FingerTec DiGiTime User Manual

Software

USER GUIDE

COPYRIGHT NOTICE

All rights reserved. No part of
this book may be reproduced or
transmitted in any form or by any
means, electronic or mechanical,
including photocopying, recording,
or by any information storage and
retrieval system. Every precaution
has been made to supply complete
and accurate information. Informa­tion in this document is subject to
change without prior notice.

DISCLAIMER

No person should rely on the
contents of this publication with­out first obtaining advice from a
qualified professional person. The
company expressly disclaims all
and any liability and responsibil­ity to any terminal or user of this
book, in respect of anything, and
of the consequences of anything,
done by any such person in reli­ance, whether wholly or partially,
upon the whole or any part of the
contents of this book.

Chapter 1

INSTALLATION AND ACTIVATION

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

DEPARTMENT DEFINITION
SECTION DEFINITION
REMARK DEFINITION
USER MANAGEMENT

Downloading Users from Terminals
Uploading Users to Terminals
Deleting Users for Terminals
Deleting Users from Computer

USER RECORDS
SETTING TERMINAL DATE AND TIME
DOWNLOADING DATA FROM TERMINALS

Manual Downloads
Automatic Downloads

CLEARING DATA IN TERMINAL
BACKUPING UP/RESTORING

Chapter 3

SETTING UP CLOCKING
SCHEDULES AND GROUP
DUTY ROSTER

SETTING UP OF CLOCKING SCHEDULES
Clocking Page / Range Page / Settings Page

SETTINGS OF GROUP DUTY ROSTER
SAMPLE OF CONFIGURATION

Normal Working Roster
Flexi-working Roster
Multi-shift Working Roster
Rotational Working Roster
Open Working Roster

ASSIGNING USERS INTO GROUP DUTY ROSTER

Chapter 4

ATTENDANCE SHEET

VIEWING DATA

By Date / User ID / By Tardiness
By Schedule or Department

MANIPULATING ATTENDANCE SHEET

Editing the Attendance Data
Applying Leave to Users

3-12

13-24

25-51

52-62

CONTENTS

Applying Remark to Users

GENERATING ATTENDANCE
EXPORTING ATTENDANCE DATA

Exporting Details / Exporting Summary

HOUSEKEEPING

Chapter 5

ACCESS CONTROL SETTINGS

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 ZONE

Chapter 6

ONLINE DATA MONITORING

TERMINAL DATA AUDIT LIST

Start/ Stop Online Monitoring on Terminal Data Audit List
Select Terminal for Monitoring the Terminal Data Audit List
Export Raw Clocking Data
Purge Clocking Data from Terminal Data Audit List

MONITORING TERMINAL ACTIVITY

Chapter 7

USB Pen Drive Management and
Instant Messages Display (SMS)

USB PEN DRIVE MANAGEMENT

Download Users from USB Pen Drive
Uploading Users through USB Pen Drive
Downloading Clocking Data from USB Pen Drive

INSTANT MESSAGES DISPLAY

Writing Public Messages to the Terminal
Deleting Public Messages from the Terminal
Writing Personal Messages to the Terminal
Deleting Personal Messages from the Terminal

63-76

77-82

83-89

Chapter 8
Appendix: SAMPLE REPORTS

TIME AND ATTENDANCE REPORTS

Attendance Sheet / E-time Card / On Leave Report / Daily Attendance
Listing / Tardiness Report / OT Approval Worksheet / Attendance Summary /
Gross Wages Report / Duty Calendar / Day By Day Analysis / Month By
Month Analysis / Correction Report / Staff Movement Analysis / Terminal
Activity Report / Terminal Transaction Listing

90-96

INSTALLATION AND ACTIVATION

C H A P T E R

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.

Step 3: Check “I accept the terms in the license agreement” after you have

read the license agreement. Click “Next” to proceed.

Step 4: Click “Next” to install the software to default installation folder at

C:\Program Files\Founder\DiGiTime. Click “Change” if you want to specify a

different location to install the software.

Step 5: Click “Install” to start the installation, which takes a few minutes and

varies with performance of computer.

