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Preface
Honorable customers,
Thanks for choosing products of this company. OA200, with world cutting edge technologies—fingerprint recognition, computer communication, as well as microelectronics, is considered to be combination of three technologies: electronics, optics and computer communication. It is no doubt that it has become the first choice of standalone time & attendance for enterprises with its strong function and veracity. Please read this user manual carefully to have an initial understanding of functions and basic knowledge of installation, debugging, maintenance, application and management to better use this product.
Utilizing the state-of-the-art biometric tech, this product will bring unprecedented reliability, convenience and benefits to the top management of enterprise in HR.
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Fingerprint T&A Advantages
y Veracity
Record and reflect staffs’ attendance conditions equally, correctly and promptly.
Checking on work attendance by passwords and cards (paper card, magnetic card,
IC card, etc); It is hard to avoid buddy-punching and cannot reflect the actual attendance condition. With the help of fingerprint recognition attendance, it is easy to solve all the problems like buddy punching, card loss or stolen and password forgetting. Thus, HR dispute is avoided and the justness of time attendance is materialized. y Convenience
It is more convenient to use fingerprint standalone units with no card reader or attendance cards needed, no worrying about cards loss or damage, no need to do system maintenance, and saving time and money.
Only placing enrolled finger on the sensor surface, system will check users automatically and record the correct time and checking status. y Full Function
The system can realize different functions such as attendance remark, calculation and report printing. The remark can be made for reasons such as business leave, absence, marriage holiday and etc.; the checking and calculation can be made in accordance with different time periods, departments, individual or combination due to various reasons for absence; the report generation and printing function can be realized perfectly. y Flexible Shift Maintenance
The software supports shift on week basis, rotation shifts etc. Various shifts, public holidays, individual leave and overtime are available to meet the complicated needs of every enterprise. y Standalone
The machine can work without connecting to PC, convenient in operation and no need to occupy any extra resource. y Network management
Many units can be connected through network via TCP/IP for easy management in central software.
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Software operation flowchart
(Important chapter please read carefully)
This software includes: System parameter, department management, staffer maintenance, shift management, staffer leave and statistic report etc. Then how to use this system in a right way? It is far from enough to understand only the function of each module but to know the connections between them and the system operation flowchart.
Thus, a correct report can be generated.
Software operation flowchart can be described in brief as follows:
1. System parameter
Set T&A rule, statistic rule, company name and leaving class.
2. Department management
Add, delete and modify departments.
3. Staffer maintenance
Add, delete and modify staffer. Import and transfer staffer.
Set timetable and shift.
4. Shift management
5. Staffer schedule
Allocate staffer shift or temporary shift.
6. Record collection
7. Exception management
Collect records from the unit or import the backup record file.
Deal with business leave/asking for leave/forgetting clock in/collective late.
8. Statistic report
Track, check and calculate records to generate time attendance report.
1．When the software is run for the first time, please set parameters including company name, time attendance rule, statistic rule for early, late and overtime etc. , leave
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class. When the setting is completed, it is usually not needed to be modified unless the management rules of this company changes.
2．Normally there are many departments in one company and all departments need to be entered manually unlike the directly import of staffer. Department setting should be completed before staffer maintenance.
3． When the software is used for the first time, please make a Text file (*.txt) or MS
Excel file (*.xls) for company staffer in accordance with certain format. For the format, please refer to【import staffer list】 so that all staffer can be import to the system at one time. Staffer can be added, deleted, modified and transferred to new department during future use.
4． First add the proper timetable (from on-duty time to off-duty time) according to the company rule and then set shifts.
5．After the shift setting is completed, it will work until shift is allocated to staffer.
Each staffer can only have one shift. Please note the starting date of the shift. After the allocation of the shift, the arranged working date and time can be seen clearly for each staffer.
6．Transaction records are stored in the time attendance unit. Please download the records from the unit before report calculation. In addition, staff information and fingerprint templates can be uploaded and downloaded between the unit and the computer. Please refer to “Background management” for detailed information.
7．There is always staff away for business, asking for leave and forgetting clock happening in a company. Once it occurs, please deal with it in time in the software to ensure the correctness of the statistic report.
8．After all the above mentioned operation is done, the calculation of report can be operated. The report can calculate the time attendance status of all staffer or a certain staffer from a certain department in a certain time period.
In【Attendance Calculating and report】, first please select the starting and ending date of the staffer, click “Calculate” and the system will calculate automatically and check the validity of the records. (There are some invalid records during the use of the unit. For instance, if one staffer presses the finger twice during a very short time period, one of the records will be regarded as invalid.) If there is any error in the software calculation, admin can also modify manually to ensure the correctness of the result
Please note: From the above flowchart, we can see that if there is an error in
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calculation report for one staff, the possible reasons are as follows:
Staffer shift or temporary shift is incorrect.
Exceptions such as staffer away for business/ask for leave/forgetting clock in/out is incorrect.
Checking and calculation of transaction records is incorrect.
