Version 9.0
User Manual
BePunctual Server
Copyright © 2010 Aquarius Soft Pte Ltd.
All rights reserved.
User Manual of BePunctual Server Version 9.0
1 Table of Content
1 TABLE OF CONTENT ................................................................................................................ 2
2 INTRODUCTION ......................................................................................................................... 5
W
HAT IS BEPUNCTUAL SERVER
F
EATURES AND BENEFITS
M
INIMUM SYSTEM REQUIREMENTS
3 INSTALLATION AND REMOVE.............................................................................................. 8
I
NSTALLING THE APPLICATION
R
EMOVING THE APPLICATION
4 KNOWING THE USER INTERFACE ....................................................................................... 8
M
AIN APPLICATION WINDOW
M
AIN MENU
M
AIN TAB
S
ETUP OVERVIEW VIEW
S
ETUP ORGANIZATION VIEW
S
ETUP DEPARTMENTS VIEW
S
ETUP STAFF TYPES VIEW
S
ETUP STAFFS VIEW
S
ETUP HOLIDAYS VIEW
S
ETUP LEAVE TYPES VIEW
S
ETUP VISITOR TYPES VIEW
S
ETUP VISITORS VIEW
T
ODAY VIEW
P
UNCH CARDS VIEW
A
PPROVED LEAVE VIEW
P
UNCH STATIONS VIEW
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5 GETTING STARTED ................................................................................................................ 16
R
UNNING THE APPLICATION
H
IDING THE APPLICATION
S
HOWING THE APPLICATION
E
XITING THE APPLICATION
S
ETUP WIZARD
V
IEWING WHO'S IN/OUT
V
IEWING STAFF PUNCH CARDS
V
IEWING STAFF APPROVED LEAVE
V
IEWING PUNCH STATION STATUS
V
IEWING ORGANIZATION INFORMATION
V
IEWING DEPARTMENTS
V
IEWING LEAVE TYPES
V
IEWING HOLIDAYS
V
IEWING STAFF TYPES
V
IEWING STAFF INFORMATION
V
IEWING VISITOR TYPES
V
IEWING VISITOR INFORMATION
V
IEWING VISITOR PUNCH CARDS
E
NROLLING STAFF FINGERPRINT
I
MPORTING STAFF FINGERPRINT TEMPLATE
V
ERIFYING STAFF FINGERPRINT
I
DENTIFYING STAFF FINGERPRINT
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User Manual of BePunctual Server Version 9.0
ORGANIZATION INFORMATION ........................................................................................ 21
6
7 DEPARTMENTS ........................................................................................................................ 21
A
DDING A NEW DEPARTMENT
STAFF TYPES .................................................................................................................................... 21
A
DDING A NEW STAFF TYPE
8 STAFFS ....................................................................................................................................... 22
A
DDING A NEW STAFF
S
TAFF GENERAL INFORMATION PAGE
S
TAFF PUNCH IN/OUT SETTINGS PAGE
S
TAFF WORKING DAYS & HOURS SETTINGS PAGE
S
TAFF PAY SETTINGS PAGE
S
TAFF CONTACT INFORMATION PAGE
S
TAFF BIOMETRIC FINGERPRINT PAGE
9 HOLIDAYS ................................................................................................................................. 27
A
DDING A NEW HOLIDAY
10 LEAVE TYPES ....................................................................................................................... 28
A
DDING A NEW LEAVE TYPE
11 APPROVED LEAVE .............................................................................................................. 28
A
DDING A NEW APPROVED LEAVE
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12 PUNCH CARDS AND PUNCH ENTRIES ........................................................................... 29
V
IEWING A STAFF PUNCH CARD
A
DDING A PUNCH ENTRY
13 PUNCH STATIONS ............................................................................................................... 30
C
ONNECTING A PUNCH STATION TO THE SERVER SOFTWARE
C
ONFIGURING A PUNCH STATION
D
ELETING AN INACTIVE PUNCH STATION
B
ROADCASTING A MESSAGE TO ACTIVE PUNCH STATIONS
C
ONTACTING A STAFF ON AN ACTIVE PUNCH STATION
14 REPORTS ................................................................................................................................ 32
G
ENERATING A REPORT
