in grey. However, his User ID, name and department will still be in the software.
User Records User details and photo can be inserted in User Records. Ignore this step if the Company does not want to insert details or photo of users. [1] Click to open User Records. [2] Select the user ID and insert information into the corresponding field. [3] Click the “Click for photo” column to find photo of the user. [4] Repeat the same steps for other users. [5] Click “Apply” to save settings. In case you wish to change the User ID to another new User ID, follow the steps below.
Setting Terminal Date and Time When you run the software for the first time, synchronization of date and time of terminals with the computer is crucial. [1] Click and select “Set terminal date and time”. [2] The date and time of the terminals must always be the same as the computer’s. [3] Click “Apply” to synchronize with the terminal. If you noticed that the date and time of any terminals are not the same as the time in the computer which collects all the data, please follow the steps above to synchronize.
[4] Uncheck irrelevant terminal IDs. [5] Click “OK” to proceed. Note: Please do not quit the software, or disconnet terminal from the software during the downloading process. Interruptions will cause the incomplete download process and data loss. Data in the terminal will be cleared after downloading process is complete. The process is automatic to avoid data loss and overflowing of data.
[1] Click and select “Clear all data in terminal”. [2] Please remember the random number given in the box. [3] Click at the random number column and the number will disappear. [4] You need to insert the same number into the column again. [5] Click “Yes” to proceed. Backing Up/Restoring It is advisable to backup your database periodically. You can clear the transaction logs of the software after you have done the backup process.
SETTING UP CLOCKING SCHEDULES AND GROUP DUTY ROSTER 3 C hapter Ignore this chapter if the Company does not use this software for time attendance. Clocking schedules and group duty roster are important configurations to calculate attendance of users correctly. Every setting in the clocking schedules and in the group duty roster will affect the outcome of time attendance and its corresponding reports.
[2] To edit a schedule, click “Edit” to start. [3] To delete a schedule, select the schedule code and Click “Delete Schedule”. [4] To add a new schedule, click “Add Schedule”. [5] Select a schedule code and name the schedule. [6] Define the “Work Schedule”. Click “Okay” and start to configure settings. Clocking Page If you select “Weekly” schedule type, the clocking schedule as below will be displayed. If you select “Daily” schedule type, the clocking schedule as below will be displayed.
In “Clocking” tab, do the followings. [1] Define the “Day Type” (Only applicable to Weekly and Flexi Schedules) • Normal working day for the schedule is identified as “Workday”. • Off day for the schedule is identified as “Restday”. [2] Define time into the corresponding time slots. They must be defined in pairs as below. (Only applicable to Weekly and Daily Schedules) • In-Out refers to time when work starts and ends. The time that falls in between is the total working time.
Range Page Click “Range” tab to determine the presentation of clocking data into corresponding time slots. Range only applies to Weekly and Daily schedules. Do this, if you select “Weekly” schedule: Do this, if you select “Daily” schedule”. [1] You may specify a maximum time that a particular clocking falls in the time slot.
Settings Page Click “Settings” tab to define the clocking rules for clocking schedules. If you select “Weekly” or “Daily” schedule: • At the “Settings” tab specify the necessary settings applicable for attendance calculation. • This allows you to specify the time policy to calculate late in, early out, overtime & working hour. Allow a grace period in minutes for late-in =15 This means LATE IN will only be calculated if you come to work after 9:15am, assuming that your IN time is 9:00am.
Do you want to exclude the lunch/dinner hour from Working Hour? If “YES” is selected for in the lunch column, the working hour will deduct lunch hour. Working hour = 8 hours - lunch 1 hour = 7 hours If “YES” is selected for in the dinner column, the working hour will deduct dinner hour. Working hour = 7 hours - dinner 1 hour = 6 hours Do you want to provide overtime for work before in time (early time)? If “YES” is selected, early overtime will be calculated if you come to work before IN time.