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Contents
2.5.2 Time Attendance Information ........................................................... 12
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4.2.1 Set Management Password............................................................. 20
4.3 T&A Machine Communication Management .............................................. 21
4.3.3 Download Records .......................................................................... 22
4.7.1 Basic Parameter Setting .................................................................. 38
4.7.3 Timing Downloading Record ............................................................ 39
4.7.4 Management PW Setting ................................................................. 40
4.7.5 Database Linking Setting ................................................................. 41
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4.8.2 English/Chinese Interface Converting.............................................. 43
5.2.3 Administrator’s Password Set .......................................................... 50
5.2.4 Modified Record Log........................................................................ 50
5.3.1 Department Management ................................................................ 53
5.4.4 Attendance Records ........................................................................ 65
5.4.5 Attendance Calculating and Report ................................................. 67
5.5.1 Away on Business/ Leave................................................................ 75
5.5.3 Append Record Collectively............................................................. 76
5.5.4 Dealing with Collectively Late / Leaving........................................... 76
5.6.2 Import Attendance Record ............................................................... 79
5.6.4 Compress Database ........................................................................ 80
III
5.7 External Program Management ................................................................. 80
5.7.1 External Program Management ....................................................... 80
5.7.2 Connect to Time Attendance Machine ............................................. 81
6.1 My fingerprint has been enrolled but often failure in identification.............. 83
6.2 T&A system can't be connected with PC.................................................... 83
6.3 No records found though staff have clocked in/out .................................... 83
6.5 Staffers can’t pass although he used the ID+FP mode .............................. 84
6.6 The unit beeps automatically when no one punches in/out........................ 84
IV
Chapter 1
Introduction
The main theme of this chapter is the feature of this T & A, as well as function introduction.
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1 Introduction
1.1 OA200 Introduction
OA200 is the multifunctional standalone T&A and access control system newly launched in 2007. With the use of Anviz optical fingerprint sensor and new fingerprint recognition algorithm, OA200 can identify all difficult fingerprints and has solved the long-lasting problem in fingerprint recognition field.
OA200 is a wall mounted fingerprint T&A and access control system with 128*64 blue LCD. This model can be used stand-alone or connected via TCP/IP. OA200 can control door lock for access control. Fingerprint identification provides high security level.
The original time attendance records can also be kept in the units.
OA200 Fingerprint Time & Attendance System
Function: y Standalone model, compact design, easy installation and user-friendly interface y Blue 128 x 64 dotted LCD y Philips industrial CMOS chip, reliable performance
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y Anviz optical sensor, durable and maintenance free y Excellent identification speed: less than 1 second y Several verification modes: fingerprint only, ID Card only, fingerprint + ID card and password y Optional EM card reader y Relay for simple access control and Wiegand output to work with standard access controller y 16 customizable checking status for easy payroll software integration y Voice prompt, three-color LED indicator y Communication method: RS232 and TCP/IP y User capacity: 2000 Fingerprint capacity: 1760 y Card capacity: 2000 Record capacity: 50000 y Size: 190 x 140 x 30 (mm)
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Chapter 2
Operation Guide
This chapter is mainly about appearance illustration and relevant system settings such as how to add and delete users etc.
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2 Operation Guide
2.1 Keypad introduction
2.2 Default LCD
Press【Menu】to enter management password interface as follows:
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Enter default password 8888, press【OK】to confirm and the system will enter menu management interface as follows:
Please note: Pressing 【In】or【Out】 can shift the menus. 【In】: Up. 【Out】
Down.
2.3 Admin Management
Select【Admin】menu and press【OK】to select【Enroll User】menu as follows:
Same as above,【In】and【Out】can be used to move up or down.
2.3.1 Enroll User
Select 【Enroll User】 menu, press【OK】to enter user enrollment interface as follows:
For instance, enter ID: 118
Enter ID and pres【OK】to enter user enrollment interface as follows:
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Please note: If the name of staffer ID 118 has been uploaded to the unit already in the software, his name will be displayed instead of his ID as follows:
At this time, either password or fingerprint can be enrolled. Press the finger twice on the scanner and the voice prompt will come along. The box on the left of FP 1 will turn to black and highlighted part will move to FP2 to start the enrollment of the second fingerprint. After the fingerprints are successfully enrolled, press【OK】to save and enter enrollment status for the next staffer. Press【Start/Esc】will exit the menu without saving the enrolled fingerprints.
2.3.2 T&A Option
Select【T&A option】and press【OK】to enter identification method interface. Enter
ID and press【OK】to enter setting interface as follows:
Please note: Press【C】and【Menu】to select or unselect. After setting is completed, press【OK】to confirm.
2.3.3 Door Open
Select【Door open】menu, press【OK】to enter access permission interface as
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follows:
Please note: Press【C】or【Menu】to allow or prohibit door opening for certain staffer.
Complete the setting and press【OK】to confirm.
2.3.4 Delete User
Select【Delete user】 menu, press【OK】to enter user deletion interface as follows:
Enter ID and press【OK】to enter deletion setting. User deletion or reservation can be set as follows:
Please note: 【C】and【Menu】can be used to shift between reservation and deletion.
After the setting is completed, press【OK】to confirm.
2.4 System Setup
Select【Setup】as follows:
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Press【OK】to select from sub-menu as follows:
2.4.1 Admin password
Select 【Admin PWD】, press【OK】to enter admin password interface as follows:
Enter new password, press【OK】to confirm and exit admin password interface.
