TotalPass® B600 USER GUIDE
Copyright © 2018 Icon Time, Inc. All rights reserved. Reproduction of this document in whole or in part is strictly prohibited. This document may contain typographical or copy errors. TotalPass, Icon Time, the Icon Time logo, and all other Icon Time product names mentioned in this document are registered trademarks of Icon Time. All other products, brand names, or company names mentioned in this document are properties and trademarks or registered trademarks of their respective companies.
CHAPTER 1: GETTING FAMILIAR WITH YOUR TIME CLOCK ................................................................................... 7 INTRODUCTION ..............................................................................................................................................................7 Welcome ................................................................................................................................................................7 System Requirements ..............
Biometric Settings ................................................................................................................................................31 Accrual Settings ...................................................................................................................................................32 Non-Work Hours and Benefit Time (Vacation, Sick, Personal).............................................................................32 Delete Employee’s Punches ...............
USING THE DEPARTMENT REPORT....................................................................................................................................54 USING THE TIMECARDS BY DEPARTMENT REPORT................................................................................................................54 CREATE CUSTOM REPORTS .............................................................................................................................................
CHAPTER 11: TIME CLOCK TERMINAL SUPERVISOR MODE .................................................................................77 LOG INTO SUPERVISOR MODE .........................................................................................................................................77 PARENT CLOCK SUPERVISOR MODE SETTINGS ....................................................................................................................77 View IP Address...........................................
Child Clock Connection Data ................................................................................................................................94 UPDATING THE MULTI-CLOCK SYSTEM .............................................................................................................................94 CHAPTER 15: CONFIGURE THE TIME CLOCK FOR REMOTE ACCESS ......................................................................95 SYSTEM REQUIREMENTS .............................................
CHAPTER 1: GETTING FAMILIAR WITH YOUR TIME CLOCK INTRODUCTION WELCOME Thank you for choosing Icon Time Systems, we appreciate your business. Our mission is to provide our customers with ease-of-mind through our quality products and excellent customer service. All of us at Icon Time Systems wish to thank you for placing your trust in our products. We pride ourselves on being innovators in the time and attendance industry, by developing products that are quick to install, simple to operate and reliable.
Connecting multiple time clocks together Accessing the time clock from more than 1 computer (Network connection required) FEATURE The TotalPass Small Business Premium Proximity is the perfect fit for a growing business that requires a time clock that can keep up with changing needs. This time clock is ideal for those companies looking for a feature-rich product that is fully supported by a nationwide network of experts.
CONNECTION/SETUP Refer to the TotalPass Quick Start Guide for instructions on setting up your employee time clock's connection and logging into your time clock for the first time. You can find a copy of the Quick Start Guide at the link below: http://www.icontime.com/images/docs/collateral/TotalPass_Wifi_Proximity_Time_Clock_QSG_Web.
QuickBooks – www.icontime.com/utc-quickbooks-export ADP – www.icontime.com/utc-adp-payroll-export REGISTER YOUR TIME CLOCK The first time you log in to your time clock, you will be prompted to register it. Register your time clock to ensure that you receive email notification of free software updates, your manufacturer’s 1 year hardware warranty, and 30 days of free technical support.
When you first log into your time clock application, the Home page displays automatically. The Home page provides a quick glance at the activity on your time clock, including notifications of custom alerts. The Home page also contains helpful links to configure your software. CURRENT ALERTS The Home page displays important system alerts and time clock activity alerts. For instructions on customizing your alert settings, refer to Error! Reference source not found. in Chapter 2.
Use the Settings menu to customize your payroll, overtime, punch, device, and alert preferences. Before running any reports, set your preferences as described in Chapter 2: Setting Your Time Clock Preferences. HELP MENU The Help menu gives you quick access to the Help Center and to view the About Your Clock page for your time clock.
CHAPTER 2: SETTING YOUR TIME CLOCK PREFERENCES Before Accurate report can be generated and employee punch details are calculated correctly, you must set your time clock rules and preferences: Setup your pay period and overtime rules Setup punch rounding and Employee Input options Customize the PIN length and Alerts Preferences SETTING YOUR PAY PREFERENCES You can access your Pay Preferences in one of two ways: Click Setup Your Pay Period in the Alerts/Task list Select Preferences from the Setti
SETTING YOUR OVERTIME PREFERENCES Your Overtime Preference settings are on the Pay tab under Payroll Preferences. The TotalPass comes standard with two levels of daily and weekly overtime and consecutive day overtime. Follow the instructions below to set your Overtime Preferences. To set daily overtime rules, type the number of hours an employee must work in one day before they receive overtime pay in the Day OT1 After and the Day OT2 After fields as required.