Settings of Group Duty Roster After you have configured clocking schedules, next is to configure group duty roster. Group duty roster refers to working calendar for a year. [1] Click and select “Group Duty Roster”. Group: Group can be represented by code ranging from 0 to 999. Description: Name of the group. Roster: 2 types of roster. (Weekly and Shift) Shift/Day: Represent total shifts available in a day for the group. This is applicable to mul- tiple working shifts only.
[3] Click “Okay” to start configuration. [4] You can see a calendar displayed in the middle of the page if the roster type selected is Weekly. It displays all working days, rest days, and holidays. You can observe the working schedule pattern by studying the group duty roster. The pattern is varied by type of working schedules. On the right panel, you can find the followings. Overtime Only After: The software treats extra working time as OT when it exceeds the pre- defined value.
Holiday List: You can define the holidays ap- plied in your company. Follow the steps below to add in a new holiday. • Insert the date and holiday name into the column. • To delete, select the holiday’s date and name, press DEL on keyboard to delete the holiday. • Click “Close” to save settings. Auto Schedule Assistant: You can arrange the schedule to be applied for the group within a week. To configure: • Define the Day type as Restday or Workday.
Import Roster: If your company has a ready-made group duty roster, you can choose to insert them into the software, without having to redo the roster. You can choose either to import EXCEL file or ASCII file and click “View Sample” to see the corresponding format. Erase Roster: If you have wrongly defined a group duty roster, or the duty rosters are no longer in use, you can delete it from the software. In the middle of group duty roster, the working schedules pattern does not exceed 7 days a week.
Sample of Configuration Normal Working Roster Most offices and factories apply working hours similar as the onesshown below: In Break Resume Time (Monday to Friday) 9:00am 12:30pm 1:30pm Time (Sat) 10:00am Out 6:00pm 1:30pm Follow the steps below to start the configuration of the working hours in the Software. Step 1: In Clocking Schedules, click “Add Schedule” to start. Step 2: Select a schedule code for example “1” and name it as “Office”. Select the Work Schedule as “Weekly”.
Step 4: Check to enable the option “Replace with the latest clocking” for Out column. Click Settings to continue to the next page. Step 5: Define the working rules by inserting value to each setting. Ignore the setting if it does not apply to your Company. Click “Save” to save setting. Step 6: The soft- ware will return to the main page and you can see a new schedule is created. Click “Close” to save settings.
Step 7: In “Group Duty Roster”, click “Add Group” to add a new roster. Step 8: Select a group from the checklist. It is recommended that you use a group that is attached with the name of the predefined clocking schedule. Click “Okay” to continue. Step 9: In the new roster, click “Add Schedule” to start. The software will automatically arrange the predefined weekly working schedule for example: clocking schedule 1. Check the date range. By default clocking schedules always start on Sunday.
If you are entitled to 2 breaks per day, and you wish the software captures both break times, Time (Monday to Friday) Time (Saturday) In Lunch Resume Dinner Resume Out 9:00am 12:30pm 1:30pm 6:00pm 7:30pm 10:30pm 10:00am 1:30pm for example: Lunch and Dinner, you can refer to the steps above, but you have to do a different setting in step 3. Check the following steps. Configure the time into the corresponding time slots.
Step 1: In “Clocking Schedules”, click “Add Schedule”. Step 2: Select a schedule code and name it, for example schedule code 2 for R&D. Select Work Schedule as “Flexi”. Step 3: Define the day type to the schedule. You do not need to define any time into the time slots, as this is a flexi-working schedule. Click “Settings” to continue.
Step 4: Define the clocking rules by inserting value into each column. Ignore the setting if it does not apply to your Company. Click “Save” to save settings. Step 5: The soft- ware will return to the main page and you can see a new schedule is created. Click “Close” to save settings. Step 6: In Group Duty Roster, click “Add Group” to add a new group. Select a group from the checklist. It is recommended to use Group that is attached with the name of a predefined clocking schedule.