2.4.2 Clock setting
Select【Clock setup】and press【OK】to enter clock setting interface as follows:
Set date and time, press【OK】to confirm and exit admin password interface.
2.4.3 Output for access control
Select【Output】and press【OK】to enter access control output interface as follows:
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Please note: 【In】and【Out】can be used to set time.
Press【OK】to confirm and exit access control output interface.
2.4.4 Communication
Select 【Comm】 menu and press【OK】to enter communication method interface as follows:
Please note: There are two communication methods: TCP/IP and RS232.【In】and
【 Out】can be used to select.
Press【OK】to confirm and exit communication method interface.
2.4.5 Network setting
Select【Network】menu and press【OK】to enter into network setting interface as follows:
Please note: 【In】and【Out】can be used to select different fields.
Press【OK】to confirm and exit network setting interface.
2.4.6 Volume
Select【Volume】menu and press【OK】to enter volume setting interface as follows:
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Please note:【In】or【Out】can be used to increase or decrease volume.
Press【OK】to confirm and exit volume setting interface.
2.4.7 System Initialization
Select【Init】menu, press【OK】to enter system initialization interface as follows:
Enter password (Admin password) and press 【 OK 】 to confirm the system initialization.
Please note: The data can’t be recovered after initialization. Please be cautious!
2.5 System information
Select【Info】menu as follows:
Press【OK】to enter sub-menu.
2.5.1 User Information
Select【User Info】menu and press【OK】to enter user information interface as follows:
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User information includes: enrolled user, enrolled fingerprint and used space information.
2.5.2 Time Attendance Information
Select【T&A info】menu and press【OK】to enter time attendance information interface as follows:
Time attendance information includes record and used space information.
2.5.3 Unit Information
Select【Unit info】menu, press【OK】to enter unit information interface as follows:
Unit information includes: product serial number and firmware version.
Please note:【Start/Esc】or【OK】can be used to exit.
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Chapter 3
System Installation
This chapter mainly discusses the installation and un-installation of T&A software as well as the hardware and operation system requirement.
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3 System Installation
Firstly, we should install background management software on the computer. Please refer to the following steps:
3.1 Operation environment
Hardware requirement:
Pentium 266 and above; Pentium 500 and above is recommended ;
128 Memory and above; Minimum 100M hardware space;
COM (USB Port);
CD-ROM (CD-ROM needed in installation);
VGA support 800*600 resolution and above;
Operation system:
Microsoft Windows 2000/XP(recommended);
Microsoft Windows Vista;
3.2 System installation
Please insert T&A disc into CD-ROM and the disc will automatically run the installation program. If not, please run setup.exe in the root directory of the disc. The following window will pop up:
Click【Next】 to continue installation (see the picture below :)
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Select the target directory to install the program and the default is “C:\Att”. Click
【 Next】 to continue installation (see the picture below :)
Click 【Back】 and installation will return to the previous screen and re-select target directory; Click 【Next】and the installation will start as the following picture shows:
The installation will be done after seconds (see the picture below :)
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Click 【Finish】 to close the installation program and an icon will be added to the desktop. Double click it and the T&A management system will be started. In addition
“Fingerprint T&A and Access Control System” has added to “All Programs”. Please see the picture below:
The shortcut of “Fingerprint T&A and Access Control System” and “Time and
Attendance machine Management” is included in “All Programs”.
3.3 Uninstall the program
Click “Uninstall Fingerprint T&A and Access Control System” in the above picture, click 【Next】 and the program will be uninstalled automatically.
Please note: All the files and data will be deleted after uninstalling the program so please make sure before operation.
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Chapter4
Communication
The chapter is mainly about how to add, delete and set communication between PC and terminal.
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4 Communication
Click 【Start】- 【Program】- 【Fingerprint T&A and Access Control System】- 【Time and Attendance Machine Management】to open the software, , the following window will pop up:
If the time attendance software’s login password is not empty, you should enter the password firstly.
Enter the password and click the button 【OK】 to login.
If you enter the wrong password 3 times, the software will automatically close.
When you enter a wrong password, a message box pops up as follows:
Click the button 【OK】. And then try to enter the correct password.
4.1 Terminal Management
T&A Unit Management: Add Unit, Delete Unit, Modify Unit
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4.1.1 Add Unit
Click the button 【Add Unit】. Following windows pops up:
No.
: This number can be set as you like.
Unit S/N : Serial number is used to identify every time attendance terminal (this number is on back label as “Serial No”);
Unit Name
: You can set it as you like.
Att. Status : There are three options: Actual Status, on duty and off duty. When we set it as “Actual Status” the attendance records’ status in the software are as same they are in the device (OA200+). If you set it as “ON Duty”, all the records’ status which is from this OA200+ will be “On duty”.
Com
: The default is Com1 and the 115200bps.
TCP/IP : Click the button 【 】 to refresh the option list, you will see all the
OA200+’s serial numbers which is in the Network.
Click the button 【OK】to save the information. It displays as follows:
4.1.2 Modify Unit
Choose the terminal and then click 【Modify Unit】, the following window will pop up:
Modify the information and then click the button 【OK】to save the modification. Click the button 【Cancel】 to cancel the modification.
If the “No” is already exist in the software, following message box pops up:
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Click the button 【OK】 to set the Unit information again.
