FingerTec TCMS V2 User Manual

User Guide
A Central Solution for Time Attendance and Access Control
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, without written permission from FingerTec Worldwide Sdn Bhd. Every precaution has been made to supply complete and accurate information. Information in this document is subject to change without prior notice.
© 2013 FingerTec Worldwide Sdn. Bhd. All rights reserved. • 032013
Disclaimer
No person should rely on the contents of this publication without first obtaining 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.
FINGERTEC WORLDWIDE SDN BHD
advice
Contents
7 Preface: Getting The Most Out of TCMS V2
Welcome to TCMS V2
8-10 Chapter 1: Installation and Activation Getting Started To install TCMS V2 from FingerTec CD To install TCMS V2 from an online link Minimum system requirements for TCMS V2 installation Using TCMS V2 for the first time Setting date & time format Setting day type Setting clocking schedule Setting access rights
11-18
Chapter 2: Connecting Terminals to TCMS V2
Activating Terminal in TCMSV2 Activating terminal in TCMS V2 for the first time via TCP/IP Activating terminal in TCMS V2 for the first time via USB Activating terminal in TCMS V2 for the first time via COM port for serial connection RS485 or RS232
Editing Terminal Information in TCMS V2 Understanding Types of Connection in TCMS V2 Adding More Terminal(s) to TCMS V2 Deleting Terminal(s) from TCMS V2 Additional Features for TCP/IP and Serial Port Connection Understanding Terminal Advanced Settings Other Functions in Terminal Advanced Settings Returning to default settings
Saving information via set settings Printing settings for reference Updating firmware in terminal advanced settings Exiting terminal advanced settings
19-47
Chapter 3: System Settings of TCMS V2
Date/Hour Format Setting of date and hour format Choosing calendar type
Day Type
Setting day type Understanding day type Understanding wages calculation
Leave Type
Setting leave type
Staff Extended Leave Setting staff extended leave
Reschedule Staff Roster Rescheduling staff roster Clocking Schedule
Understanding clocking schedules Configuring weekly clocking schedules Configuring daily clocking schedules Configuring flexi clocking schedules Sample of duty roster settings
Group Duty Roster
Understanding group duty roster
Adding group Setting group duty roster Setting rotational working roster Setting open working roster Assigning employees into group duty roster
Company & Contact Person
Providing details on company & contact person
Change Password
Changing password for TCMS V2
Preferred Language
Choosing the language for your TCMS V2
Rebuild Database Indexes
Rebuilding database indexes
Backup/Restore Database Files
Backing up/restoring database files Automatic daily backup database
Department Definition
Defining your company’s departments Adding a department Deleting a department
Section Definition
Defining your company’s sections Adding a section Deleting a section
Remark Definition
Defining remarks Adding a remark Deleting a remark
What’s New In This Release?
48-71 Chapter 4: Terminals Management in TCMS V2 Employee Management Understanding employee management Enrolling employees Downloading employees from terminals onto TCMS V2 Editing employees in TCMS V2 Updating employees to terminal Deleting employees
Employee Access Code Understanding access codes Naming access codes Assigning employees with access codes
Terminal Employees Control Assigning terminals with access codes Terminal Last Update Status
Viewing the latest updates on the terminal
Configuring Access Zones
Understanding access zones
Set Terminal Date & Time Daily time synchronization with computer’s time Set Automatic Download Interval Setting the schedule for TCMS V2 to download data from terminal Download Data from Terminal Manually downloading data from terminal to the TCMS V2 Clear All Data In The Terminal Clearing data of terminal via the TCMS V2
Clocking Data Audit List
Viewing of clocking activities from terminal Filtering of clocking data Converting clocking data into attendance sheet Exporting audit data to an external file Deleting audit data
Monitor Terminal Activities
Monitoring and displaying terminals statuses
USB Flash Disk Monitoring
Reading clocking data from a USB disk into a computer Reading employee info from a USB disk into a computer Writing data from the computer to a USB disk
Instant Message Display
Inputting message on terminals Erasing terminal message Writing a message for employee Erasing an employee message
Terminal Multimedia Management
Inserting display theme (wallpaper) Managing advertisement pictures Inserting employee photos Downloading photos from terminal Removing photos from terminal Removing photos from TCMS V2
FTDP Database Server Management
Understanding FTDP Synchronizing terminals to FTDP Synchronizing TCMS V2 users to FTDP Downloading transaction logs from FTDP
FingerTec Webserver Database Server Management
Understanding FingerTec Webserver Establishing connection to FingerTec Webserver (Webster) Synchronizing terminals to Webster Synchronizing employees in TCMS V2 to Webster Downloading transaction logs from Webster
72-75 Chapter 5: Employees
Filling Up Employee Time Card
Adding Employee to Employee Time Card
Changing Employee ID Changing Issued Date Importing Employee Deleting Employee
76-82 Chapter 6: Attendance Sheet
Data Viewing
Choosing Data Display Options Downloading Transactions Data from Terminal to Attendance Sheet Sending Transaction Data from Attendance Sheet to History Editing Attendance Data Adding Employee Leaves Into Attendance Sheet Assigning Employees into Multi-shifts Generating Data in Attendance Sheet Exporting Data from TCMS V2 to Third Party Software
Understanding export details Understanding export summary
Exiting Attendance Sheet
83-87 Chapter 7: Report Understanding the Different Reports by TCMS V2
Previewing/Printing Report Saving Report for Future Use or Reference Emailing Report Viewing Sample Report
88 Chapter 8: Fire Roll Call
Understanding Fire Roll Call
Generating Fire Roll Call Report
89 Chapter 9: Advisor
Getting Shortcuts to the Most Useful Features of TCMS V2
90 Chapter 10: New Release
Update your TCMS V2 to the Latest Release
91 Chapter 11: Other Resources
92-96 Index
Preface
Getting The Most Out of TCMSV2
Welcome to the TCMSV2
Before you start learning how to setup and use your software, it is important that you get an idea of what and how the TCMSV2 functions.