15 WORKING DAYS AND HOURS TEMPLATES ................................................................ 33
E
DITING DEFAULT WORKING DAYS AND HOURS TEMPLATE
S
AVING STAFF WORKING DAYS AND HOURS AS A TEMPLATE
A
PPLYING A STAFF WORKING DAYS AND HOURS TEMPLATE
16 STAFF PAY TEMPLATES ................................................................................................... 34
E
DITING DEFAULT STAFF PAY TEMPLATE
S
AVING STAFF PAY AS A TEMPLATE
A
PPLYING A STAFF PAY TEMPLATE
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17 VISITOR TYPES .................................................................................................................... 35
A
DDING A NEW VISITOR TYPE
18 VISITORS ............................................................................................................................... 35
A
DDING A NEW VISITOR
19 CUSTOMIZATIONS .............................................................................................................. 36
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User Manual of BePunctual Server Version 9.0
UN WHEN LOG ON WINDOWS
R
S
HOW ICON IN TASKBAR NOTIFICATION AREA
P
REVENT STANDBY AND HIBERNATE
P
REVENT CHANGING OF SYSTEM TIME
C
ONNECTION PORT NUMBER
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User Manual of BePunctual Server Version 9.0
2 Introduction
What is BePunctual Server?
Aquarius Soft BePunctual Server is the central configuration, management and reporting
component of the Aquarius Soft BePunctual computer employee biometric fingerprint time clock
software, visitor management solution and classroom attendance system.
You would use this Server software to perform the following tasks:
•
Configure your organization details like organization name and logo image to display in
reports
•
Add your company departments
•
Add your company staff types and visitor types
•
Add the staffs who would be using BePunctual to punch in and out
•
Enroll or import your staff fingerprints
•
Setup your staff details like working days and hours, pay, punch ID and PIN etc.
•
Pre-register your visitors
•
Add students and classes.
•
Setup class students and staffs.
•
Add holidays applicable to your company
•
Add leave types applicable to your company
•
Add staff approved leave
•
Check staff attendance and punctuality
•
Check visitor status
•
View and edit staff computer punch cards
•
Generate reports
•
Configure punch stations
•
Broadcast messages to punch stations
•
Contact staff at the punch station via instant messaging
One copy of this server software will have to be running in order for the punch station software to
connect to it to perform punching in/out.
Features and Benefits
Save Time
Manager no longer need to spend hours manually going through paper punch cards to consolidate
staff worked hours and calculate their pay. BePunctual generates worked hours and pay reports
instantly.
Save Money
With its build in payroll and approved leave support, small companies may not need to buy
additional payroll and leave tracking software.
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User Manual of BePunctual Server Version 9.0
Easy to Setup
It takes less than 1 minute to install the BePunctual Server software...and another few minutes more
to add the staff details and the solution is all ready to use.
Easy to Use
Like all other Aquarius Soft products, we spent much time in making sure that the software is very
easy to learn and use by both the administrator and your staff.
Single or multiple distributed punch stations
You can setup BePunctual solution on one single computer or on multiple computers in your network.
For single computer setup, you would install the Server software and the Group Punch Station
software in the same computer.
For multiple distributed computers setup, you would install the Server software on one computer and
install the punch software on other networked computers.
Instantly Check Who's Not In/In/Out Today
Every staff can check who's not in, who's in and who's out today on the punch station software. This
feature can be disabled for any punch station if needed.