4.1.3 Delete Unit
Choose the T&A unit and then click the button 【Delete Unit】. Following message box pops up:
Click the button 【OK】to delete or click the button 【Cancel】to cancel.
4.2 Parameter Setting
Choose the T&A unit firstly. And then we modify its parameter settings.
4.2.1 Set Management Password
Enter one password in the input box. The management password can be
0-99999999. Click the button【setting】. Following message box pops up:
Click the button 【OK】to confirm or click the button 【Cancel】to cancel.
Some operation information displays in the main interface as follows:
Notice: We use this management password to enter the device menu. You can’t use this password to enter the software.
4.2.2 Set Sleep Period
Enter the time period in the sleeping time input box. The time period can be 0-57600.
If you set the sleep period as 0, the unit will never sleep.
Click the button 【OK】. One message box pops up as follows:
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Click the button 【OK】to confirm or click the button 【Cancel】to cancel.
Some operation information displays in the main interface as follows:
4.2.3 Set Volume
Enter the volume level in the volume input box. The volume lever is 0-15. If it is set as 0, there is no voice.
Click the button 【setting】. One message box pops up as follows:
Click the button 【OK】to confirm or click the button 【Cancel】to cancel.
Some operation information displays in the main interface as follows:
4.3 T&A Machine Communication Management
It contains synchronize time, terminal parameter, initialize unit, download record, backup staffers, resume staffers and so on.
4.3.1 Synchronize Time
Synchronize the OA200+’s time with the computer time. Click the button
【 Synchronize time】. Following message box pops up:
Click the button 【OK】to confirm or click the button 【Cancel】to cancel.
Some operation information displays in the main interface as follows:
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4.3.2 Initialize Unit
The machine system will resume to factory settings. All data will be cleaned up.
Attention should be taken for this operation!
Click the button 【Initialize Unit】. Following message box pops up:
Click the button 【OK】to confirm or click the button 【Cancel】to cancel.
Some operation information displays in the main interface as follows:
The OA200+ takes about 20s to initialize the system. And it restarts after initialization.
4.3.3 Download Records
Download the records from the OA200+ to the computer.
Click the button【Download records】. Following message box pops up:
Click the button 【OK】to confirm or click the button 【Cancel】to cancel.
Some operation information displays in the main interface as follows:
4.3.4 Backup Staffers
Download the staffer information and staffers’ fingerprint templates from the OA200+ to the computer. You can edit the staffer information in the database Att2003.mdb. The user information is saved in the table “UserInfo” of the database. And the fingerprint templates information is saved in the folder “Template “in the installation directory.
Click the button 【Backup Staffer】. Following message box pops up:
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Click the button 【OK】to confirm or click the button 【Cancel】to cancel.
Some operation information displays in the main interface as follows:
4.3.5 Resume Staffers
Upload the staffer information and staffer’s templates from the computer to the
OA200+.
Click the button【Resume staffers】. Following message box pops up:
Click the button 【OK】to confirm or click the button 【Cancel】to cancel.
Some operation information displays as follows:
[2008-07-15 15:30:32]Resume staffers…
[2008-07-15 15:30:32]Resume staffers: 1[1]
[2008-07-15 15:30:32]Backup staffer completed!
4.4 Record supervision
4.4.1 Activate Real-time
Real time function enable track the attendance records in unit at any time.
Choose terminals need to be set monitor. Click 【Activate real time】 button, status menu will show ‘Activate real time monitor….’, after completed, it will show ‘Activate real time monitor function completed’. Progress bar will finish at 100%.The start time of real-time monitor records information will be shown as the PC’s current time. The interface is as following,
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After activating real time monitor, when a user makes attendance record on unit, the record will appear directly in the list of the window below. Meanwhile, real-time monitor records information will show the user number who does attendance records.
During real-time monitor process, when each staff passes attendance, there will pop-up the staff info at the right-down corner likes following shows,
4.4.2 Prohibit Real-time
Click 【Prohibit real-time】 button ,status menu will prompt ‘Prohibit real-time monitor…’. After completed, it will show ‘Prohibit real-time monitor completed’. Progress bar will finish at 100%. The start time of real-time monitor records information will be shown as the pc’s current time. The interface is as following,
After real-time monitor prohibited, real-time monitoring records info will still exist. If reactivate real-time function, the info will be totally cleared, but the attendance records in the list will not be cleared.
4.5 Staffers Management
Staffers management mainly includes these functions: staffer management in database of local PC、staffer communication management between PC and unit、staffer info tracking.
Staffer management interface is as following,
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4.5.1 Add Staffer
Click 【Add staffer】button, open 【Add/modify staffer info 】window which includes
3 page info: Basic info、relevant info、fingerprint registration. The interface is as following:
Basic info:
Input staff info in 【Basic info】. You can also add pictures for staff. There are two ways to add pictures:
1st way: Click 【 】 button, choose staffer’s picture stored in PC and open 【Edit picture】 window as following,
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Click the button 【view】to choose one photo.
Edit the photo by the 【Cut-down】 function and then click the button 【Save】to save as follows,
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2nd way: You can install camera to take pictures and edit then save. Make sure there is camera equipment installed in your PC.