Step 6: Click “Finish” after the installation is completed. A new icon is cre-

ated on the desktop. Click the icon as shown below to start the software.

1

Step 7: Choose a language and click “Select” for your the preferred lan-

guage.

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3

Certificate of Authenticity

2008-2009 HRM System All right reserved.

c

Product Key:

YTR1-4AWE-9899

S/N: 8203602 Activation Key: K2EWF5SZ

001010

4

CONTENTS

Note: The product key and the software
activation key can be found on the sticker.

B4NZ-AE9Y-JW6A

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 10: By default, the

software displays the name
of working and non-work­ing day and they can be
changed according to your
preference. All these infor­mation will be displayed in
the software and reports.
By default, the first day of a
week is Sunday, and it can
be changed accordingly.

However, the software
always defines the first
day of the week when you
choose the display lan­guage for the software. For
example, the first day of a
week is defined as Friday if
you choose Arabic or Farsi
as display language. Click

“Next” to proceed.

Step 11: In “Password”

column, insert the ad-

ministrator’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. This is an
optional page and you can ignore all information by clicking “Next”.

Step 12: Click “Finish” to end the software setup. A welcome message will prompt to inform

you that the setup is completed. Click “OK” to accept.

Step 13: Software will start

automatically. Insert the ad-

ministrator’s password to

login into the software.

Note: The password box
will not pop up if you did
not insert any password
during the setup process.

Connecting and Activating Terminals in Software

USING TCP/IP, RS232 OR RS485 CONNECTION

The connection between the software and terminals is crucial to make the software works. If the
connection failed, the software cannot be initiated. You must have software product key, soft­ware activation key and serial number of the terminal to connect the software to the terminals.
Information is printed on the genuine sticker.

Step 1: When the software is initiated for the first time, a page will pop up.

Follow the steps below:

[1] Insert the ID

• Each terminal ID must be unique for the software to accept new terminal.

• The numbers must be between 1-999 and it must match the number in the Communica

tion Option in the terminal.

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5

[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).

[6] Uncheck the Disable column to connect the software to the terminals.

.

Step 2: A message will pop up and request you to confirm that the terminal has been con-

nected properly. Click “Okay” after you have checked the connection.

Step 3: A new window will pop up to

indicate that connection is established.
The software will connect to the termi­nal to read the serial number. Insert the
Activation Key into the column. Click

“Apply” to save settings.

The software has been activated and it is ready to run. Click “OK” to accept the message.

6

CONTENTS

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.

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7

Step 4: Software will be acti-

vated. 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.

8

CONTENTS

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 “Ad-

vance Settings” to proceed.

Step 2: Click “Get Settings” and the software will retrieve information from the selected termi-

nal. Once information is retrieved, click “OK” to save the settings.

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9

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. This

function is suitable for terminal for door access only.

• Language:Choose the language for the terminal.

• Dateformat:Choose the date format from the list for on the terminal.

• Voice; Enable or disable voice emission in the terminal.

• 1:NThreshold: Specify the value for 1:N matching threshold in the terminal, which means the

amount of total minutiae points that will be read by the scanner during verification. The valid
range of the threshold should be between 0-50; recommended range is 45-50.

• 1:1Threshold: specify the value for 1:1 matching threshold in the terminal. The valid range

should be between 0-50. Recommended range is 35-50.

• Only1:1: to specify the verification method for the terminal. If “No” is chosen, the terminal

will work on 1:N as well as 1:1 methods. If “Yes” is chosen, the scanner will not respond to a

fingerprint input unless the user inputs his/her ID.

• IdleMinute: Specify the number of minutes to trigger the idle action with either power off or

sleep mode. Choose value “0” to disable this function.

• IdleAction: Specify the idle action with either power off or sleep mode.

• Lockdelay: Specify the timer of the door after verification is done and before the door is shut

again. This function is for door access only.

• Wiegandformat: Specify the Wiegand format used. This is only used when you are using a

WG model. Wiegand format is another communication interface besides ethernet, RS232

10

CONTENTS

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.