The TCMSV2 is a customized software specifically designed to centralize, store and man­age all data extracted from connected FingerTec terminals to create an easily managed and networked attendance solution, simplifying human resources tasks and thus, re­ducing labor costs of an organization. It comes complimentary with every terminal, and gives you access to data from your FingerTec terminal. Much like how you use a software to extract and edit photos from a digital camera, the TCMS V2 enables you to download and process attendance records from your FingerTec terminal.
Setting up and installing a FingerTec time clock or access control terminal at your office building is just the beginning of implementing a total attendance and access control system in your organization. In this manual, we will guide you on how to install your TCMS V2 software, activate each terminal from the software, add/delete/manage us­ers straight from the software, manage access control functions, and ultimately how to download, process, and customize reports and interpret the data from the TCMS V2.
If you have not used the TCMS V2 before, we advise you to closely follow instructions in this manual to quickly and effectively learn the ways of the software, and avoid deleting crucial information from your terminal. FingerTec has 24-hour support lines available by emailing
com to find out how) should you have any difficulties or feedback.
We hope you find this software and its functions useful for your organization. Thank you for choosing FingerTec!
support@fingertec.com and live chat via various means (visit www.fingertec.
Note: Please note that this manual applies to TCMS V2 version 2.2.021 and above ONLY. While di erences be-
tween previous versions and the V2.2.021 are only a few, FingerTec strongly recommends that you update your TCMS V2 version regularly to the latest version. Email
support@fingertec.com for further inquiries.
7
Chapter 1
Installation And Basic Setup
This chapter guides you on your initial TCMS V2 installation and basic setup you need to do to get your TCMS V2 up and running.
Get ready with the installation CD provided with your FingerTec purchase, or you can download the latest version of the software online from user.fingertec.com/software-up-
dates.html
Getting Started
To install the TCMS V2 from FingerTec Going Green DVD
• Insert the DVD into your computer. It’s important to note that one copy of TCMS V2 can be installed in only one computer. Don’t attempt installation of the same copy in another computer.
• Once the DVD is inserted, it will auto-run. Click “Run Start.exe” to view the flash intro­duction.
• Click on Software and choose “Software Installation”
• Follow the steps to install the TCMS V2 software. Specify your preferred destination folder to install the software and proceed to install the software. The location will re­main at its default location if no changes are made
wide\TCMS V2\
• When the installation completes, you will find the TCMS V2 shortcut icon on your com­puter desktop.
• Click on this icon the next time you want to run the TCMS V2.
C:\Program Files\FingerTec World-
To install TCMSV2 from an online link
• In case you have lost the TCMS V2 installation DVD, you can get the latest copy of TCMS V2 from an online link at user.fingertec.com/software-updates.html
• Click on the download icon at the right side of the table
• The zip file will be downloaded onto your computer.
• Unzip the file and start the installation process
• When the installation completes, you will find the TCMS V2 icon on your computer desktop
• Click on this TCMS V2 icon the next time you want to run the software.
8
Minimum Systems Requirement to Install TCMS V2
• Pentium III 450Mhz or above
• Microsoft Windows 2000, Windows XP, Windows Server 2003, Windows Vista, Win­dows 7 and Windows 8
• 256MB of RAM or more
• At least 100MB free disk space
• Laser Printer/Dot Matrix Printer
• Player CD-ROM or DVD-ROM
• Video Super VGA 1024x768 or higher with 256 colors
Note: : TCMS V2 is not compatible with any Apple computers and its MAC OS operating system.
Using TCMS V2 for the First Time
• Double click on the TCMS V2 icon on your computer to run the software
• Select your preferred language
• The system will prompt you to enter the “Product Key” for authorization to use the software. All information including “Product Key”, “Activation Key” and “Terminal Serial Number” is available at the back of the CD cover.
Note: It’s important that you keep the DVD and the DVD cover provided by FingerTec safely to avoid future
inconveniences. In case you have lost the information, contact us at support@ ngertec.com to retrieve it.
Setting the Date & Time Format
Choose the date and time display format for the TCMS V2 software. The formats will be applied in all data and reports in the TCMS V2. Format change is possible later on if you should change your mind. See Chapter 3: System Settings of TCMS V2
9
Setting Day Type
• Determine the day types or description that you prefer to apply in your working envi­ronment.
• Default descriptions are workday, holiday, restday and offday – change them accord­ingly based on your preferences
• Determine the first day of the week relevant for your company. The first day of the week might differ from one country to the next. Some observe Monday as the first day of the week while others start the week on Sunday.
• Determine the payroll cycle. The selections available are weekly – biweekly, semi­month, monthly.
Setting Clocking Schedule
Determine your company’s day types for example, workday, restday, off day, and work­ing time such as in, out, lunch, resume, and etc.
Setting Access Rights
• Configure your password to access the TCMS V2.
• Fill in the company information. Information that you entered here will appear in the attendance sheet and reports.
Congratulations!
You have successfully installed and con gured the initial setup of your TCMS V2. Explore more functions to get the best out of TCMS V2.
10
Chapter 2
Connecting Terminals to TCMS V2
This chapter guides you on the basic connection and activation of FingerTec ter­minals in the TCMS V2
Get ready with your timeclock terminal’s IP address and serial number before you pro­ceed with this chapter. The product key that you have keyed in during installation will appear in the FingerTec Terminal window. There are several ways to connect to Fin­gerTec terminals, including TCP/IP, USB and Serial Port (RS485 or RS232). Choose your connection method and let’s start.
Activating Terminal in TCMS V2
Activating Terminal in TCMSV2 for the first time via TCP/IP
1. Choosing the Terminal Model
The terminal of which its Product Key is being used to install the TCMS V2 will appear
on the first line in the “FingerTec Terminal” window.
Choose the model of the terminal. Please go to product.fingertec.com to find out more
about FingerTec products.