Click 【 】 button, open 【Pictures shooting】 window as following, choose camera equipment, and click the button 【take Pic】 to take a photo.
Edit the photo by 【Cut-down】 function and then click the button 【Save】to save.
Click the button 【 】 to delete the staff photo.
Notice
: The No. is exclusive as well as the first digit cannot be 0
After setting staffer’s picture completed, the next step is to authorize the staff to attendance terminal. (For example, the head office has two sub-companies 1, 2, if the
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staffer belongs to sub-company 1, so he should be authorized to the terminal named
Sub-company 1).
Choose the terminal the staffer belongs to in 【Terminals not authorized】, click 【
(add single) or 【 】
】
(add all) button and add it to 【Terminals authorized】list. You can also use 【 】 or【 】 button to delete 【Terminals authorized】.
If there is no input ID and authorize terminals, there will be system prompt:
Click 【OK】 button to input staff info again.
After authorizing terminal info, the next step is to set staffer T&A method and access permission. OA280 has 5 identification methods. When adding staffer info in software, the default status is card / FP / password T&A method and access permission allowable.
Firstly choose the terminal in 【terminals authorized】 list then set T&A method and access permission as following,
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Prompt: you must choose the terminal in 【terminals authorized】list , else【T&A method and access permission】is limited.
Relevant info: click 【Relevant info】 option, input information in these items as following,
Fingerprint registration: click 【Fingerprint registration】option and connect FP sensor reader to register FP.
If there is prompt ‘Fingerprint sensor reader not connected’ as following,
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Please firstly connect sensor to PC, when the prompt info becomes to ‘Connect to fingerprint sensor reader successfully’, you can start to register FP as following,
Click 【Enroll】 button, ‘Please press your finger’ will prompt as following,
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Then press your finger on the sensor scanner glass to register FP. After success, the interface will show below,
Register the second finger in the same way.
After setting staffer info completed, click 【save(S)】 button to save staff info. If you need cancel the staffer info added, click 【Cancel(C)】 button.
4.5.2 Modify staffer
Modify staffer is to modify the database staffer info in local PC.
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Choose the staffer info from staffer info list and click 【Modify staffer】button or double click this staffer info, open 【add/modify staff info 】window to modify. For detail, please refer to 4.5.1 【Add staffer】.
4.5.3 Delete staffer
Delete staffer is to delete database staffer info in local PC.
Choose staffer from staff info list (you can choose some or one through 【Shift】 or
【 Ctrl】 key), click 【Delete staffer】and the following window pop-up,
4.5.4 Transfer department
When staffers are transferred, there is necessary to transfer them between different departments. Transfer department enable realize this function.
Choose staffer info who need to transfer department in staffer info list (you can choose some or one through 【Shift】 or 【Ctrl】 key), click 【transfer department】to open 【Staffer transfer】window as following,
Choose the department which staffer transfer to, click 【OK】 button to save transfer info. Click 【Cancel】 button to exit.
4.5.5 Copy privilege
Copy privilege is to copy staffers’ T&A method and access permission.
Choose staffer info who need to set T&A method and access permission in staffer info list (you can choose some or one through 【Shift】 or 【Ctrl】 key), click 【Copy
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privilege】to open 【Copy privilege】window as following,
Input the staffer ID who will be copied and click 【OK (O)】, system will pop-up confirm info:
Click 【OK (O)】button and it will start coping privilege. Click 【Cancel】button to exit.
After copying completed, system will prompt as following,
Click 【OK】 button to save this operation.
During inputting staffer ID who are copied, if you want to check his/her privilege status, click 【privilege setting status】 window to check as following,
Prompt: when 【privilege setting status】window opens, all functions in 【copy privilege】 window are limited. Only firstly click 【exit(C)】 button and close 【privilege setting status】 window, you can do other operations.
4.5.6 Download FP
Download FP is to download staffers’ FP stored in attendance terminal to PC which
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will not download staffer info. Please make sure staffer info has existed before downloading FP.
Choose staffer info who need to download FP in staffer info list (you can choose some or one through 【Shift】 or 【Ctrl】 key), click 【download FP】and system will prompt if the operation will continue or not, as following,
Click 【OK】 button and start download the staffers’ FP info from terminal. Click
【 Cancel】 to exit.
After downloading completed, status menu will prompt ‘Download fingerprint completed’ as following,
4.5.7 Upload Staffer & FP
Upload staffer & FP is to upload staffer info stored in PC to terminal.
☺Note: the function of ‘upload staffer & FP’ is the same as ‘resume staffer’ which both store staffer info to terminal. The difference is upload staffer & FP enable user choose staffers who need to be uploaded but ‘resume staffer’ is to upload all the staffers stored in database to terminals.
Choose staffer info who need to upload FP in staffer info list (you can choose some or one through 【Shift】 or 【Ctrl】 key), click 【download FP】and system will prompt if the operation will continue or not, as following,
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Click 【OK】button to upload staffers’ info and FP from PC. Click 【Cancel】 button to exit.
After uploading completed, the status menu prompts ‘Upload staff and fingerprint completed’ as following,
4.5.8 Delete Staffer from unit
‘Delete staffer from unit’ is meaning delete staffer info from unit through software.