• Connection: Choose from the list of connection types available. Ethernet, RS232 or RS485.

Choose only one method.

• CommunicationKey: Specify the communication key, which is a password for software to

communicate with device; the default value is 0.

• SleepTime: Specify the time for the terminal to rest.

• PowerOffTime: Specify the time to turn off the terminal automatically.

• PowerOnTime: Specify the time to power on the terminal automatically.

• SDKVersion: Displaying the SDK version of the terminal.

• Firmwareversion: Displaying the Firmware version of the terminal.

• Administrator: Displaying the number of administrators available in the terminal.

• User: Displaying the total number of users available in the terminal.

• Fingerprint:Displaying the total number of fingerprint templates available in the terminal.

• Password:Displaying the total number of password users available in the terminal.

• UserLog:Displaying the number of transactions being done in the terminal.

• GetSettings: Click to get the current settings of the terminal.

• DefaultSettings: Click to get the default settings of the terminal.

• SetSettings:After changes have been made, a click on this button will update settings to the

terminal.

• UpdateFirmware: Update to the latest terminal firmware.

You may obtain this firmware update file from resellers.

Note: Firmware file is
always in .cfg formats.

• Close: Close the terminal Advanced Settings window.

Assigning Terminals Into Groups

When multiple terminals are installed within an environment, we recommend you to assign the
terminals into groups to ease data downloading/uploading tasks. For example, you can assign
all terminals installed at ground floor into a group labeled Ground Floor, and those on 1st floor
labeled as 1st Floor. During data downloading/uploading, you choose terminals by choosing
group(s). This is an option to facilitate the software operation in an environment with multiple
terminals. Please follow the steps below:

Step 1: Click “Terminal Group” to define group name.

Step 2: Insert number to represent Group ID into Group column.

Insert group name into Description column. Click “Close”

to save settings.

Caution: A check on Dis­able will stop the software
from connecting to the
terminals in the group.

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11

Step 3: Assign terminals into the corresponding group. Click “Apply” to save settings.

12

CONTENTS

BASIC OPERATIONS

This software is designed for time attendance and door access control function. This chapter
covers basic operations and its communication with the terminals.

C H A P T E R

Department Denition

2

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.

Press

• To delete a department, select a department and press DEL on keyboard.

PASSWORD

You can assign department password to each department’s manager. With the password,

department manager can login into the software to view and print reports for users assigned
under his department only. Ignore this step if department manager(s) were not granted any
rights to access the software.

To add new department password, insert password next to the department. Press to insert
the next department password. To delete a department password, select a department pass­word and press DEL on keyboard.

to insert the next department.

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13

Section Denition

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.

• To delete, select a Section and

press DEL on keyboard.

Click “Close” to save changes.

Remark Denition

Remark is a tag to explain user’s

clocking activities. It is in combi­nation with the work codes used
by a terminal. A user can insert a
predefined work code during his
fingerprint verification at the ter­minal. The inserted code is meant
to identify activities, for example

code “20” represents “Emergency
Leave”, code “10” represents
“Meeting Supplier” and etc. The

clocking time will come with work
code explanation in the software,
published in Attendance Sheet,
Terminal Data Audit List and Mon­itor Terminal Activity.

Ignore this step if the Company does not require work codes or reasons for clocking data.

00 Check In
01 Check Out
04 OT In
05 OT Out

Check In
Check Out
ESC

OT in

OK OT Out

If you are not using work code at the terminal, you can check the clocking
data. By default, these are the basic codes of all terminals.

User can press the keypad buttons to define their clocking status during veri
fication.

These codes are downloaded into the software without affecting time attend­ance calculation. They are useful only when you export clocking data to any
3rd party software.

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14

CONTENTS

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.
Fingerprint: Total fingerprint templates user enrolled in the terminal
UserName: The display name on the terminal during verification, maximum is 8 characters.

For example Tony.

Privilege: The system offers 4 levels of authority to the terminal. • User – Normal user who is

not given any permission to access any settings of a terminal. • Enroller – A person who is given
permission to only enroll new users into a terminal. • Admin – A person who is allowed to access
all settings of a terminal except Advance Settings. • Supervisor – A person who has the highest

authority to access all settings in a terminal.