Step 7: In the new roster, click “Add Schedule” to start. The Software automatically arranges the predefined weekly working schedule, example: clocking schedule 2. Check the date range for the schedule. Click “Okay” to save settings. You may insert other information such as Holiday List, Different Reset Day, if there is any. Step 8: A new group duty roster will be created. Click “Edit” to change any settings in the created group duty roster if there are any changes required. Click “Close” to end process.
Step 1: In Clocking Schedule, click “Add Schedule” to start. Step 2: Select a schedule code and name it “Morning Shift”. Select Work Schedule as “Daily”. Click “Okay” to continue. Step 3: Insert the time into each time slot. Enable “Latest Clocking” option for Out column. Click “Settings” to continue. Step 4: Define clocking rules by inserting value into the columns. Ignore the setting if it does not apply to your Company. Click “Save” to save settings.
Step 5: Repeat Step 1 to 4 to create another 2 clocking schedules for evening shift and night shift. Step 6: All 3 clocking schedules are created. Click “Close” to save settings. Step 7: In Group Duty Roster, click “Add Group” to start. Step 8: Select a group duty roster with “Shift” for example “6” and name it as “Factory”. Click “Okay” to continue.
Step 9: Define the total working shift for 1 day. The software supports a maximum of 3 shifts per day. Step 10: Click “Auto Schedule” to define the working schedules. Define the Day Type. Assume the first day of a week is Sunday and it is a rest day. Other days are defined as workday. Select the corresponding clocking schedule to apply for the shift. Step 11: Define the date range. If you treat the first day of a week as Sunday, always choose Sunday as the starting date. Click “Okay” to continue.
Step 13: The software will return to the main page. You can see a new group duty roster is configured. The Shift/Day column is displaying 3, to indicate that this roster is a multi-shift roster with 3 shifts in a day. Rotational working roster Some factories apply rotational workThe available shifts. ing roster, where users are always roClocking tate to another working shift periodicalschedule ly.
Step 2: In each clocking schedule, insert a value for “If this is a rotational shift, specify the quantity minutes before the shift starts”, for example: 10 minutes. Please locate the details of this option in page 33. Step 3: In Group Duty Roster, click “Add Group” to continue. Step 4: Select a group duty roster with “Shift” for example group number “7” and name it as “Factory 2”. Click “Okay” to continue. Step 5: Click “Auto Schedules” and define the day type according to the schedule.
Step 6: The software automatically arranges the roster according to your settings. Click “Save” to save settings. Step 7: A new group is created. Click “Close” to save settings. Open Working Roster Some factories apply open working roster. There are various shifts in a day, and users are free to attend to any shift. The software will allocate users into corresponding working shift by checking into their clocking time.
In each clocking schedule, insert a value for “If this is a rotational shift, specify the quantity minutes before the shift start starts”, for example: 10 minutes. Please locate details of this option on page 33. Step 2: In Group Duty Roster, click “Add Group” to continue. Select a group duty roster with “Shift” for example group number “8” and name it as “Factory 2”. Click “Okay” to continue. Step 3: Click “Auto Schedules” and define the day type according to the schedule.
Step 4: Roster is ready as displayed above. Due to open working schedule, clocking schedules are not displayed on the screen. The software will allocate users into the shift by checking their clocking time. Click “Save” to save settings. Step 5: A new roster is created. Click “Close” to save settings. Assigning Users Into Group Duty Roster You must assign users into the corresponding group duty roster before you can view their attendance.
Step 3: Click “Apply” to save settings. Step 4: A message will pop up to remind you that you must generate the data in Attendance Sheet before your new settings could take any effect. Click “Okay” to accept the message. Step 5: Click to open Attendance Sheet. Step 6: Click “Generate” button and a new window will pop up. Select the users assigned with new group duty roster. Define the date range for the new settings to take effects. Click “Generate” to continue.
Step 7: A message pops up to inform that generating process is about to start.Click “Okay” to start. Window will close automatically after the process is completed. Step 8: Click to open Attendance Sheet to see the details.