2. Choosing Connection Type
To connect your timeclock terminal via TCP/IP, make sure that you have connected
the terminal with the computer installed with TCMS V2 using a CAT5 cable. Once the cable is connected, you can start activating your terminal.
3. Specifying IP Address in the Terminal
Click on IP Address and specify the IP address for your timeclock terminal. The default
IP address is 192.168.1.201.
4. Uncheck the Disabled Button
There is a checker labeled Disabled on the far right of the FingerTec Terminal window.
Uncheck the Disabled button for the system to start connecting to the terminal.
Once the checker is disabled, the system reads the IP address and displays the correct
serial number of the terminal.
5. Terminal activation
A. Online Activation (requires Internet access) Now you will be prompted with a pop-up window requiring an Activation Key. Select
“I want to generate the Activation key online with these details” and click Apply. Wait for a moment for the server to be connected and then click Apply to fill up the Activa­tion key automatically.
B. Offline Activation (no Internet access required)
In case you do not have Internet connection, contact your local reseller or support@
fingertec.com to request for an activation key. Please provide the serial number and
product model so that we can generate a corresponding activation key.
11
Once you insert the correct Activation Key, the Apply button will be enabled. Click on
it and then click OK to proceed.
6. Saving Information
It is crucial that you save the information to avoid a connection loss between the
TCMS V2 and the terminal.
Once the terminal is activated in the TCMS V2, all icons on the software will be acti-
vated, and you are now ready to configure and use the TCMS V2.
Activating Terminal in TCMSV2 for the first time via USB
1. Choosing the Terminal Model
The terminal of which its Product Key is being used to install the TCMS V2 will appear
on the first line in the “FingerTec Terminal” window.
Choose the model of the terminal. Please go to product.fingertec.com to find out more
about FingerTec products.
2. Choosing Connection Type
To connect your terminal via USB, make sure that you have a USB flash disk complete
with information of the terminal that you want to connect to the TCMS V2.
3. Uncheck the Disabled Button
There is a checker labeled Disabled on the far right of the FingerTec Terminal window.
Uncheck the Disabled button for the system to start connecting to the terminal
4. Inserting Serial Number of Terminal
The system will prompt you to insert the Serial Number of your terminal. Insert the
correct serial number, which can be found on the same hologram sticker pasted at the back of the FingerTec Going Green DVD cover.
5. Terminal activation
A. Online Activation (requires Internet access)
Now you will be prompted with a pop-up window requiring an Activation Key. Select “I
want to generate the Activation key online with these details” and click Apply. Wait for a moment for the server to be connected and then click Apply to fill up the Activation key automatically.
B. Offline Activation (no Internet access required)
In case you do not have Internet connection, contact your local reseller or support@
fingertec.com to request for an activation key. Please provide the serial number and
product model so that we can generate a corresponding activation key.
Once you insert the correct Activation Key, the Apply button will be enabled. Click on it
and then click OK to proceed.
6. Saving Information
It is crucial that you save the information to avoid a connection loss between the
TCMS V2 and the terminal. Once the terminal is activated in the TCMS V2, all icons on the software will be activated, and you are now ready to configure and use the TCMS V2.
12
Activating a Terminal in the TCMS V2 for the first time via COM Port for Serial Connection RS485 or RS232
1. Choosing the Terminal Model
The terminal of which the Product Key being used to install TCMS V2 will appear on the
first line in the “FingerTec Terminal” window.
Choose the model of the terminal. Please go to product.fingertec.com to find out more
about FingerTec products.
2. Choosing Connection Type
To connect your terminal via COM port, make sure that you have connected the termi-
nal with the computer installed with TCMS V2 using a serial cable. It is recommended to maintain the RS232 cable length at 1 meter to avoid data loss and for RS485, the maximum distance is 1km, but excellent data repeaters should be installed with it. Once the cable is connected, you can start activating your terminal.
3. Determining the Baudrate
Baudrate is the speed of data transfer via serial connection and this field is only appli-
cable for serial connection RS485 and RS23. The value in the terminal must be the same as shown in the TCMS V2.
To check the baudrate value of the terminal, press Menu > Comm > RS232/485 >
Baudrate
4. Uncheck the Disabled Button
There is a checker labeled Disabled on the far right of FingerTec Terminal window.
Uncheck the Disabled button for the system to start connecting with the terminal.
5. Inserting Serial Number of the Terminal
When the connection is established, the system will prompt you to insert the Serial
Number of your terminal. Insert the correct serial number, which can be found on the same hologram sticker pasted at the back of the FingerTec Going Green DVD cover.
6. Terminal Activation
A. Online Activation (requires Internet access)
Now you will be prompted with a pop-up window requiring an Activation Key. Select “I
want to generate the Activation key online with these details” and click Apply. Wait for a moment for the server to be connected and then click Apply to fill up the Activation key automatically.
B. Offline Activation (no Internet access required)
In case you do not have Internet connection, contact your local reseller or support@
fingertec.com to request for an activation key. Please provide the serial number and
product model so that we can generate a corresponding activation key.
Once you insert the correct Activation Key, the Apply button will be enabled. Click on
it and then click OK to proceed.
7. Saving Information
It is crucial that you save the information to avoid a connection loss between the TCMS
V2 and the terminal.
Once the terminal is activated in the TCMS V2, all icons on the software will be acti-
vated, and you are now ready to configure and use the TCMS V2.
13
Editing Terminal Information in the TCMS V2
With the initial connection, there might be some information that you haven’t complet­ed in the FingerTec Terminal details. The system allows you to edit the information of your terminals in the FingerTec Terminal window.
1. Check the Disabled Button
To avoid any information loss during editing, it is highly recommended that you dis-
able the terminal that you want to edit by checking the Disabled checker box. The connection between the terminal and the software will be terminated once this is checked.
2. Determining the Terminal’s ID and Description
To easily identify one terminal from the rest, assign the terminals with unique num-
bers. It is recommended that you label the terminal with the same number that you identify it in the system to avoid any confusion. The ID numbers available are from 1 to 999.