If this entry is set to 8 hours, employees will receive Overtime 2 on the sixth consecutive day of work for any hours over 8 hours in the day. Note: Consecutive Day overtime is used in California and is not very common elsewhere. OT1 Multiplier - enter the pay rate for Overtime 1 (usually 1.5). OT2 Multiplier - enter the pay rate for Overtime 2 (usually 2). Note: Making a change to the overtime preferences will prompt the time clock to restart.
SETTING YOUR PUNCH PREFERENCES Select Settings | Preferences and click on the Punch tab. The Punch Preferences section displays. Note: the rounding rule selected affects all punches system wide. The original punch time remains unchanged on the employee timecard. The punch (shift) hours round per the rounding rules set. Follow the instructions below to set your Punch Preferences. Select the applicable rounding type from the Rounding Type drop-down menu.
To Illustrate: An In punch from :00 minutes after the hour to :05 after the hour rounds to the top of the hour (.0). An In punch from :30 minutes after the hour to :35 minutes after the hour rounds to .5. Example: An In punch at 7:30 am would calculate at 7.5 am. An Out punch at 4:05 pm would calculate as 4.0 pm. The Automatic Punches become IN at field automatically makes the next punch an In punch after a determined number of hours. This option is convenient if an employee forgets to punch Out.
Enable Employee Inputs by selecting Enabled in the Track Employee Inputs drop-down menu. Additional Employee Input options will display. Enter a custom name for the Employee Input. Common names may be; Tips, Job #, Piece Counts. Select the Collection Type from the drop-down menu. Currency: used for collecting tips or other currency related data. Number: used for collecting any non-currency related numerical data such as piece counts or job numbers.
Companies often use this feature for employees that speak languages other than English and to send global messages to employees. Examples Marque Su Numero Work Safely Closed Tomorrow Type a unique 6-digit security code in the Supervisor Code field to secure the employee time clock. Important: You need this code to access Supervisor Mode on the employee time clock. The default supervisor code is 00 00 00.
EMAIL/BACKUP PREFERENCES The TotalPass Small Business Premium application allows payroll reports and system alerts to be automatically emailed to one or more supervisors. The system will send email alerts if an employee has a photo punch that needs verification, as employees come and go, before they accumulate overtime, if they leave early, and more. Note: A Network connection is required to use email functionality in the clock.
Check the Use STARTTLS checkbox if you are using SSL and your SMTP service provider requires that you first connect to the server using a secure connection. Check the Use Authentication checkbox if your SMTP server requires a username and password to send emails. Enter the Username or Email Address used to accees your SMTP service (email account).
Use STARTTLS: Use Authentication: Username/Email Address: Password: From Email Address: Verizon SMTP Server Address: Use SSL: Use STARTTLS: Use Authentication: Username/Email Address: Password: From Email Address: Apple MobileMe / iCloud SMTP Server Address: Use SSL: Use STARTTLS: Use Authentication: Username/Email Address: Password: From Email Address: Un-Checked Checked Account email address Account password Account email address Outgoing.verizon.
Example: If you have Day OT1 set to 8 hours and Alert Day Overtime OT set to 2 hours, an alert post to the Home page when the employee reaches 6 hours worked for the day. Alert Week Overtime OT at triggers an alert before employees reach weekly overtime by using the weekly overtime value that you set under Overtime Preferences.
Recipient: Type the alert recipient’s email address. For multiple addresses, add a space or comma in between each email address. Tip: We recommend disabling any unused alerts to minimize the resources used by your time clock and optimize system performance. CREATING CUSTOM FIELDS TotalPass offers 10 additional fields for tracking static information in Custom Fields. In addition, Timecard reports can be filtered based on the Custom Field values assigned to an employee with Labor Distribution Reports.
CHAPTER 3: SETTING UP YOUR EMPLOYEES After setting up your pay period and other preferences, set up the employees in the system. Adding employees Setting up automatic lunch deductions Set up Web Punch entry TotalPass Small Business Premium comes with a 50-employee limit and can be upgraded to handle up to a total of 500 employees. EMPLOYEE LIST A list of your employees and their ID numbers are in the Lists Menu under Employees. Click on the column header to sort by that column.
Select the Columns link to hide or show columns on the Employee List. Click on the column header to sort by a column. TIME REMAINING BEFORE OVERTIME The Daily column displays the number of hours left in the day before the employee starts earning daily overtime. The Weekly column displays the number of hours left in the week before the employee starts earning weekly overtime.