4 C hapter ATTENDANCE SHEET Ignore this chapter if you are not using the software for time attendance function. Attendance Sheet displays all attendance data as In time, Out time, Work time, Overtime, Leave taken, and etc, in a same page. You can check attendance data by date or by user ID. Given acceptable circumstances, their attendance data can be edited. However, all the changes are recorded for future reference. Viewing Data Click to open attendance sheet.
By Date Click to open attendance sheet. By default, attendance sheet will display information by date format. It will show all attendance of the same day on a same page. By User ID To change the display to a user ID format, click the “User” ID button. You can check the attendance data of a particular user on a same page. The information will be arranged according to the date. When there are a lot of users in the software, you can insert a particular user ID to find the user.
• Miss Punch is to show attendance data of users who fail to clock in or out for any time slots. • Overtime is to show attendance data of users who work overtime. • On Leave is to show attendance data of users who are on leave. • Absent is to show attendance data of users that are absent from work and do not apply for a leave at the same time. By Schedule or Department You can also choose to sort data by schedule or department.
Step 1: Click “Edit” to start. Step 2: Point to the time slot and delete the data. Step 3: Insert a new value. Click “Apply” to save settings. The result is on the next page. The corrected time slot will be displayed in bold font to indicate that the data has been inputted manually. You can view the original data for the time slot displayed in “Drag/Drop Clocking” column. If you want to undo the changes, you can reallocate the original attendance into the column.
Applying Leave to Users You can insert leave days of users in the Attendance Sheet. Follow the steps below to assign leave days to users. Step 1: Click “Edit”. Step 2: Point to the “Leave Taken” column and click to open a drop box. Select the leave type applied to the user. Click “Apply” to save settings. Alternatives: Click to open “Staff Extended Leave”. Select “User ID” and user “Leave taken type”. Define the duration of the leave.
Applying Remark to Users Remark can be added to attendance data to notify unusual record. For example, a user came in at 1200pm even though his IN time should be at 900am. He was late for meeting a supplier, therefore remark can be added to explain the tardiness. Step 1: Click “Edit” to start. Step 2: Click the “Remark” column to select the remark for user’s attendance data for example “Going to meet supplier”. Click “Apply” to save settings.
Step 1: Before generating any attendance data, all users are entitled to overtime after a predefined working time. With the new setting done in clocking schedule, users with overtime less than 30 minutes will be ignored. Click “Generate”. Step 2: Select the users and define the date range.Click “Generate” to start the process. Step 3: Click “Okay” to accept the message. Step 4: After the generate process is done, the new setting will take effect.
Exporting Attendance Data Attendance data from the software can be exported for payroll or to be used in other software. However, it is important to make sure that the exported attendance data can fit into the targeted software. The exported attendance data is available in text (.txt), Microsoft® Excel worksheet (.xls) or ODBC manager. There are two types of data exportation. A• Export Details is to export attendance data on a daily basis for a certain time period.
If ASCII format (.txt) is selected, please check the 3 extra options at the bottom. These 3 options only work if the date is exported into ASCII format. Ignore this step if you do not need them. Define the path to save the exported attendance data.Click “Export Details” to start the export. Export Summary Step 1: In Attendance Sheet, click “Export” to start. Step 2: Select users to export either by user ID, All users or by Department. Define the date range of attendance data to export.
Step 3:Define the sequence of exported data by labeling the Position column (column 1 – User ID, column 2 – Employee No., column 3 – Department etc). Define the length of each data field to fit the maximum characters. Click “Apply” to save settings. Step 4: Select the file type of exported attendance data. If EXCEL format is selected, continue to define the path to save the file. Click “Export Summary” to start to export. If ASCII format (.txt) is selected, please check the 3 extra options at the bottom.
Housekeeping It is advisable to carry out housekeeping periodically to maintain the software. The software might response slower (especially in Attendance Sheet or Generate process) if it is approaching the storage limit. It is recommended to keep all previous attendance data into the history folder once a year. To do the housekeeping, follow the steps below. Step 1: In Attendance Sheet, click “To History” to start sending the previous attendance to the history folder.