Insert the description of the terminal for example, for ID 1, main entrance, for ID 2,
sales department entrance, etc.
3. Choosing a Terminal Group
The Group function is meant to ease the task during downloading and uploading
of information from multiple terminals. In an environment where you have a large quantity of terminals, group them based on your preference and convenience. For example, you can name Group 1 for all readers on first floor of a building, Group 2 for all readers on 2nd Floor and so on.
The maximum number of Groups available for the TCMS V2 is 1000, starting from 0 to
999
4. Specifying Port Value
Port is for port forwarding connection. The default value for port is 4370. If you are
using another value, please specify it here.
5. Specifying Key Value
The Key function is intended for security purposes, where the number specified in
the terminal is identical as the number/password specified in the TCMS V2 in order to obtain connection.
In the terminal, go to Menu > Comm > Security > Determine the password
Understanding Types of Connection in TCMS V2
TCP/IP - TCP/IP connection supports single and multiple terminals and it is widely used
in network structures.
TCP/IP for Single Connection: You will need an Ethernet 10/100Base-T Crossover Cable to connect the ter-
minal to a single computer using the TCP/IP connection. The cable can be used to cascade hubs or to connect Ethernet stations back-to-back without a hub. It works with both 10Base-T and 100Base-TX.
TCP/IP for Network Connection: You will need an Ethernet 10/100Base-T Straight Thru Cable or “Whips” to
connect multiple terminals to the computers using the TCP/IP connection. The cable works with both 10 Base-T and 100Base-TX, connecting a network interface card to a hub or network outlet.
14
USB - Connecting the terminal to the software by using the USB flash disk. This connection
does not require any wiring and the data is secured with a password.
USB/Client - This connection connects the terminal directly to the computer using a USB
2.0 printer cable. This connection is exclusively for TA300 only.
COM/Serial Port
RS232: This is a conventional 9-pin serial port for short distance connection. It is not suitable for network struc-
tures.
RS485: There are 2 types of connection, the single connection and network connection. The single connection
connects a single computer using the RS485 wire. The network connection connects multiple computers using the Daisy Chain connection. Unlike the RS232, this connection supports long distance connection (up to 1km).
FRIS - The FRIS Server stores employees’ fingerprint templates and transaction data. It also
serves as a platform for fingerprint verification. A computer installed with the TCMS V2 can access the FRIS server to retrieve the transaction data. All downloaded transaction data will then be processed by the TCMS V2 software and can be viewed in reports.
FTDP - The FingerTec Data Processor (FTDP) is a simplified version of the TCMS V2 and the
BioBridge SDK combined. With the FTDP you can perform basic functions such as adding/ deleting employees, as well as exporting the raw data from the terminal to be used with any third party software.
Web - You can connect the terminal to the TCMS V2 using the port forwarding connec-
tion. Port forwarding allows remote computers to connect to a specific computer or service within a private local-area network (LAN). When configuring port forwarding, the network administrator sets aside one port number on the gateway for the exclusive use of com­municating with a service in the private network, located on a specific host. External hosts must know this port number and the address of the gateway to communicate with the network-internal service.
Webster - Webster is an online web based platform used to consolidate and centralize
the database for time attendance purposes. With the Webster platform, you can download data from the terminal in a real time manner and connect it to the TCMS V2 or other third party software.
Adding More Terminal(s) to TCMS V2
Click Devices > Setup FingerTec Terminals > Add > Enter the 16-digit Product Key of your additional terminal and the system will automatically add the terminal into the list when the Product Key is correctly entered.
Repeat the steps to get connection of this terminal with the TCMS V2.
Deleting Terminal(s) from TCMS V2
Note: Before you attempt any deletion of terminal from TCMS V2, please be sure about your selection and that your
cursor has been placed properly because once you click “Delete”, the system will delete the row in which your cursor is located.
Click Devices > Setup FingerTec Terminals > Place your cursor properly on the row of ter­minal that you wish to delete > Delete
15
Additional Features for TCP/IP and Serial Port Connection
The TCMS V2 lets you configure the settings of your terminal(s) directly from the soft­ware. This feature is useful for management of multiple terminals in an environment. Once the connection is established via TCP/IP or COM connection, the Advanced Set-
tings button in the FingerTec Terminal window will be enabled. Click to setup your
terminal(s).
Understanding Terminal Advanced Settings
Click Get Settings for the TCMS V2 to obtain the relevant information from a specific timeclock terminal.
Learn the description of every field in the table below:
Terminal ID - Terminal’s identification number
Model - Terminal model’s number
Description - Terminal’s details for easy reference for example: Level 1, Sales or Level
2, Marketing
Pulling Host IP - Retrieve IP address, only a computer with the mentioned IP address will
be connected to the TCMS V2
No Attendance Records - A check on this box will provide you with no attendance
record; this function is suitable for FingerTec terminals functioning as a door access device only.
Language - This is the language selection for the terminal. Select your preference.
Date format - Choose the date format for the terminal.
16
Voice - Enable or disable the terminal’s voice
1:N threshold - Specify the value for one-to-many matching threshold, where you don’t
need to key in your ID before scanning your finger.
The value equivalent to the quantity of fingerprint’s minutiae points being read during verification.
Value Range: 0-50, Default Value: 35
1:1 threshold - Specify the value for one-to-one matching threshold, where you have to
key in your ID before scanning your finger.
The value equivalent to the quantity of fingerprint’s minutiae points being read during verification.
Value Range: 0-50, Default Value: 15
Only 1:1 - Specify the verification matching method preferred for the terminal. Choosing
Yes would require employees to key in their ID number prior to scanning a fingerprint.
Choosing No, the terminal will adopt 1:N matching method.
Idle Minute - Specify the minute value before the terminal turns idle. When the terminal is
left uninterrupted for this value of time, the terminal will either power off or go into sleep mode. Choose 0 if you want to disable this function.