First Name: Enter the employee's first name. Middle Initial: Enter the first initial of the employee's middle name. Last Name: Enter the employee's last name. Display Name: Enter the name that the employee will see at the clock and on reports. Note: Timecard Reports are sorted by Display Name. Address: Enter the employee’s address. This field is optional. Email Address: Enter the employee’s email address used for sending individual timecards to the employee(s).
If you are assigning more than one department, specify the order that the departments will be displayed at the clock when the employee clocks In. Note: If tracking breaks, the Break department will always be listed first. For additional information on setting up departments, refer to Chapter 6: Departments and Supervisors. Active: All employees default to an active status. Deselect this checkbox to make the employee inactive and to hide their name from reports.
o When Per Punch is selected, the time worked from the last In punch is used to determine whether the Lunch At threshold has been met. If an employee goes to break or punches Out before the lunch time is deducted, the Lunch At calculation will start again once the employee has clocked In. Selecting this option will allow lunch time to be deducted multiple times per day.
The Payroll page allows you to download an export file to your PC or to email a copy of the Timecard report and the export file to one or more recipients. Note: Email functionality requires that the clock is connected to the Network and that the SMTP Preferences be set. To create the export file, go to Payroll | Export Payroll: Ensure that each of your employees has an assigned Payroll ID. Employees without a Payroll ID will not be included in the payroll export file.
Note: When the photo is taken on a failed finger scan, the employee can punch in/out. They are not notified of the failed finger scan or of their photo being taken. Refer to Chapter 4: Using Biometric Fingerprint Entry for instructions on setting up and using biometric fingerprint entry for your employees. ACCRUAL SETTINGS ACCRUAL SEETINGS Benefit Accruals allow you to track and manage Vacation, Sick, and Personal Time benefits.
Additional hours will be automatically accrued each day per the value set under Yearly Hours. As the employee uses the accrued benefit, the hours are automatically subtracted. The total hours that the employee has used since the Accrue Reset date can be found in Hours Used. The Last Calculation displays the date when the benefit accrual balance was last calculated. Yearly Hours should be set to the total benefit hours the employee accrues in one year.
Click in the Start Date field and use the calendar to select the non-worked starting date. Type the number of consecutive non-worked days to assign for the selected employee(s) in the Number of Days field. Type the number of hours to assign to the selected employee(s) each day in the Hours Per Day field. Click Submit, you will be directed to the Add Non-Work Hours Confirmation page. Review the information on the Add Non-Work Hours Confirmation page for accuracy.
CHAPTER 4: USING BIOMETRIC FINGERPRINT ENTRY Prevent buddy punching and enroll employees to punch In and Out using their fingerprint: Get an overview of the time clock functions Enroll employee finger prints using self-enroll Enabling and disabling punch Photo Verification TIME CLOCK KEYPAD FUNCTIONS Clear - Returns user to the previous menu option. or - Used to scroll up or down through menu options. Enter - Selects and saves menu options.
A printable Employee Enrollment Guide is available for use. Post this guide next to the time clock to assist employee with initial fingerprint enrollment. Follow the instructions below to enroll employees. In the software application, open the Employee List. Provide each employee with their assigned PIN number. Note: Some TotalPass users print a copy of the Employee List and post it next to the time clock. Employees can refer to this list for their PIN when enrolling their fingerprint.
FINGER SCAN PREFERENCES For the system to take a picture of an employee on failed fingerprint scan, the employee must enter their PIN before scanning their finger. To require that the employee enter their PIN before scanning their finger, select Yes form the Require PIN Before Finger Scan drop-down menu. PHOTO VERIFICATION PREFERENCES Even the most well-made biometric fingerprint system has a difficult time scanning and verifying dirty, worn, or light fingerprints.
CHAPTER 5: CLOCKING IN AND OUT This section describes employee functionality at the clock including: How to clock In and Out with a PIN, proximity badge, or through the web browser Transfer to break or another departments Entering Tips and Job numbers PUNCHING IN AND OUT The employee procedure to punch In and Out at the time clock may vary depending on the entry method selected. Refer to Chapter 3: Setting Up Your Employees for additional information.
PROXIMITY BADGE ENTRY Refer to Error! Reference source not found. for instructions on assigning proximity badges to your employee(s) and for instructions on clocking In/Out using proximity badges. WEB PUNCH TIME CLOCK ENTRY For instructions on assigning Web Punch Time Clock licenses, refer to Error! Reference source not found. for instructions on using the Web Punch Time Clock. TRACKING PAID BREAKS The TotalPass system allows better management of employee paid breaks.