Choose staffer info need be deleted in staffer info list (you can choose some or one through 【Shift】 or 【Ctrl】 key), click 【delete staffer from unit】and system will prompt as following,
After deletion successfully, the terminal device ID the staff belong to will be deleted from 【unit 】as following.
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4.5.9 Check Staff
Input the info of the staffer like ID, name, unit location which are no necessary to fill up. Click 【Check staff】 button and correct staffer info will show in the list,
If you don’t input any staffer info, click 【Check staff】button, the results are all the staff info.
4.6 Record Management
4.6.1 Search Record
Search record is to search the downloaded attendance records in the time range.
Firstly set the date. Click the box after 【Begin date】 and 【End date】, there will pop-up calendar info as following,
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Choose the date for checking records, click 【Search record】 button, all the records according with the date range will show in the list below as following,
4.6.2 Export Record
Export record is to backup the data stored in the database of PC to other space, so that if the current database is abnormal, it can be used to resume data.
Firstly set the items in export record such as export format:
Export format: 3 formats optional: text file (.txt), CSV file (.csv), Excel files (.xls).
Export field: users can choose important fields or all to export.
Time format: 4 formats optional
Staffer No. length: set staffer No. length, the default is 6 digits.
Space symbol: space symbol to separate fields
Space symbol length: space symbol bit
After setting completed, click 【Export record】button, open ‘Save as’ window, choose save file directory, input file name as following,
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Click 【Save (S)】button, then system will prompt as following,
Click 【OK】button to confirm finishing export records.
4.7 Other Settings
Click button, pop-up the following menu,
4.7.1 Basic Parameter Setting
Click 【Basic parameter setting】 item, pop-up 【Basic parameter setting】window as following:
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Choose the parameters, click the button 【OK】to save the setting. And pop-up the system prompts:
4.7.2 T&A Status Setting
Click 【T&A state setting】 item, pop-up 【T&A status setting】 window as following,
Click the state needed modified, input status description, then click 【Enter】or continue clicking other status to set.
4.7.3 Timing Downloading Record
Click 【Timing downloading record】item, pop-up 【Timing downloading record】 window as following:
Firstly tick Run timing downloading record item, then set timing downloading function. Or else, this function is limited.
Click 【 】 downloading record】input box.
Note: the input box does not allow input by hand.
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Click 【OK】button to confirm running timing downloading record function and system will prompt:
Click 【Cancel】button to cancel the timing downloading settings.
If no set time, click 【OK】 button, system will prompt:
Click 【OK】button and set the timing downloading time again.
4.7.4 Management PW Setting
Click 【Management PW setting】 item, open 【Modify management password】 window as following,
Old password: default password is empty. If user has modified password, please input this password which is used to log on system. If it’s wrong, system will prompt,
Click 【OK】and input old password again.
New Pwd: the password user wants to set
Confirm Pwd: input new password again to confirm. If confirm Pwd is different from new one, system will prompt:
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Click 【OK】 button to input confirm password again.
After modifying completed, click 【OK】 button to save new password and system will prompt:
Click 【Cancel】 button to exit.
4.7.5 Database Linking Setting
Click 【Database linking setting】 item, pop-up 【Data link properties】 window as following,
Click 【 】 button beside 【1. Select or enter a database name:】to choose the linking database directory.
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Choose database name, click 【Open】 button to confirm database linking and exit to 【Data link properties】interface. If database set ID and password, input ID and password in 【2. Enter information to log on to the database】. After completed, click
【 Test connection】to test the connection correctness of the database and system prompts,
Click 【OK】 button to 【Data link properties】interface. Click 【OK】 button and system prompts,
Click 【OK】 button to exit.
4.7.6 Exit System
Click 【Exit system】 item, pop-up confirm info,
Click 【OK】button to exit management software system. Click 【Cancel】 button to cancel this operation.
4.8 Software Interface Setting
4.8.1 Interface Skin Color
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Choose button in title menu which enable change software interface color. The style is Windows XP system style as following,
Black Silver
4.8.2 English/Chinese Interface Converting
Choose button in title menu which enable convert between
English and Chinese interface. The following is Chinese interface:
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Chapter5
Background Management
The main theme of this chapter is how to collect attendance records from different terminals with management software and generate different reports. The background software can manage staff information, set rules of attendance etc.
.
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5 Background Management
Management software can collect attendance records from different terminals, calculate according to shift setting and finally generate different reports. The background software can manage staff information, set rules of attendance etc.
5.1 Log in system
Double click the icon on the desktop to start the attendance background management program. The log-in interface will pop up as follows:
The default administrator‘s name is “Admin” and password is empty. Log in system and the following interface will be displayed:
The main interface includes three parts:
1. System menu: Include the whole function module& information
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2. Shortcut button: Shortcut button of common function module, array in working order, easy to work on
3. Status column: Show the current time, logged-in administrator and system information.
5.2 System
Click【System】 on the main menu, following springs:
5.2.1 Parameters Settings
Click 【Parameters Settings】in system menu. The following window will prompt:
Pic5.1 Parameters Settings
Basic parameters:
Set your company name, the default is “Head office”
Input your company name that will be deemed as the head of departments list.
A working day count as how many minutes is the base for time attendance calculation which will be the transition standard to calculate the late to work/early to leave
/free overtime items, minute is the good transition standard of hours and working day.