ACCESS CONTROL SETTINGS 5 C hapter Ignore this chapter if you are not using the software for access control function. The Relations between Time Zone, Group Time Zone and Access Code Time Zones: Time zone can be defined in the software to control access time of users. Time zone consists of a pair of access time (starting time and ending time), for example: 08:00 ~ 18:00. A terminal treats the time in between the time zone as the valid time.
Access Code: All defined group duty rosters are linked to a code number for easy handling. These code numbers are known as Access Code. By default, there are 50 Access Codes (from 0 ~ 49) and by default as well, Access Codes 0 to 4 are applied to Group Time Zone 1 to 5. Any other “free group time zone” are assigned with Access Codes 5 to 49.
Insert the time zone settings into the corresponding time zone, for example, Time Zone 2. If you would like to duplicate the same settings to other terminals, click “Duplicate Settings”. In a new window, select the terminal where settings are duplicated to. Click “Copy” to apply. Ignore this step if you do not wish to duplicate settings to another terminals. Step 4: Click to select Terminal ID to update time zone settings. Click “Update Terminal” to start.
Step 7: Repeat Step 4 to 6 to update settings to another terminal. The Settings of Access Code and Group Time Zone Step 1: Select Terminal ID to configure, for example, Terminal 1. You can do different settings for different terminals. Select an Access Code to use, for example, Access Code 1. Check “Allowed” column in same row with Access Code 1. Assign a group time zone into the TZ Group column in the same row as the selected access code.
Step 2: Now you can insert the predefined time zone to the newly-added group time zone 2. Click “Update Terminal” to update settings to the terminal. Step 3: A new window will pop up to indicate that a terminal has been updated. Click “Apply” to update settings. Step 4: Click “Close” to end update process. Repeat Step 1 to 4 to configure and update settings to any other terminals, if required. There are a total of 50 access codes ready to be used.
Select an Access Code for example Access Code 5. Check the “Allowed” column; do not insert any value into the TZ Group column. Insert the time zones into the Overwrite TZ column, for example TZ11, TZ17 and TZ18. Continue the above steps to update the settings to the terminal. Grouping users into Access Code Now all information for time zones, group time zones and access codes are updated to terminals. Next group corresponding users into the access code to control their access rights.
Step 3: Name the Access Code, for example, access during office hours. Select the users from the right panel to include them into the access code. Click the button to move users into the access code. Step 4: Click “Update User” to update settings to the terminal. Step 5: A new window will pop up and you can define information to be updated to the terminal. It is recommended to select “Users with access code changed”. Click “Apply” to start updating the terminal. Step 6: Click “Close” to end the process.
Different Verification Methods By default, all models support one of these verification methods, fingerprint, password, card or fingerprint with card. However, some of the models support two verification methods for one user, for example, a user enrolls with both fingerprint and password. During verification, the user must provide his fingerprint followed by his password to gain a successful verification.
The Settings of Different Verification Method Step 1: Click to open Terminal User Control. Step 2: Click Terminal ID to configure settings, for example Terminal 1. Select an Access Code to use, for example Access Code 2. Select a group time zone, for example Group Time Zone 3. Step 3: Select a verification method to apply to this group, for example: FP&PW. Step 4: Insert a time zone to apply to this group, for example, TZ1.
Step 6: Click “Update Terminal” to update settings to the terminal.
Step 7: A new window will pop up. Click “Apply” to start updating the settings. Step 8: Click “Close” to end process. Repeat Step 6 to 8 to upload settings to other terminals. Remember to select the correct terminal ID before updating it. Step 9: Click “Close” to end the process. Group users into Access Code with Different Verification method Step 1: Click to open User Access Code. Step 2: Select Access Code as configured in Terminal User Control, for example, Access Code 2.