DEPARTMENT CHANGE (PUNCH IN AND OUT TRANSFER) The TotalPass Small Business Premium can track time spent by an employee in a department. Employees can be assigned to multiple departments and will be prompted to select their department when punching In. Once the employee has been assigned to their departments, follow the instructions below for transferring to the department. Enter the assigned PIN/badge number at the time clock or wave the proximity badge in front of the number pad, then press In.
When prompted, enter the Employee Input value. Press Enter. COLLECTING EMPLOYEE INPUTS ON AN OUT PUNCH Enter the assigned PIN/badge number at the time clock or wave the proximity badge in front of the number pad, then press OUT. Press Enter. When prompted, enter the Employee Input value.
CHAPTER 6: DEPARTMENT AND SUPERVISORS Track employees’ time by department Assign an employee to a supervisor with custom supervisor permissions DEAPRTMENT The TotalPass Small Business Premium system can track and report labor on a departmental level. Hours worked and labor costs are included in these reports. Overall the system supports up to 99 different departments and each employee can be assigned to one, multiple or all 99 departments.
Example: In the example above, if an employee clocks In between 7:30 a.m. and 8:00 a.m., the shift start time rounds to 8:00 a.m. In the Out Revision Start Time field, enter a time in hh:mm:a/p format. For example, 4:30p. In the Out Revision End Time field, enter a time in hh:mm:a/p format. For example, 5:00p. Example: If an employee clocks Out between the Out Revision Start and End Time, the shift end time rounds to the Out Revision Start Time, which is 4:30 p.m.
To remove a department, select Remove Department from the drop-down menu in place of an existing department. Note: Employees who are assigned the Automatic Entry Method in the program are not able to select departments at the employee time clock terminal. SUPERVISORS The TotalPass Small Business Premium allows for each supervisor to have their own separate time clock software login. Supervisors can be assigned unique permissions settings to access different areas of the system and specific employees.
After setting up a new supervisor account, it is recommended to assign employees to the supervisor. If you chose not customize the supervisors assigned employees, they will have access to all employees by default. Note: Once you click Submit, you cannot change the username. To change the username, you must create a new supervisor account and delete the old one.
Select View All Assigned Employees to generate a report of employees that have been assigned to the supervisor. Click Submit to save your settings. SUPERVISOR LOGIN To login to the time clock application as a new user, follow the instructions below. At the employee time clock Login page, have the new user enter their username and password in the applicable fields. Click Submit to log in to the time clock software.
CHAPTER 7: GENERATING REPORTS Overview of the reporting options Adding and editing punches Entering Holiday and Non-Work time Reports in your application are designed to be intuitive to read and edit; this creates ease and simplicity when generating your reports on payroll day. REPORT OVERVIEW TotalPass Small Business Premium Proximity comes with the following standard reports: Attendance Report displays all employee punch data sorted by date.
Automatic allows the time clock to select the appropriate punch type. When adding, or editing an Automatic punch in the TIME OUT column, change the punch type from Automatic to Out, to add a lunch or hours adjustment. Click in the Date field to use the calendar to select the punch date. Type the time for the punch in the Time field. The application assumes a.m. unless otherwise specified. For In punches, select the department from the Department drop-down menu.
Select the applicable punch type that you want to add from the Type drop-down menu. The available punch types are: o NonWorked – used for employees working off site or other benefit time. o Holiday Click in the Start Date field and use the calendar to select the date when the non-work hours should begin. Type the number of days to assign to the employee(s) in the Number of Days field.
Follow the instructions in the Adding a Punch section to edit your punch data. Note: All edited and manually entered punches will be flagged on the report with and ‘E’ next to the punch. Refer to Setting Your Punch Preferences for instructions on disabling this option. USING BATCH EDITS Batch edits is an option selected in Setting Your Punch Preferences. To use Batch Edits with pop-up windows, follow the instructions below. Before editing punches, print the report for the pay period.
Click the appropriate predefined timeframe link or use the From and Thru date fields to enter a custom timeframe to run the report. Click Submit after entering custom dates. Daily: This option displays the total hours worked for each day in a report. This is convenient if the employee clocks in and out multiple times during the day. Note: You can also click the date in the Employee column of the report to view daily totals for a specific day. Click the date again to hide the information.
Refer to System-wide Biometric Preferences for instructions on customizing Punch Verification settings. Note: Failed Biometric Punches will be automatically approved by the system and all associated photo will be deleted 1 week after the pay period end date. ACCRUAL SUMMARY REPORT To generate the Accrual Summary Report, go to the Reports icon and select Accrual Summary from the dropdown menu. This report lists the total benefit accrual hours available and the hours used in real time, for each employee.