Idle Action - Choose between Sleep Mode/Power off to decide on the action of the termi-
nal after it exceeds its idle minute period.
Lock Delay - Specify the timer of the door lock after any successful verification is done and
before the door is locked again. Maximum Value: 254, Default Value: 150
Wiegand Format - Specify the Wiegand bits of the terminal. Select between 26 or 34
Anti-passback - Choose the anti-passback value. Anti-passback is exclusively for door ac-
cess function where a user will be denied exit if there is no record of entry. Default value: None,
Other options: Out, in, in out, no and save
Baudrate - Choose the data transmission speed for COM communication for RS232/RS485
Connection. Default Value: 115200
IP Address - Specify the IP address of the terminal. Only applicable for TCP/IP connection.
Default Value: 192.168.1.201
Connection - Choose from the type of connection available.
Communication Key - Specify the communication key of the terminal and the value must
match with the value in the terminal. Default Value: 0
Sleep Time - Specify the time for the terminal to be in idle mode.
Power off Time - Specify the time for the terminal to shut down automatically.
Power On Time - Specify the time for the terminal to be turned on automatically.
SDK Version - Display the SDK Version of the terminal
Firmware Version - Display the Firmware Version of the terminal
Administrator - Display the total number of administrator enrolled in the terminal
Employee - Display the total number of employees enrolled in the terminal
Fingerprint - Display the total number of fingerprint templates enrolled in the terminal
Password - Display the total number of password stored in the terminal
Employee Log - Display the total number of transactions stored in the terminal
WorkCode - Workcode is a code being identified for excuse in attendance.
17
For example, workcode 1 is for meeting clients, workcode 2 is for attending training, 3 is for conference, 4 is for
clinic visit and etc.
If the workcodes have been set in the terminal, click Get Settings to obtain the informa­tion or you could define the workcode in this window and click workcode in the terminal.
Click on the checker
Save the information and Close once you are done.
Code Available: 1-99
Set Settings to apply the
In Use if you wish to use the workcode in the terminal.
Other Functions in Terminal Advanced Settings
Returning to Default Settings
A click on this button returns all the previously set settings to its default settings.
Note: Caution is recommended before you attempt to return to default settings.
Saving Information via Set Settings
Once you have completed filling up the information in the Terminal Advanced Settings page, click Set Settings to save the information in your terminal.
Printing Settings for Reference
Click Print Settings to print the existing setting for your reference.
Updating Firmware in Terminal Advanced Settings
FingerTec always recommends its employees to have the updated firmware of the ter­minal. However, caution needs to be exercised before attempting this function because it could cause damage to the terminal. It is highly recommended that you consult your reseller before you attempt this function. Alternatively, you can contact us at support@
fingertec.com to obtain more information about Firmware Update.
Exiting Terminal Advanced Settings
Click Close when you have completed the settings of your terminal and proceed with other terminals connected to the TCMS V2.
18
Chapter 3
System Settings of TCMS V2
This chapter guides you to configure the system settings of TCMS V2 for accurate attendance and access control data that suits your business’s requirements.
The TCMS V2 is designed to provide time attendance and access control data for work­force management system. Please make sure that you configure all the system settings correctly to obtain accurate data and reports. Click System Settings >
Date/Hour Format
Setting of Date and Hour Format
This date and hour format will be used throughout TCMS V2. Choose the date and time format you prefer for your company
The time formats available are 24-hour and 12-hour AM/PM.
View the example of date & time format that you choose before saving the information for future use.
Choosing Calendar Type
TCMS V2 offers three types of calendars. The default calendar is Gregorian. For Middle Eastern and Islamic Countries, TCMS V2 offers Umm Al-Qura and Persian calendars.
System Settings > Date/Hour format > Choose the calendar.
Click
Note: Lunar Calendar/ Umm Al-Qura is only made available once you choose Arabic as the software language
and Persian Calendar is only available when you select Persian as the language for your TCMS V2.
Day Type
Setting Day Type
It is crucial that you describe the day types being used by your company in order to obtain time attendance data that your company understands.
19
Understanding Day Type
Note: The default descriptions are as shown in the picture above. It is recommended that you maintain the
default descriptions. Changes are possible but you have to make sure that the descriptions you provide are consistent all throughout the TCMS V2 to avoid confusion in the future.
Normal Working Day - Define normal working days for your company. Default: WORKDAY
Non-Working Holiday - Define non-working holiday for your company. Default: HOLIDAY
Other Non-Working Days - Define other non-working days which are not holidays for
your company. Default: WEEKEND and OFFDAY
First Day of the Week - Define the first day of the week for your company/country.
Default: SUNDAY
Payroll Cycle - Determine your company’s Payroll Cycle. There are 4 options available,
which include Weekly, Bi-Weekly, Semi-Monthly and Monthly. Default: Monthly
Payroll Cycle Start Date - Determine your company’s Payroll Cycle starting date by
clicking on the calendar and choosing the date.
The symbol for currency - Select the symbol of currency being used for your compa-
ny’s payroll.
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Understanding Wage Calculation
Note: Labor law is di erent from one country to the other. Salary calculation also di ers based on the labor law
of a country.
In each day type, you have the option to determine the value in the work wages. For ex­ample: the work wages is 100%, the overtime wages is 150% and the different overtime wages is 200%.
Note: Do not forget to “Save” your settings before you close the window.
Leave Type
Setting Leave Type
Define the leave types that are applicable to your company. Determine the keyword that you want to use to describe ‘absent on working day’. The default keyword in the TCMS V2 is Absent.
Define other types of leave applicable to your company. Default types include Annual, Sick, Holiday, Vacation, Unpaid Leave, PTO (Paid Time Off). There are a maximum of 20 columns of leave type to fill up.
Save the page once you have made amendments to it.
Sta Extended Type
Setting Staff Extended Leave
Use this function to key-in leave that have been approved by the human resource de­partment. Every applied leave must be keyed-in onto the system to indicate that the employee is taking a leave day instead of being absent.