“Late for work as how many minutes” can be set when no clock-in on duty, “early to leave as how many minutes” when no clock out for off duty. Free overtime work can also be calculated on the base that how many minutes working after off duty time.
“Shift expand two days” is set under real condition.
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Stat. Rules:
Click page【Stat. Rules】in pic5.1, following shows:
This page describes the stat. rules of items: normal, late, early, business leave, leave, absence, overtime, free overtime.
Accumulate by times: Only calculate the total times, display the accumulated times in report.
Round at total: Add up the total time and then round according to corresponding unit.
Round down: Abandon the number after the minimum unit one regardless it is. For example, if the minimum calculation unit is 1 day, if the accumulated time is 1.1 days or
1.9 days, the result of calculation is 1 day.
Round up: Add one unit regardless the number after the minimum unit is. For example, if the minimum calculation unit is 1 day, if the accumulated time is 1.1 days or
1.9 days, the result of calculation is 2 day.
Round off: If the number after the minimum unit is equal to or over 0.5, add one unit, or else, abandon it.
Notice: the setting of stat. Rules above will directly affect the statistical result
Please make above setting according to the true status of your company to ensure the accuracy of reports.
Leave class:
Click page【Leave class】in pic5.1,following shows:
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Add new leave class:
Click【Append】, input the name of leave class and choose color and click 【save】 to finish.
Revise leave class:
Select the name of leave class which one need to be revised, click【Modify】,input new name of leave class and color, click【Save】to finish.
Delete leave class:
Select the name of leave class which one need to be deleted, click【Delete】,click
【 OK】to finish.
Field definition:
Click page【Field definition】 in pic5.1,following shows:
This page add the corresponding value for 【Nation】.【Specialty】.【Position】.
【 Education】in menu【Staffer maintenance】.
5.2.2 Administrators
Click【System】-【Administrators】, following window shows:
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Append new administrator:
Click 【Append】—input the name of new administrator within input field.
Of 【Administrators】, select corresponding privileges below and click 【Save】 to finish adding of new administrator. The default password of new administrator is 888888.
Please log in as the new registered administrator and click menu 【 System 】 --
【 Administrator’s password set】 to set new password of administrator for system security.
Note:
1. Before you using the administrator mode, you need to set the privileges for every administrator with which the administrator can modify the operation items after he log in the software; there are all the items in the “Items operable” list in above picture, such as
“Staffer maintenance, Shifts settings, Calculating and Report”; we can set different privileges for different administrators so as to divide and manage the task systematically.
2. After you add a new department, you must modify the privileges of the
“Department operable” for the administrators (select the new department in the
“Department operable” list and save), who will have the privileges to modify the new department, and then you may do other operations.
Modify administrator:
Select the name of administrator, click【Modify】, input new name of administrator and corresponding rights in【Administrator】and click【Save】to finish.
Delete administrator:
Select the name of administrator who will be deleted and click【Delete】to finish
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deleting according to the prompt.
5.2.3 Administrator’s Password Set
Click menu【System】--【Administrator’s Password Set】, following springs:
Input the original password in 【Old Pwd】, enter the new password in【New Pwd】, enter again in【Confirm Pwd】and click【OK】to finish.
5.2.4 Modified Record Log
Click menu【System】--【Modified Record Log】, following springs:
Select department, staffer ID and time range and click【Search】and those records which match the above condition will be displayed as follows:
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Notice: Modified record log shows all the time attendance record modifications; If there’s record that has been revised incorrectly before, it can be recovered by selecting this record and clicking【Restore】
Click【Close】to exit.
5.2.5 Managing Log
Click menu【System】--【Managing Log】, following springs:
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This log records all the operations of every administrator. Select【Administrator】and the time range then click【Search】to see what operations have been done by this administrator within the selected time range, which makes it possible that the multi-administrators can use the software at the same time.
5.2.6 Set Database Link
This system adopts the database interface of Microsoft ADO. The acquiescence database is Access2000.The defaulted is att2003.mdb under the main setup directory.
You can set up the database linking again according to the actual conditions.
When the following mistake appears, you should link database again:
Click 【Database Linking】in system menu, the following springs.
Input the database name or click the button to select the correct database file.
Notice: you can click 【Test connection】to test the connection correctness of the database.
5.2.7 Exit System
Click 【Exit System】in System menu. The following menu springs.
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Click ok to exit management software and return to Windows system.
5.3 HR Management
Click 【HR Management】on the main menu, Following springs:
5.3.1 Department Management
Click 【Department Management】 in the 【HR Management】menu, springs the following window:
Add a new department
Click 【Append】, input the new department name and click 【Save】to add a sub department for the chosen department.
Note: when you want to do some other operations to the new department ,you need to set the privilege of modifying the new department for the administrator in the
【 administrator set】first (choose the new department you just added in the “Department operable”).
Department modification
Choose the department , click 【Modify】 and input the new department name, then click 【Save】.
Delete the department
Choose the department , click 【Delete】and then click OK to complete.
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Notice: repetition of department name is not allowed; if there are staffers existing in the deleted department, those staffers will be automatically transferred to department of head office.