USING THE TIMECARD REPORT This report includes reporting options not available on the Attendance Report. The Timecard Report allows you to run a report for one specific employee, or all employees. To view the Timecard Report, go to Reports | Timecards. To filter by employee or date, click the date link at the top of the report. Click Summary at the top of the Timecard Report to display a summary of total hours without the punch detail.
To select an individual employee’s timecard, select the employee through the drop-down menu. Skip forward, and backward by selecting the arrows on either side of the employee name. USING THE DEPARTMENT REPORT To view the Department report, hover over Reports, and then click Department. The Department report is designed to give you a report with a summary of hours worked per department.
Select the type of report to run from the Report Type drop-down menu. Select the time frame for the report from the Time Frame drop-down menu. Under the Select drop-down menu you are given three options. o All Punches is the default selection and displays all punches for the selected time frame. o By Time Range allows you filter the report to show only those punches that fall between the selected time-range.
We would like to run a Timecard Report based on the employee’s assigned work status. We have the following 3 work statuses; Full Time, Part-Time, Contract. STEP 1: SET UP THE CUSTOM FIELD TITLE AND ASSIGNMENT Create a title for the custom field. Do this under Settings | Preferences | Custom Fields. Be sure to assign the field to the Employee page. In our example, we will title the field Status.
Note: To select two or more values, hold down the Ctrl key as you make your selection.
CHAPTER 8: SENDING TO PAYROLL TotalPass offers a few options for streamlining your payroll process Creating an export file Emailing timecards reports Sending individual timecards CREATE PAYROLL EXPORT FILE At the end of the pay period, compile employee data and transmit to payroll for processing.
Select your payroll provider in the Select your Export Format field. o Paychex Flex o SurePayroll o Paychex Preview o Paycom o Paylocity o ADP Workforce Now o QuickBooks Online Press Submit. Note: You are notified if any employees do not have an assigned Payroll ID. The message and the option to view a list of these employees’ displays at the bottom of the Payroll report screen.
Export file should be in CSV format (comma delimited) Any hour not coded will be standard/Reg hours If OT2 is not defined, will add OT2 time to OT1 If NonWorked-OT2 is not defined, will add the time to Regular OT2, if Regular OT2 is not defined, will add the time to Regular OT1 If NonWorked-OT1 is not defined, will add the time to Regular OT1 If NonWorked is not defined, will add the time to Regular Hours coded under the different punch types (Other than Reg and OT) will be broken out in the
2. Users will be able to review the data before submitting to QuickBooks Online. 3. The final confirmation screen will have a total of the time activities exported. CONFIGURING PAYROLL Navigate to Payroll | Configure Payroll Users will be able to configure payroll specific pay/earning codes.
QUICKBOOKS ONLINE CONFIGURATION QuickBooks configuration involves connecting to an online QuickBooks account and linking employees between QuickBooks and the time clock, or adding them from one application to the other if they don’t exist yet. 1. Within the Configure Payroll screen, select the QuickBooks Online payroll export and then click on the Connect to QuickBooks button. 2. Select a QuickBooks employee and a time clock employee and click on the Link button to link them between the two applications.
4. Employees that don’t have a matching entry in either system can simply be added by highlighting them and clicking on either Add to Clock, or Add to QuickBooks. 5. Linked employees can be unlinked by highlighting them and clicking Remove Link.
CHAPTER 9: ALTERNATE EMPLOYEE ENTRY OPTIONS TotalPass offers various methods for employee punching Keypad with Custom PIN Proximity badge Web browser entry WEB PUNCH EMPLOYEE ENTRY The Web Punch Time Clock allows you to capture your employees’ time anytime, anywhere using a web browser from a device on the network (LAN, WAN) or Internet. The TotalPass Small Business Premium comes with a 15 employee Web Punch Time Clock license.
If you exceed your Web punch license limit, you will receive an error message stating that you do not have enough Web Punch Licenses available. PUNCHING IN/OUT USING WEB PUNCH ENTRY Employees assigned to the Web Punch Entry can punch In/Out anytime, anywhere, using a web browser interface. Follow the instructions below to punch in or out using the Web Punch Time Clock. Open the employee time clock Login page. Type the assigned PIN/badge number in the Username/PIN field.
Latitude/Longitude: The location of the employee when they created the punch. Accuracy: The accuracy of the coordinates given by the GPS. Example: The accuracy of this punch is up to 372 feet. In other words, the employee was within a 372ft radius of the coordinates given. Speed: States how fast the employee was traveling when they created the punch. IP ADDRESS RESTRICTION Using IP Address Restriction, you can restrict employees from punching from unauthorized locations.