Fill up all the relevant information and click the relevant individual’s attendance sheet.
To delete, choose the relevant row and click
Save the information once you have made any changes to the function. Click Close to
return to the main menu.
Update Leave to update the information to
Delete.
Reschedule Sta Roster
Rescheduling Staff Roster
This function is to reschedule the already determined work schedule for an individual employee on a certain date. These records will overwrite the previous roster and the at­tendance sheet will reflect the changes being done in this function.
However, if you have deleted any of the changes you made on this function, TCMS V2 will restore the default work schedule from the group duty roster.
Leave the Day Type and the Schedule blank if you do not want to do any changes.
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Clocking Schedule
Understanding Clocking Schedules
Clocking Schedule configurations are crucial to calculate attendance data accurately. Every setting and rule of the clocking schedules will affect the outcome of time at­tendance and its corresponding reports. This setting is to set the daily schedule for each day of a week. The clocking time is defined as the time someone clocks in or clocks out from the office. The TCMS V2 offers 1000 different clocking schedules to be configured.
Weekly - Working schedule for weekly basis. This is the most commonly used working
schedule worldwide where working days fall on weekdays and offdays fall on week­ends.
Daily - Working schedule for daily basis. This is suitable for multiple shifts, overnight
shifts, open shifts, rotational shifts, etc. where the work schedules change everyday.
Flexi - Working schedule that does not include any late ins, early outs or overtime. This
is suitable for groups of workers with flexible working time.
Configuring Weekly Clocking Schedules
Click “Edit” and configure your first weekly clocking schedule.
• Define the number of the clocking schedule by selecting one number from 0 to 999
• Describe the clocking schedule accordingly for example Schedule A.
• Choose the type of work schedule applicable for this particular clocking schedule and for this schedule is weekly.
• There are 7 tabs that you need to set the rules for your weekly clocking schedules.
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1• CLOCKING RULES
Clocking refers to the time someone clocks in and clocks out from timeclock terminals. TCMS V2 offers 6 attendance columns in 3 pairs. Learn about clocking pair as explained in the table below.
In-Out - In-Out pair refers to the times when an employee clocks in for work (IN) and
clocks out after work (OUT). Any clocking time that exceeds the OUT time will be consid­ered as overtime (OT). In-Out pair is a compulsory pair.
Break-Resume - Break-Resume pair refers to the times that a break such as lunch or dinner
starts (BREAK) and the times that a break ends (RESUME). You can choose to deduct the break time from the total working time or you can include this time into the total working time. This pair is optional.
OT-Done - OT-Done refers to the time that overtime (OT) starts and the time it finishes
(DONE). It is recommended to use this pair if OT is optional in the schedules time pe­riod.
Define the times for each pair on every day of the week. For Weekend, all the columns will be in black shade and you cannot input any time onto the fields.
At every clocking column, you can determine the Round to nearest minutes which means that the attendance recorded will be rounded to the nearest minutes as specified in the field
Examples of Rounding:
If you choose to round up 15 minutes, when an employee clocks in at 9:06am, his IN time will be recorded as
9:15am
If you choose to round down 15 minutes, when an employee clocks in at 9:06am, his IN time will be recorded as
9:00am.
If you choose to take a midpoint of 15 minutes, when an employee clocks in at 9:06am, his IN time will be recorded
as 9:07am
2• RANGE RULES
Range is to determine the maximum time that one slot could record before it is consid­ered as the time for the corresponding slot. For example, if a value for IN is 12:00 and when a staff clocks in at 12:01, the time will be recorded in Break column instead of in the IN column. When you set the range for OUT is at 6:00, any time that falls after 6:00 will be recorded on the next column which is OT column.
You need to set the time for the clocking range of the clocking columns.
Replace with the latest clocking –When you click this checker, TCMS V2 will replace the
clocking data with the latest clocking data after the download process is done. It is rec­ommended that you select this checker for OUT and DONE columns only because TCMS V2 will always check the latest OUT time of the users and will publish it on the Attendance Sheet.
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3 • GENERAL RULES
General is to determine whether you want to consider the times that are recorded in OT and DONE columns to be considered as overtime or as normal working time. Click the ap­propriate radio button to determine your choice. If you choose as OT, the extra time will be calculated in the overall time of the staff that is using this clocking schedule.
You can also determine whether an employee needs to press a key button to define his/ her status during clocking. Click Yes if you want to.
4 • TOLERANCE RULES
Tolerance is to determine the rules of grace period allowed during clocking activities. Learn about them in the table below:
Tolerance Rules
Deduct the amount of late-in time from Work Time if em­ployee come in late more than __ minutes
Deduct the amount of early time out from Work Time if employee goes for lunch early more than __ minutes
Deduct the amount of late-in time from Work Time if em­ployee resumes late more than __ minutes
Deduct the amount of early time out from Work Time if em­ployee leaves early more than __ minutes
Examples
Given you choose 15 mins and the IN time is 9.00 a.m., If an employee arrives at 9:20 a.m. (exceed tolerance period), the system will deduct 20 mins from his work time. However, if an employee arrives at 9.15 am or earlier, no time will be deducted
Given you choose 15 mins and the BREAK time is 12.30p.m. If an em­ployee leaves at 12:10 p.m.(exceed tolerance period), the system will deduct 20 mins from his work time. However, if an employee leaves at between 12:15 and 12:30, no time will be deducted
Given you choose 15 mins and the RESUME time is 1.30 p.m., If an em­ployee arrives at 1:50 p.m.(exceed tolerance period), the system will deduct 20 mins from his work time. However, if an employee arrives between 1:30 p.m. and 1:44 p.m., no time will be deducted
Given you choose 15 mins and the OUT time is 6:00 p.m., If an em­ployee leaves at 5:40 p.m. (exceed tolerance period), the system will deduct 20 mins from his work time. However, if an employee leaves between 5:45 p.m. and 6:00 p.m., no time will be deducted.