Step 3: Name the Access Code 2, for example, Fingerprint and Password Verification. Select users from the left panel to be included into the Access Code 2. Click the arrow button to place users into the Access Code 2. Step 4: Click “Update User” to update settings to all terminals.
Step 5: A new window will pop up and you can define information to be updated to the terminal. It is recommended to select “Users with access code changed”. Click “Apply” to start updating data to the terminal. Step 6: Click “Close” to end the process. Step 7: Click “Close” to end the process. Repeat the steps above to group users into Access Code and update the settings to the terminal. Reminder: To assign a free group time zone for a different verification method.
Configuring Access Zone Ignore this step if you do not install 2 terminals to control an entrance. In some scenario, two terminals are installed in and out to control accessibility of a door. User must verify whenever he enters or leaves the zone. The record will be captured and you can always refer to EntryExit report to check for the details. All IN and OUT records are arranged in pair to ease the checking. You need to define the IN and OUT terminals for a zone before you can start using it.
ONLINE DATA MONITORING 6 C hapter Skip this chapter if you do not wish to monitor clocking activities or door accessibilities online The software can be connected to terminals to monitor all activities. All verification results including failed or successful verification are uploaded to the software directly. Monitoring of all clocking activities or door activities is possible from a computer monitor. Terminal Data Audit List This is the main database of the software.
Start/Stop Online Monitoring on Terminal Data Audit List Follow the steps below to monitor activities by using Terminal Data Audit List. Step 1: Click to open the Terminal Data Audit List. Step 2: Click “Online” to connect to terminals. Step 3: Every time a user verifies at any connected terminals, the clocking activities will be downloaded into the software immediately. All clocking activities are available on screen. Click “Pause” if you wish to stop the monitoring process.
Step 1: Click to open the Terminal Data Audit List. Step 2: Click “Select Terminal ID”. Step 3: If you group terminals into the Terminal Group, you can select by using the Terminal Group. Click “Select Terminal Group”. Check the Terminal Group to start the monitoring. Click “Okay” to start. Step 4: If you do not group any Terminal Group, you can select the terminals to monitor. Check the terminals and click “Okay” to start.
Export Raw Clocking Data Raw clocking data can be exported into .txt file, where it can be imported into the 3rd party software for further analysis, for example, into a HR software. Arrange the data field of the clocking data before the exportation process, so it matches the requirement of your 3rd party software. Follow the steps in the following pages to export. Step 1: In Terminal Data Audit List, click “Export”. A new window will pop up. Click to select user ID to export.
Enable “Automatic append data to output file during data download” if you would like the Software to append new downloaded clocking data into the same file during each of the downloading. Click “Verify” to save settings. Step 3: Click to define path to save the exported file. Only enable “Append data to existing output file” if you had enabled “Automatic append data to output file during data download” in the previous step. Click “Export” to start.
Monitoring Terminal Activity This is a special function to monitor door accessibilities. Unlike Terminal Data Audit List, this page does not show previous clocking activities but it shows only the current clocking activities. The same concept applies to the Terminal Data Audit List, where user’s clocking data is downloaded immediately to the software for viewing. Synchronization of the date and time of the terminals can be done from this page. It can also be used to open door(s) for users.
USB PEN DRIVE MANAGEMENT AND INSTANT MESSAGES DISPLAY (SMS) 7 C hapter USB Pen Drive Management You can use USB pen drive to download or upload users and download clocking data from terminals. Downloaded data will be copied into the software for further analysis. Before you start using this function, you must do the followings: [1] Select Type of Connection USB in Terminal Setting page. The sample is shown below. [2] Make sure the ID assigned is the same as Dev ID in the terminal.
Step 3: Click to select the drive of USB pen drive, for example: G. Click “From USB” to start reading users from the USB pen drive. Step 4: You can select users to download by checking the column next to the User ID, and you can also select “All” to download. Click “Save to PC” to download users into the software. Uploading Users through USB Pen Drive You can copy users into a USB pen drive and upload them to any terminals. To do this, follow the steps below.