Password: The password enrolled at the terminal. Current password can be edited or it can be

replaced with a totally new password. A user can also add a password to the User ID to enhance
security. However, any changes made must be uploaded to select terminal(s) before it could
take effect. Ignore this step if a user is not using any password.

CardID: The Card ID enrolled at the terminal. Current card can be edited or it can be replaced

with a totally new card. A user can also add a card to the User ID to enhance security. However,
any changes made must be uploaded to select terminals before it could take effect. Ignore this
step if a user is not using any card.

Disabled: This function is to disallow certain users from getting verification at certain

terminal(s).

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15

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.

[3] Click “All” to select all users to download or you can choose to download a particular user

by clicking his user ID.

[4] In “Selected Data” section, please select all (Fingerprint, Card ID, User Name + Privilege +

Password) to download.

[5] Click “Apply” to start downloading.

Users will be downloaded into the software and basic information such as Name, Department,
and User Name can be inputted into the table.

16

CONTENTS

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” win

dow, select terminal ID.

[3] Click “All” to select all users in the ter

minal for upload or you can choose to
upload a particular user by clicking his
user ID.

[4] In “Selected Data” section, please

select all (Fingerprint, Card ID, User
Name + Privilege + Password) to up­load.

[5] Click “Apply” to upload.

You can upload users to multiple terminals without repeating the above steps. Follow the steps
below to upload users to multiple terminals.

[1] Click “Upload User”.

[2] In the “Upload Users to Terminal” win

dow, ignore the ID column.

[3] Click “All” to select all users to upload

or you can choose to upload a particu­lar user by clicking his 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 ter­minals.

[7] Click “OK” to proceed.

-

-

-

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17

[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)”.

[2] In the “Delete Users from Terminal”

window, click “All” to select all users

or you can select particular users to
delete from terminal.

[3] In “Selected Data”, please select all

(Fingerprint, Card ID, User Name +
Privilege + Password) to delete.

[4] Click “Apply” to proceed.

Deletion of the same user from mul­tiple terminals can be done without
repeating the above steps. Follow the
steps in the next page to delete users
from multiple terminals.

18

CONTENTS

[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.

[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 COMPUTER

Once user information is deleted from a terminal, the particular user will not be allowed access
anymore. However, his information is still available in the software. To remove a user from the
software, please follow the steps below.

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19

[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. It is recommended that the
Company keeps the information for future
reference.

If the Company wants to delete the user from the software, please follow the steps below.

[1] Click

to open User Record page.

[2] Double click the “Dustbin” icon.

[3] Select the User ID to delete.

[4] Click “Delete” to proceed.

20

CONTENTS

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

[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.

to open User Records.

[1] Click

[2] Click “Change ID”.

[3] Select the user ID that you want to change.
[4] Insert the new user ID.
[5] Click Apply to save settings.

to open User Records.

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21

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

“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 synchro

nize 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.

Ignore this step if the date and time of terminals are in sync with the date and time of the
computer.

and select

-

Downloading Data from Terminals

Users verify their fingerprints, passwords or cards at a terminal to report attendance or gain ac­cess. The date and time of verification is captured as clocking data and saved into local memo­ry of terminals. To enable viewing of these clocking data, the data needs to be downloaded into
the software to generate attendance data, in-out records and reports. It can be done manually
or automatically. Failure to download data from terminals to computer, no records could be
viewed in the software.

MANUAL DOWNLOADS

[1] Click and select

“Download data from
terminals”

[2] Click “Apply” to start

downloading process.

[3] If you are connecting

to multiple terminals, a
new window will pop up
after you clicked Apply.

22

CONTENTS

[4] Uncheck irrelevant termi-

nal 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.