Specify the rules based on your company’s policy. Leave them blank if it’s not applicable to your environment.
5 • ROUNDING RULES
Rounding is to determine the “rounding of minutes” rules allowed in the clocking sched­ule and the rules will determine the presentation of time in the attendance sheet. Learn about it in the table below:
Round the work time to the nearest (minutes)
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Round Up
Work hour is rounded up to the nearest minute and is set to 15, hence all minutes will be rounded up as per below: 1-15 minutes = 15 16-30 minutes = 30 31-45 minutes = 45 46-59 minutes = 1 hour
Round Down
Work hour is rounded down to the nearest minute and is set to 15, all minutes will be rounded down as per below: 1-15 minutes = 0 16-30 minutes = 15 31-45 minutes = 30 46-59 minutes = 45
Round Midpoint
Once you insert a value here, the software will calculate the value’s midpoint. For example if you set the value at 15 min, the midpoint would be at 7 min. The clocking schedule’s IN time is 9.00am and the midpoint is 7 min. If the user veri es in less than 7 minutes after the IN time, for example 9.07 a.m., the software will round down the transaction data to be displayed as 9.00am. If the user veri es more than 7 minutes after the IN time, the software will round up the transaction data to be displayed as 9.15 a.m.
Round up or round down the OT time to the nearest (minutes)
Round Up
OT is rounded up to the nearest minute and is set to 15, all minutes will be rounded up as per below: 1-15 minutes = 15 16-30 minutes = 30 31-45 minutes = 45 46-59 minutes = 1 hour
Round Down
OT is round down to the nearest minute and is set to 15, all minutes will be rounded down as per below: 1-15 minutes = 0 16-30 minutes = 15 31-45 minutes = 30 46-59 minutes = 45
Round Midpoint
Once you insert a value here, the software will calculate the value’s midpoint. For example if you set the value at 30 min, the midpoint would be 15 min. The clocking schedule’s OT time is 6.00pm and the midpoint is 15 min. If the user veri es in less than 15 minutes after the OT time, for example 6.15pm, the software will round down the transaction data to be displayed as 6.00pm. If the user veri es more than 15 minutes after the IN time, the software will round up the transaction data to be displayed as 6.30pm.
First rounding time range
This function is entitled for the IN time only. You can round the IN time into your pre-
ferred time. For example: any transaction between 9.01am – 9.15am will be rounded as 9.00am.
Last rounding time range
This function is entitled for the OUT time only. You can round the OUT time into
your preferred time. For example: any transaction between 5.01pm – 5.15pm will be rounded as 5.00pm.
Note: Specify the rules based on your company’s policy. Leave them blank if it’s not applicable to your envi-
ronment.
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6 • BREAK RULES
Break is to determine the rules for break time allowed in the clocking schedule and the rules will determine the presentation of time in the attendance sheet.
Learn about it in the table below:
Break Rules
Deduct actual lunch time (Resume-Break) from work time
Deduct actual dinner time (OT­OUT) from work time
Do not deduct any lunch time if employee works half day only
Break time duration for flexi­lunch range in minutes
Dinner time duration for flexi­dinner range in minutes
Do you want to Apply Auto Add Break Rule when you include lunch/dinner break?
Do you want to deduct extra lunch/dinner time from work­ing hour?
Auto deduct for break time (in no. of hours) from overtime hour
Click Yes if you want to deduct lunchtime, which is the pe­riod you clock out (Break) until you clock in again (Resume) from the total work time.
Click
Yes if you want to deduct dinnertime, which is the pe-
riod you clock out for dinner (OUT) until you clock in again (OT) from the total work time.
If this is the rule of your company, please click on the checker. Leave it if it’s not applicable to your company.
Specify the minutes your company allows for staff to have flexible lunchtime. If the staff exceeds the time allowed, the extra minutes will be deducted from the total work time.
Specify the minutes your company allows for staff to have flexible dinnertime. If the staff exceeds the time allowed, the extra minutes will be deducted from the total work time.
Click
Yes if you want to apply the rule. It means that the
remaining lunch/dinner time will be added into the work time. This is to add the work time for the users who work during their lunch/dinner break.
Click
Yes if you want to limit the break time to only the
permitted hour by the company; any extra minutes taken will be deducted from the total work hours.
If you want to deduct the break time from the overtime, define number of hours that should be deducted if the overtime hour taken exceeds a certain value.
Note: Specify the rules based on your company’s policy. Leave them blank if it’s not applicable to your environ-
ment.
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7 • OVERTIME RULES
Overtime is to determine the rules for overtime in the weekly clocking schedule you de­fine here. Learn about the rules in the table below:
Overtime Rules
Record early login as OT
Define time IN and OUT to treat as special OT
Minimum minutes to work to claim OT
Maximum hours to allow to claim OT
Deduct short time from OT
Examples
Sometimes employees come early for overtime for example the over­time starts at 8pm and they arrive at 7pm. If they logged in at 7pm, would you like to count the extra one-hour as overtime? Click your company allows this rule.
There is some overtime sessions required by a company on as-and­when basis. Define the IN and OUT time for this specific overtime ses­sions.
Sometimes a staff would work only for a few minutes and considered it as an OT; define the minimum minutes required by the company for a staff to work in order for him/her to qualify for an OT claim.
Put a limit to a number of hour a staff could claim for overtime and the default maximum is 24 hours.
There are cases where an employee has short time in his/her total work hour and he/she is taking overtime. If the company wants to replace the short time on his/her total work hour from the OT taken, click
Yes.
Yes if
Note: The overtime rules set in the schedule will be applied to any group that is under this schedule. All rules and
calculations will re ect in the attendance sheet of the sta involved in this clocking schedule.
SAVING CLOCKING SCHEDULE
When everything has been set and determined, click Save to make sure that the details are kept in the system. Add schedule and edit again for more clocking schedule.
Now, let’s move on to configuring Daily Clocking Schedule.