Step 3: Click to select the drive of the USB pen drive, for example: G. You can select the range of users by using Terminal ID or Department. Select either one to continue. Click “From PC” to continue. Step 4: You can select users to upload by selecting the column next to the User ID. However, you can select “All” to upload. Click “Save to USB” to upload users into Software. Downloading Clocking Data from USB Pen Drive You can plug a USB pen drive into the terminal to download the clocking data.
Step 2: Click “Read clocking data from USB disk downloaded from remote terminal”. Click “Next” to continue. Step 3: Click to select the drive of the USB pen drive, for example: G. Click “From USB” to download clocking data from a USB pen drive. Step 4: All clocking data is displayed on screen. Click “Save to PC” to download into the software. Instant Messages Display You can configure messages and upload them to terminals. There are 2 types of messages, Public and Personal.
Writing Public Messages to terminal Step 1: Click to open Instant Message Display. Step 2: Assign a number as SMS ID, for example: 10 (varying from 0 to 99999). Insert the short message into the column, for example: “Please use 2nd floor exit during lunch time”. Define the start date and time, for example: 1/3/2009, 00:00. Define the end date and time, for example: 31/3/2009, 23:59. Click “Write Terminal Message” to continue. Step 3: Select the SMS ID to upload.
Step 3: Select terminal ID to delete message. Click “Apply” to continue. Step 4: Click “Apply” to end the process. Writing Personal Message To The Terminal Step 1: Click to open Instant Message Display. Step 2: Click “User Message” tab. Assign a number as SMS ID, for example: 31 (varying from 0 to 99999). Insert the short message into the column, for example: “Managers, Operation Meeting, 16/3/2009, 10am, Room Alpha”. Define the start date and time, for example: 16/3/2009, 00:00.
Step 4: Select users whom this message is intended for. Click “Apply” to upload. Step 5: Click “Apply” to end the process. Deleting Personal Message from Terminal Step 1: Click to open Instant Message Display. Step 2: Click “User Manage” tab. Click “Erase User Message”. Step 3: Select to delete messages from the terminal. Click “Apply” to continue. Step 4: Click “Apply” to end the process.
8 C hapter APPENDIX •SAMPLE REPORTS TIME AND ATTENDANCE REPORTS Attendance Sheet Attendance Sheet is a comprehensive report detailing activities of all staff in a month. E-Time Card Electronic Time Card comprises of detailed activities of an employee in a month.
On Leave Report On Leave Report is a report showing leaves taken by staff based on specified dates. Daily Attendance Listing Daily Attendance Listing is the listing of staff attendance based on the date required.
Tardiness Report Tardiness Report is a report showing daily activities of a staff such as In, Out, Overtime, etc. OT Approval Worksheet Overtime Approval Worksheet reveals a worksheet of a user and approval given for that particular person for working overtime.
Attendance Summary Attendance Summary is a summarized report of staff attendance which comprises of overall performance in work rate, absents, leaves, late in, early out, missed punch, etc. Gross Wages Report Gross Wages Report is the gross calculation of worked hours of all staff based on their rate per hour for a specified period.
Duty Calendar Duty Calendar is a calendar consists of workdays holidays, restdays and offdays based on a specified group. Day by Day Analysis Day by Day Analysis is a report of attendance summarized daily in terms of overall performance and number of absents, leaves, late in, early put, missed punch, etc. Month by Month Analysis Month by Month Analysis is a report of attendance summarized by month in terms overall performance and number of absents, leaves, late in, early put, missed punch, etc.
Correction Report Correction Report is a report to indicate if there is any outstanding clocking activity for administrative personnel to take corrective measures. Staff Movement Analysis Staff Movement Analysis is the transaction records of individual staff by user ID.
Terminal Activity Report Terminal Activity Report is the transactions record of staff by terminal. Terminal Transaction Listing Terminal Transaction Listing is the record of all transaction data downloaded from every terminal.