Prevent Buddy Punching
One main problem of paper systems is that of buddy punch, i.e. staff asking another person to
punch in/out for him. With BePunctual, you can install a fingerprint scanner to verify your staff
during punch in/out. A webcam can also be installed to capture a photo of the staff when the staff is
punching in/out. The administrator can then perform random checks at the Server software to see if
the photo matches the staff.
Build in Payroll Functions
BePunctual comes integrated with simple yet comprehensive staff payroll functions. For small
companies, they may not need separate payroll software to generate staff pay reports.
Build in Leave Records
Approved staff leave (paid and no pay leave) can be recorded in BePunctual. BePunctual reports will
take into account of staff leave.
When a staff does not report for work today because his is on leave, the system will also reflect that
on the Who's In/Out view so that others will know why the staff is not in.
If you are currently using a paper leave system, you can use BePunctual to record your staff
approved leave.
Integrated Visitor Management System
With it's built in visitor management system, you can pre-register your visitors, check their sign
in/out status and set visitor alerts.
Integrated Classroom Attendance System
With it's built in classroom attendance system, class attendance taking is now a breeze and
paperless.
Minimum System Requirements
Hardware:
•
Computer that can run Windows 7, Vista, XP or 2000 smoothly.
•
1 GB of RAM or higher recommended.
•
Super VGA (800 x 600) or higher-resolution video adapter and monitor
•
20 MB of hard disk space for BePunctual Server software. Additional of up to 10 GB
required for database.
•
Network adapter to access your local network if the Server software and punch station
software are run on separate computers.
•
BePunctual Biometric Fingerprint Scanner to enroll staff fingerprints.
Software:
•
Windows 7, Vista, XP or 2000.
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User Manual of BePunctual Server Version 9.0
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User Manual of BePunctual Server Version 9.0
3
Installation and Remove
Installing the application
NOTE: Please ensure that you log into Windows with an administrator account before starting the
installation.
After downloading the application setup file BePunctualServer.EXE, double click on the file to run
the setup program that will guide you through a simple installation process.
For detailed instructions on how to setup a complete solution, please visit
http://www.bepunctual.com/bepunctual/Installation.asp
Removing the application
You can remove the software via Control Panel -> Add and Remove Programs -> Aquarius
Soft BePunctual Server -> Change/Remove
If will be prompt to enter the software password if it is set.
If you forget the password, please send an email to support@aquariussoft.com together with the file
BePunctualOD.bpd
You can find this file via BePunctual Server -> Setup -> Options ->Backup -> Open Data
Folder
Do give us your invaluable feedback and suggestion on how we can improve the software to work
for you. Feedback Now.
4
Knowing the User Interface
Main Application Window
The main application window consists of the following components:
•
Title Bar: Move and size the application.
•
Main Menu: Provide access to all the software functions
•
Time Display: Show the current time.
•
Date: Show the current date.
•
Main Tab: The Main Tabs is for selecting the content to display in the Content Area.
•
Content Area: Show the selected content.
•
Status Bar: Show help text and status.
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User Manual of BePunctual Server Version 9.0
Display BePunctual Server product information,
Main Menu
Menu Sub-Menu Description
File New Staff Add a new staff
New Staff Type Add a new staff type
New Department Add a new department
New Approved Leave And a new approved leave
New Leave Type Add a new leave type
New Holiday Add a new holiday
Print Print the data in the current view
Export Export the data in the current view
Hide BePunctual Server Hide the application in the background
Exit BePunctual Server Exit the application
Edit Add Add a new item
Edit Edit the selected item
Delete Delete the selected items
Select All Select all items
View Today View who's in and out now today
Punch Cards View staff punch cards
Approved Leave View staff approved leave
Punch Station View punch station status
Setup View setup
Status Bar Show or hide the status bar
Refresh Refresh current view
Reports Working Days and Hours Generate staff working days and hours
Attendance Report Generate staff attendance report
Punctuality Report Generate staff punctuality report
Staff Punch Card Generate staff punch cards with punch in/out
Worked Hours Report Generate staff worked hours report
Pay Report Generate staff pay report
Visitor Attendance Report Generate visitor attendance report
Class Attendance Report Generate class attendance report
Setup Setup Wizard Run the setup wizard
Organization Setup organization information
Departments Add, edit or delete departments
Staff Types Add, edit or delete staff types
Staffs Add, edit or delete staffs
Holidays Add, edit or delete holidays
Leave Types Add, edit or delete leave types
Visitor Types Add, edit or delete visitor types
Visitors Add, edit or delete visitors
Students Add, edit or delete students
Classes Add, edit or delete classes
Options Configure BePunctual Server software options
Administrator Password Change the administrator password
Tools Identify Fingerprint Lets you check if a staff fingerprint is enrolled
Help Help Display BePunctual Server help
About
information
in the system.