Con guring Daily Clocking Schedules
The Daily Clocking Schedule is only available when you add new schedule and select “Dai-
ly” from Work Schedule type. Daily clocking schedule is applicable for daily basis sched-
ule. This is suitable for multiple shifts, overnight shifts, open shifts, rotational shifts, etc where the work schedule changes everyday.
There are 6 tabs that you set for weekly clocking schedules.
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1 • CLOCKING RULES
Clocking refers to the time someone clocks in and clocks out from timeclock terminals. TCMS V2 offers 6 attendance columns in 3 pairs.
There are 6 clocking columns to be defined in the Daily Clocking Schedule. When you de­fine the clocking time(s) in the clocking slots, TCMS V2 would accept the time and place them into the appropriate clocking columns. For example, if you put 9:00 a.m. as the IN time, whoever that clocks in at 9:00a.m., the clocking time will be in IN column.
Round the Clocking Time to the nearest minutes as specified in the column and you can choose to round up, down or choose the midpoint for the time.
Clocking Range: Specify the time to be considered as a certain clocking time before it
is recorded as the corresponding clocking time. For example, if you specify the clock­ing range for IN as 12:00 p.m., any clocking activities that fall before 12:00 p.m. will be recorded as IN and the clocking after 12:00 will be recorded as Break.
Latest Clocking: Clicking on this checker will configure the system to record only the
most recent clocking transaction within a clocking range. For example, if your official OUT time is at 6:00 p.m. and you leave at 6:05 p.m., comes in again at 6:10 p.m. and checks out again at 6:15 p.m., as long as the time falls under the clocking range of that time slot, the software will take the most recent clocking time to be recorded in your attendance record which is 6:15 p.m. However, it is NOT recommended to click on the checker on the first four columns of IN, BREAK, RESUME, and OT.
NOTE: : It is recommended that you only apply this rule for OUT and DONE only because these two clocking
columns should be recording your latest time for the clocking activities.
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2 • GENERAL RULES
General is to determine whether you want to consider the times that are recorded in OT and DONE column to be considered as overtime or as normal working time.
Click the appropriate button. If you click as
OT, the time will be calculated in the overall
time of the staff that is using this clocking schedule. If you click Normal work time, the OT will not be calculated even though the staff works passed that time.
You can also determine whether an employee needs to press a key button to define his/ her status during clocking. Click
Yes if you want to.
Daily clocking schedule could be used as schedules for rotational shifts. You can specify the qualified minutes before the shift starts. Rotational shift means that a work schedule with hours that change at prescribed intervals. For example a person may work for four days from 8:00 a.m. to 4:00 p.m., continued with four days from 4:00 p.m., to midnight, and followed by four days from midnight to 8:00 a.m. The cycle is then repeated.
3 • TOLERANCE RULES
Tolerance is to determine the rules of grace period allowed during clocking activities. Learn about them in the table below:
Tolerance Rules
Deduct the amount of late-in time from Work Time if employee come in late more than __ minutes
Deduct the amount of early time out from Work Time if employee goes for lunch early more than ___ minutes
Deduct the amount of late-in time from Work Time if employee resumes late more than ___ minutes
Deduct the amount of early time out from Work Time if employee leaves early more than ___ minutes
Examples
Given you choose 15 min and the IN time is 9.00 a.m., If an employee arrives at 9:20 a.m., the system will deduct 20 mins from his work time.
Given you choose 15 min and the BREAK time is
12.30 p.m., If an employee leaves at 12:10 p.m., the system will deduct 20 min from his work time.
Given you choose 15 min and the RESUME time is
12.30 p.m., If an employee arrives at 12:50 p.m., the system will deduct 20 min from his work time.
Given you choose 15 mins and the OUT time is 6:00 p.m., If an employee leaves at 5:40 p.m., the system will deduct 20 mins from his work time.
Note: Specify the rules based on your company’s policy. Leave them blank if it’s not applicable to your environ-
ment.
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4 • ROUNDING RULES
Rounding is to determine the “rounding of minutes” rules allowed in the clocking sched­ule and the rules will determine the presentation of time in the attendance sheet. Learn about it in the table below.
Round the work time to the nearest (minutes)
Round Up
Work hour is rounded up to the nearest minute and is set to 15, all minutes will be rounded up as per below: 1-15 minutes = 15 16-30 minutes = 30 31-45 minutes = 45 46-59 minutes = 1 hour
Round Down
Work hour is rounded down to the nearest minute and is set to 15, all minutes will be rounded down as per below: 1-15 minutes = 0 16-30 minutes = 15 31-45 minutes = 30 46-59 minutes = 45
Round Midpoint
Once you insert a value here, the software will calculate the value’s midpoint. For example if you set the value at 15 min, the midpoint would be 7 min. The clocking schedule’s IN time is 9.00am and the midpoint is 7 min. If the user veri es in less than 7 minutes after the IN time, for example 9.07am, the software will round down the transaction data to be displayed as 9.00am. If the user veri es more than 7 minutes after the IN time, the software will round up the transaction data to be displayed as 9.15am.
Round the OT time to the nearest (minutes)
Round Up
OT is rounded up to the nearest minute and is set to 15, all minutes will be rounded up as per below: 1-15 minutes = 15 16-30 minutes = 30 31-45 minutes = 45 46-59 minutes = 1 hour
Round Down
OT is rounded down to the nearest minute and is set to 15, all minutes will be rounded down as per below: 1-15 minutes = 0 16-30 minutes = 15 31-45 minutes = 30 46-59 minutes = 45
30
Round Midpoint
Once you insert a value here, the software will calculate the value’s midpoint. For example if you set the value at 30 min, the midpoint would be 15 min. The clocking schedule’s OT time is 6.00pm and the midpoint is 15 min. If the user veri es in less than 15 minutes after the OT time, for example 6.15pm, the software will round down the transaction data to be displayed as 6.00pm. If the user veri es more than 15 minutes after the IN time, the software will round up the transaction data to be displayed as 6.30pm.
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