Click Submit to save your changes. Note: If an employee is not restricted to punch In/Out from the Global Authorized IP Address, uncheck the Use Global Authorized IP Address option in the employee’s Edit an Employee screen. SETTING AUTHORIZED IP ADDRESS BY EMPLOYEE The employee's Authorized IP Address(es) field assigns the IP address that an employee is authorized to punch in/out. To set the authorized IP address(es), perform the following instructions.
USING PROXIMITY BADGES Proximity badges use the latest in RFID proximity technology and allow employees to clock In/Out by simply waving the badge in front of the time clock keypad. There are many benefits to using proximity badges including; minimizing buddy punching, quicker clock In, no PIN to memorize, keeps dirty hands off the clock, and more. Proximity Badges can be purchased in boxes of 10 or 25 badges. These badges also conveniently fit into your employee’s wallet or can be hung on a lanyard.
Wave the badge next to the keypad of the time clock terminal to punch In or Out. Follow the punch procedure established in Punching In and Out.
CHAPTER 10: MAINTAINING YOUR TIME CLOCK Learn to maintain your time clock for optimal performance Setting up scheduled automatic backups Backing up and restoring data to your time clock Removing punches from your system Resetting the time clock passwords SETTING UP SCHEDULED AUTOMATIC BACKUPS Backups of your time clock data can be automatically emailed to one or more recipients on a daily, weekly, or monthly basis.
Click Save. After the download is complete, click Close. DATA BACKUP TO A USB FLASH DRIVE Creating a backup of your data can be simplified even further by saving your backup to a USB flash drive. A flash drive is a portable device that you can purchase at any computer store. Follow the directions below to create a backup of your time clock data using a USB flash drive. Plug the USB flash drive into the bottom of the time clock.
Select the file in the Choose File window and click Open. Click Submit in the Restore Backup File screen to restore the backup file. A warning message will display reminding you that your current data will be overwritten at the employee time clock. Click OK to continue. It may take several minutes to restore a backup file. The employee time clock will display a Please Wait and then a Performing Restore message.
Click Submit to remove all punches up to the date specified. Note: When selecting a date, any data prior to that date will no longer be available as part of your active database. Click Cancel to go back to the time clock Home page. UPDATING YOUR TIME CLOCK Occasionally, Icon Time Systems releases new updates for your employee time clock. These updates are provided for free and often include new features and improvements.
Updating your time clock is even faster if you use a USB flash drive. Download the time clock update file from our website to the root directory on your storage device. http://www.icontime.com/totalpassupdate Connect the storage device to the bottom of the employee time clock. Your time clock begins the update process and automatically reboots. Wait for this process to complete. When the reboot is complete, log back into your time clock.
Updating Clock RESETTING YOUR TIME CLOCK PASSWORD CHANGING YOUR TIME CLOCK SOFTWARE INTERFACE PASSWORD You can change the password by going to Settings | Change Password from the Setting menu. Enter your current password in the Current Password field. Type your new password in the New Password field. Type your new password again in the Confirm New Password field. Click Submit.
At the time clock Login page enter the default login information, and click Submit. o Default Username: admin o Default Password: admin Change your password. Type the default administrator password. Type your new password. Confirm your new password. RESETTING THE SUPERVISOR MODE SECURITY CODE The Supervisor Mode security code is set from the software interface. The default supervisor code is 00 00 00.
CHAPTER 11: TIME CLOCK TERMINAL SUPERVISOR MODE Advanced Supervisor Mode Options Customize Network Settings Reset Software Admin Password LOG INTO SUPERVISOR MODE Enter Supervisor Mode at your employee time clock terminal. Press Enter in your security code - the default security code is "00 00 00". Scroll through the options using Up or Down. Press Enter, when you find the option you would like to view. To exit Supervisor Mode, press Clear. on the time clock terminal.
Look up the Ethernet IP address assigned to the clock. Also, allows for assigning a static IP address, subnet mask, gateway, and DNS. To assign a static IP address, follow the instructions under Assign a Static IP Address to the Time Clock. To erase all network settings and revert to DHCP so that the router will assign the IP address, set the IP address to 000.000.000.000.
Shows the unique serial number assigned to the individual time clock terminal. The serial number is used to activate your 30-day free support trial, to verify warranty status, and to purchase software upgrades. VIEW VERSION # The version number refers to the software version currently installed on your time clock. Refer to instructions on Updating Your Time Clock and ensuring that your time clock is running the latest version. DOWNLOAD BACKUP This option is used to back up your time clock data.