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User Manual of BePunctual Server Version 9.0
version number and copyright
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User Manual of BePunctual Server Version 9.0
This image is displayed in reports generated. If not
Main Tab
The Main Tab is for selecting the content to display in the Content Area. The following tabs are
available on the Main Tab:
•
•
•
•
•
Today: Click this tab to check who's in/out today.
Punch Cards: Click this tab to show staff punch cards containing punch in/out times and
remarks.
Approved Leave: Click this tab to show staff approved leave. You can then add, edit or
delete staff approved leave.
Punch Stations: Click this tab to show all the punch station that has connected to the
server software.
Setup: Click this tab to configure, view and edit your organization, staff and visitor details.
Setup Overview View
This view provides a summary of the information to setup in the software. Click on a link to access a
particular information.
This view is accessed via Setup Tab > Overview
Setup Organization View
This view lets you view and edit your organization information.
This view is accessed via Setup Tab > Organization
Control Type Description
Organization Name Edit Box Enter your organization name here.
Organization Type Selection Box Select or enter your organization type here.
Address Edit Boxes Enter your organization address here.
City Edit Boxes Enter your organization city here.
Postal Code Edit Boxes Enter your organization postal code here.
State Edit Boxes Enter your organization state here.
Country Edit Boxes Enter your organization country here.
Phone Edit Box Enter your organization phone number here.
Fax Edit Box Enter your organization fax number here.
Organization Logo Edit Box Enter the location of your organization logo image.
Browse Button Click this button to browse for your organization
Save Text Button Click this save the changes.
Cancel Text Button Click this to cancel the changes and revert to the
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set, the BePunctual Logo will be displayed in
reports.
logo image
previous settings.
User Manual of BePunctual Server Version 9.0
Setup Departments View
You can then group your staffs into departments and set a department head for each department.
This view lets you add, edit and delete your organization departments.
This view is accessed via Setup Tab > Departments
Control Type Description
Add Text Button Click this to add a new department.
Edit Text Button Click this to edit the selected department.
Delete Text Button Click this to delete the selected departments.
Setup Staff Types View
You can group your staff into staff types. This view lets you add, edit and delete your organization
staff types like cleaner, engineer, sales etc.
This view is accessed via Setup Tab > Staff Types
Control Type Description
Add Text Button Click this to add a new staff type.
Edit Text Button Click this to edit the selected staff type.
Delete Text Button Click this to delete the selected staff types.
Setup Staffs View
This view lets you add, edit and delete your staffs/employees who will be using BePunctual
Group/Staff Punch Station to punch in/out.
This view is accessed via Setup Tab > Staffs
Control Type Description
Add Text Button Click this to add a new staff.
Details/Edit Text Button Click this to view and edit the selected staff
Delete Text Button Click this to delete the selected staff.
information.
Setup Holidays View
This view lets you add, edit and delete holidays applicable to your organization.
This view is accessed via Setup Tab > Holiday
Control Type Description
Add Text Button Click this to add a new holiday.
Edit Text Button Click this to edit the selected holiday.
Delete Text Button Click this to delete the selected holidays.
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