AUTOMATIC DOWNLOADS

[1] Click and select “Set Automatic Download interval”

[2] The automatic download

interval can be predefined

by:
Seconds
Minutes (Download process

will only start when it is ap-

proaching the pre-defined

clocking time. In case of

10 minutes, if the pre-de-

fined IN time is 9:00am,

download process will start

10 minutes before 9:00am

which is at 8:50am and 10

minutes after 9:00am which

is at 9:10am. This is differ-

ent with normal minute in-

terval.)
Specific timer

[3] Click “Apply” to save settings.

You can select to use all 3 types of download intervals at the same time. All 3 download intervals
will not interrupt each other during download process.

Clearing Data in Terminal

If you want to use the terminals for access control only without checking any access details of
users, choose to clear logs from the terminal. You do not need to download logs into the soft­ware, instead delete logs directly from the terminal. However, it is important to take note that the
deleted transaction logs cannot be retrieved by all means.

Ignore this step if the Company wants clocking data of all users of the terminals.

CONTENTS

23

[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. This operation can reduce the burden of
database and to maintain the efficient processing time of the software. Restoration of the old
database is possible for future reference.

[1] Click

[2] To backup database, se

lect “Backup Database”

and select a location to
save the database .ZIP
file.

[3] To restore database, se

lect “Restore Database”

and locate the database
.ZIP file to restore.

[4] If you want the software

to backup database
daily at a fixed time,
insert the time into the
column.

[5] Click “Apply” to save

settings.

24

CONTENTS

to select “Backup/Restore database files”.

-

-

SETTING UP CLOCKING SCHEDULES

AND GROUP DUTY ROSTER

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.

Once the configurations are done, users do not need to define their clocking status (check-in,
check-out, lunch etc) at terminals. When they verify at the terminals and their clocking captured,
the software will check all the downloaded clocking data from the terminals and justify it against
the predefined schedules and group duty rosters.

C H A P T E R

Setting Up Clocking Schedules

Different clocking schedules can be created to support users with different working times or
working rules. The software provides a maximum of 1,000 clocking schedules for definition and
3 types of clocking schedules to configure.

a. Weekly schedules are working schedules that apply for one week. Most of the general work

ing schedules are based on weekdays and weekends.

b. Daily schedules are working schedules that apply for a day. This is an application for multi

ple shifts, overnight shifts, open shifts, rotational shifts etc.

c. Flexi schedules are weekly working schedules without considering any late in, early out or

OT. Mostly apply to flexi-working hours.

3

-

-

[1] Click

Schedule: Schedule is identified by code ranging from 0 to 999.
Description: Description of the schedule.
WorkSchedule:3 types of the work schedules (Weekly / Daily / Flexi)

and select “Clocking Schedule”.

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25

[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.

If you select “Flexi”

schedule type, the
clocking schedule
as below will be
displayed.

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CONTENTS

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applica-

ble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. Any working time that exceeds the Out time is treated as OT time. In-Out pair
is a compulsory pair.

• Break-Resume refers to the time that a break starts such as lunch, tea, dinner etc, and the

time that a break ends. The time falls in between is called break time. It is optional to deduct
break time from the total working time. The Break-Resume Column is not compulsory, as
this is an optional pair.

• OT-Done refers to the time that an OT starts and the time it finishes. The time that falls in

between are considered as OT time. It is not recommended to use the pair if overtime is
optional during the scheduled time period.

[3] “Do youwant touseOT/Done asscheduled workinstead ofovertime” (Onlyapplicable onWeekly

andDailySchedules)

• Enable it only if users are having 2 breaks during one working day, for example: In - Lunch

Break – Resume - Tea Break – Resume - Done. Working time is calculated based on In time

and Done time. Any time over Done time is treated as OT. Time falls between 2 breaks are
optional to be deducted from the total working hours.

• Disable it if you are not using the above function.

[4] “Pleasespecifythetimeintervalifyouwanttohaveratedifferentiateforovertime”.(Onlyapplicable

onWeeklyandDailySchedules)

• Only insert the time interval if your company applies a different OT rate for overtime. For

example: Normal OT rate is from 6pm to 8pm, and a different OT rate is for OT time from
8pm to 12am. Please insert 20:00 to 00:00.

• Ignore it if your company does not apply different OT rates to different working time.