VIEW PARENT IP Displays the IP address of the Parent Clock. FORCE CONNECT Forces a connection between the Child Clock and Parent Clock. Once the connection is made, any changes on the Parent Clock are sent to the Child Clock. FORCE FULL SYNC Forces a connection and synchronization between the Child Clock and Parent Clock. The Child Clock downloads employee and preference data from the Parent Clock and transfers punch data to the Parent Clock.
CHAPTER 12: CONNECT TO THE CLOCK Multiple connection options to access your time clock in no time: Easily connect to your wireless network over Wifi For a faster more reliable connection, connect to your Network with Ethernet For simply access from one computer, connect using Direct Connect Ethernet or USB WIFI CONNECTION TotalPass offers a few Wifi connection options, for your convenience: Using the Clock Interface Using the Software Interface Using WPS, for extra fast set up CONNECTING
Note: The default mode for the password is alpha lower case. To change the mode, press the Department Transfer icon on the bottom right of the clock’s keypad. To erase a character, press Clear. Repeat step 9 until all characters of the password have been entered. Connect to the Clock Press Enter. When connected, a confirmation displays with the IP address. Write down the IP address. Open a Web browsers on your PC. Type in the IP address in the Web browser URL bar, press Enter.
You should be directed to the time clock Login page. CONNECTING USING A WPS WITH PIN ENABLE WPS PIN CONNECTION ON THE CLOCK Find the WPS PIN on the label on your router. Enter Supervisor Mode at your employee time clock terminal. Press Enter your security code. The default security code is 00 00 00. Use the up or down arrows to scroll until you find Network Settings. Press Enter. Find WiFi Settings, press Enter. Find WPS Setup, press Enter. Find PIN, press Enter.
Click the appropriate network. Type the password in the available field, then click Connect. The network selected appears at the top of the list, with an indication the time clock is “connected” to the wireless network. ETHERNET CONNECTION Connect your time clock directly to your network for a faster and more reliable connection than wireless can offer. Plug one end of the Ethernet cable, provided in the package, to an available port on your router, DSL modem or switch.
CHAPTER 13: SOFTWARE UPGRADES Available upgrades that will allow your system to expand with your business Increase employee and web punch entry capacity Automate tracking and accruing benefit time Software upgrades can be applied at any time. All software upgrade packs for your TotalPass system can be unlocked immediately by simply entering the software key provided by your reseller. ENABLING SOFTWARE UPGRADES To purchase a software upgrade, provide your reseller with your time clock serial number.
Your time clock comes with 15 Web Punch employee licenses. Web Punch Time Clock upgrades are offered in packages of 5 employee licenses up to a maximum of 50. The Web Punch Time Clock also offers advanced functionality like IP location restrictions and GPS tracking to help better manage your employee’s punches. Refer to Chapter 8: Alternate Employee Entry Options for instructions on setting up Web Punch. BENEFIT TRACKING AND ACCRUALS Track and manage Vacation, Sick, and Personal Time benefits.
Note: Making a change to overtime preferences will prompt the time clock to restart. This will make the time clock unavailable until it fully reboots. NON-WORKED HOURS AND BENEFIT TIME (VACATION, SICK, PERSONAL) The Benefit Tracking and Accruals feature allows you to track and manage Vacation, Sick, and Personal Time benefits. CUSTOMIZING BENEFIT ACCRUAL RULES Benefit Tracking and Accruals allow you to automate maximum accrual amounts, yearly carryover, and borrowing benefits.
Note: This field should not be set to zero unless your benefits do not accrue. Setting this value to zero will reset the Yearly Hours to zero each day. The Reset Amount is the quantity of hours that an employee is to receive at the beginning of each new accrual year. Most companies would leave this field set to zero. If your company allows the employee to borrow benefit hours that they have not yet accrued, check the Allow Negative box.
Click Back to go back to the Add Non-Work page and revise the data. If the employee does not have enough accrued time, an error page will appear. ACCRUAL SUMMARY REPORT To generate the Accrual Summary Report, go to the Reports icon and select Accrual Summary from the dropdown menu. This report lists the total benefit accrual hours available and the hours used in real time, for each employee.
CHAPTER 14: MULTI-CLOCK CONFIGURATION Connect-up to 32 time clocks together, accessed through one software interface, through your local area network or over the Internet.
Enter your security code. The default security code is 00 00 00. Press Up or Down until the Convert to Child option displays. Press Enter. The time clock displays, This will remove all data, then Erase all Memory. Press In to convert to a Child Clock. Choose the method that your Child Clock will use to connect to the Parent Clock. Follow the instructions accordingly.
CONTINUING MULTI-CLOCK SETUP Once connection is established with the Parent Clock, the Child Clock displays Child Mode, then Enter PIN. The symbol ' - ' displays in the top right corner. Once the connection is established, the symbol d displays in the top right corner of the display. The d indicates the Child Clock is connected to the Parent Clock, but the Child Clock is disabled and must be enabled through the software interface. Log into the Parent Clock using the web browser.
MULTI-CLOCK SOFTWARE SETTINGS AND OPTIMAL CONFIGURATION Additional Multi-Clock configuration options are available in your time clock software. It is important to pay close attention to this section. Your time clock configuration can greatly affect the performance of your system. Select Preferences | Settings, then click the Device tab. Child realtime Time/Date sync - Check this option to synchronize the time and date with the Parent Clock.
Clock Name allows you to customize a name for the Child Clock, making it easier to tell one a part from another. Serial Number MAC Address Connected displays the current Parent Clock connection status of the Child Clock. Last Sync shows the last date and time that the Child Clock downloaded data from the Parent Clock and sent data to the Child Clock. Finger Scan Statistics provides the number of total fingerprint scans done on a clock and how many of those scans were successful.
CHAPTER 15: CONFIGURE THE TIME CLOCK FOR REMOTE ACCESS Connect to your time clock away from the office Work from home Multiple locations Employee remote punch Follow the instructions below to set your time clock up with remote access, using Port Forwarding. SYSTEM REQUIREMENTS A Broadband Internet connection (Cable, DSL, T1, etc.) at the location of the clock. TotalPass connected to your network by an Ethernet (i.e. CAT5) cable. A router with “Port Forwarding” functionality.
Recommendation: For instruction on configuring your specific router, go to the website www.portforward.com and select your router brand and model. ASSIGN A STATIC IP ADDRESS TO THE TIME CLOCK For Port Forwarding to work correctly, assign a static IP address to the time clock along with the subnet mask, gateway address and DNS address. Your Network Administrator should be able to provide you with this information. Determine an available IP address to be assigned to the time clock.
Open a Web browser on a computer in the same local network. In the address bar, type in the IP address of the clock to verify that you can log into the time clock. SET UP PORT FORWARDING ON THE ROUTER These instructions are general guidelines for configuring a router for port-forwarding. Actual steps required may vary with each router. For instructions on configuring your specific router, go to the website www.portforward.com and select your router brand and model, or contact your router’s manufacturer.
Next, enter the static IP address assigned to the clock. If there is a checkbox to “enable” the port forwarding rule, be sure to check the box. Make sure you click on the Save Settings button, or your changes will not take effect. Note: You may need to reboot the router for changes to take effect. STEP 3: CONNECT TO YOUR TOTALPASS OVER THE INTERNET After your router is properly configured on port 80 or port 9844, follow the steps below to connect to the clock through the Internet.
A To Connect to Child Clock to the Parent Clock remotely over the Internet, you must forward an additional port, Port 10923. Q A What port do I forward if SSL Data Encryption is enabled? To access the time clock application remotely, while using the SSL data encryption option, forward to Port 443. Do not use Port 80.
Make sure that the correct external/public IP address is entered in the web browser. Make sure another device on the network is not using the same IP address as the time clock. Check the filter settings on the router to be sure that it is not interfering with the connection. Use an open port checker, like www.yougetsignal.com to check your external IP address and detect the correct open ports on your network. For additional troubleshooting steps refer to www.portforward.com.
WARRANTY INFORMATION ICON TIME, INC., an Oregon Corporation Notice: The information contained in this document is subject to change without notice. ICON TIME MAKES NO WARRANTY OF ANY KIND REGARDING THIS MATERIAL, INCLUDING, BUT NOT LIMITED TO, THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PURPOSE. ICON TIME shall not be liable for errors contained herein, or for incidental consequential damages about the furnishing, performance, or use of this material.
implied warranty lasts, so the above exclusions or limitations may not apply to you. This warranty gives you specific legal rights and you may also have other rights that vary from state to state. If a problem with your ICON TIME unit develops during the warranty period, contact ICON TIME SERVICE DIVISION, at the address below. There are no other express warranties except as listed above. This document contains proprietary information that is protected by copyright. All rights are reserved.
FCC PART 15 This equipment has been tested and found to comply with the requirements for a Class B digital device under Part 15 of the Federal Communications Commission (FCC) rules. These requirements are intended to provide reasonable protection against harmful interference in a residential installation. This equipment generates, uses, and can radiate radio frequency energy and, if not installed and used in accordance with the instructions, may cause harmful interference to radio communications.