[5] “Ifthisisarotationalshift,specifythequantityminutesbeforeshiftstarts.”(OnlyapplicableonDaily

Schedules)

• The number in the column refers to the delay time in minutes before a shift rotates. This

enables users to have enough time to clock in or clock out without causing huge traffic flow
at the terminal.

• Only insert the number for a rotational working roster or to open working roster.

[6] “Pleasespecifythemaximumnumberofin-outclockingforthisflexihoursschedule.”(Onlyapplica-

bleonFlexiSchedules)

• By default, flexi schedule always display 3 pairs clocking (6 time slots, In – Break – Resume

– Out – OT – Done).

• If 2 pairs clocking, the software will display In – Break –Resume – Out (4 time slots).

• If 1 pair clocking, the software will display only In–Out (2 time slots).

[7] “A subsequent clocking is considered if it’s the same working day if it is before mid-night within”

(Only applicable on Flexi Schedules)

By default, all clocking within the same day is cut-off at
midnight (12:00am) to be considered as the same workday clocking. If the Company wants
to extend the cut-off pass midnight, the new cut-off time needs to be specified, for example:
03:00am.

[8] “Doublepunchforconsecutiveclockinginaclockingslotifitiswithinminutesof”(Onlyapplicableon

FlexiSchedules)

All clocking within this predefine time interval will be considered for one time slot

only, for example if IN time is 9:00am and the time interval is 15 min, any clocking by the same
person within that 15 min will be considered as IN time, taking the first time he clocks in.

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27

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.

For example, to allocate all clocking time before 12:00pm into IN column, any clocking time
after 12:00pm into the Break column, you need to insert 12:00 into the IN column in the
clocking schedules.

You also can choose
to ignore the above
and let the software
decides on the alloca­tion of time slots for
you. By default, the
software will refer to
the mean time between
2 time slots to allocate
the clocking data. For
example, if the IN time
is 9am and Break time
is 12:00pm, the Mean
time is at 10:00am.

Any clocking time before 10:00am is allocated automatically into the IN column, after
10:00am is allocated into the Break column. The same concept applies to all the other 5
columns.

It is recommended to let the software justifies the allocation of time slots.

[2] Replace with latest clocking

You can configure the clocking schedule to update clocking data for every time slot. The
clocking data in time slots is always replaced with the latest clocking time after download

process. However, it is recommended to apply “replace with latest clocking” to the Out and
Done columns only. The software will always check the latest “Out” time of the users and

will publish them in Attendance Sheet.

28

CONTENTS

SETTINGS PAGE

Click “Settings” tab

to define the clock­ing rules for clocking
schedules. If you se-

lect “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.

 Allowagraceperiodinminutesforearly-out=15

This means EARLY OUT will only be calculated if you go home before 4:45pm assuming

that your OUT time is 5:00am.

Minimumminutesmustworkedtoqualifyforovertime=60
This means if an employee overtime work is 45 minutes, she/he will not be entitled for over-

time claim. He/she only can claim for the overtime if his/her overtime work is more or equal
to 1 hour.

Maximumnoofhoursallowedtoclaimforovertime=24
By default, this will be set as 24. This means that the maximum number of hours an am-

ployee is eligible to claim for OT hours in a day is 24 hour. You will need to leave the space
blank if the users are not entitled to any OT claimed. You will not see any OT time displayed
in Attendance Sheet or reports.

Workhoursiseitherround-uporround-down(-ve)inminutesof=15
All minutes will be rounded up as below:

1 - 15 minutes = 15
16 - 30 minutes = 30
31 - 45 minutes = 45
46 - 59 minutes = 1 hour

Overtimehoursiseitherround-uporround-down(-ve)inminutesof=-15
All minutes will be rounded down as below:
1 - 15 minutes = 0
16 - 30 minutes = 15
31 - 45 minutes = 30
46 - 59 minutes = 45

Lunch/Dinnertimedurationforflexi-lunch/flexi-dinnerrangeinminutes

• Specify duration of lunch if flexi-hour is implemented.

• Specify duration of dinner if “OT/Done schedule work instead of overtime” is implemented.

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29