5.3.2 Staffer Maintenance
Click 【Staffer Maintenance】in 【HR Management】 menu, the following window appears:
Staff's adding:
Choose the department that the staffs belong to, clicks 【Append】, and input staff’s information, then click 【Save】to complete.
Note: 1. The items of “Calculate attendance”, ”Calculate overtime”, ”Rest on holiday” below “Attendance Set” is correlated with report, please set it correctly. If the checkbox of
“Calculate Attendance” of this staffer is not checked, there will be no statistical result for this staffer in the report. If checkbox “Calculate Overtime” is not checked, the statistical result of overtime of this staffer will be 0, unless he had【Temporary Shifts】which defines as overtime working; If the checkbox of “Rest On Holiday” is not checked, holidays will make no effect on the shifts for this staffer; if the checkbox of “Rest On Holiday” is checked, thus for those holidays, even there are shifts on those days for the staffer, those shifts will be invalid. And if there are time attendance records of this staffer, those records
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will be deemed as free overtime.
2. Staffer No. is exclusive as well as the first digit cannot be 0!
Staff's modification:
Choose the staff, click 【Modify】 and input the new information, then click 【Save】.
Staff’s deletion:
Choose the staff, click 【Delete】and then click 【OK】 to complete.
Please be cautious when delete the staff since all this staffer’s time attendance records, shift arrangement will be deleted at the same time.
Import staffers:
Click【Import】, staffer importation window springs for importing staffers.
Staff’s department shifting:
Choose the staff you want to shift the department, click 【Transfer】 and following window will pop up:
Select the new department and click 【OK】to complete.
Export Staff:
Right-click on staff list and the following window pops:
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All displayed fields in staff info list can be defined through submenu of “Column”.
Meanwhile, the modification will take effect and be saved.
Click【Show all columns】to display all fields in the list.
Click【Export Data】and following window will prompt:
Please select your target directory of your export, file format (txt or xls) and the file name. Click 【Save】 to confirm the operation.
Notice: Exported Excel file can be used as backup information and can be imported again.
5.4 Attendance Management
Click【Attendance】in the main menu, following springs:
5.4.1 Holiday List
Click 【Holiday List】 in 【Attendance】 menu. The following appears.
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Add festivals or holidays
Click 【Append】 then input the festival or holiday name and the rules. Click 【Save】 when ready.
Modification of festivals or holidays
Select the festivals or holidays you want to revise, then click 【Modify】 and input the new information. Click 【Save】when ready.
Deletion of festivals or holidays
Select the festivals or holidays you want to delete, then click 【Delete】 to perform
Deletion of festivals or holidays.
5.4.2 Timetable and Shift
The relationship between shift and timetables:
Shift setup should be done in two steps: First, setup necessary timetables. Second, setup shifts. One or more timetables can be included in one shift.
Timetable is the time period between On-duty and Off-duty required in the company rule. For instance, the company rule requires the working hours be 08:00-12:00 and
13:00-17:00; so 08:00-12:00 and 13:00-17:00 are two timetables. If such a shift needs to be setup, these two timetables should be setup first. Here, we use time table “morning” to indicate “08:00-12:00” and time table “afternoon” to indicate “13:00-17:00”; so two timetables have been setup. (Please refer to the following chapter for details of how to add time tables) and then we can add a shift such as “Normal shift” in which “shift cycle” and “cycle unit” will be setup. Then we should add two timetables - “morning” and
“afternoon” so that a shift setup is completed. Brief introduction is mentioned here for you to get a general picture of the relationship between timetable and shift. The details of shift setup will be found in the next two sections.
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Timetable maintenance:
Click 【Timetable and Shift】in 【Attendance】 menu. The following window appears.
Pic5.2 Timetable Maintenance
Add a new timetable
Click【Append】and enter the corresponding information:
【 Timetable Name】For instance: Day Shift
【 On duty Time】(08:00) 【Off duty Time】(17:00 )
【 Begin Clock-in Time】(07:00) 【End Clock-in Time】(13:00)
【 Begin Clock-out Time】(16:00) 【End Clock-out Time】( 20:00),
【 Late error allowance】(5) 【early error allowance】(5)
【 Count as work day】(1)
【 Count as work time XXX minutes】(480).
Tick 【Must C-In】and 【Must C-out】,
Finally click【Save】to confirm.
(Please note: Every item should be setup in timetables with no blank left.【Begin
Clock-in Time】and【End Clock-in Time】setup the valid time period for clock-in. Records out of this time range will be treated as invalid ones. For instance【Begin Clock-in Time】 is 07:00 and【End Clock-in Time】is 13:00. If clock-in record is 07:01 or 12:59, they are valid records but if clock-in record is 06:59, it is invalid. Besides, 【Begin Clock-in Time】 and 【End Clock-in Time】 can be more than one day (meaning 【End Clock-in Time】 can be before 【Begin Clock-in Time】) but it can’t be longer than 24 hours.
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【 Late error allowance】means how many minutes after【On duty】are treated as
“late”,【Early error allowance】means how many minutes before【End Clock-in Time】 are treated as “early”; 【Count as work day】and【Count as work time XXX minutes】 are used in calculating business leave, leave, absence and overtime.
Checking 【Must C-In】and【Must C-out】 or not will affect the result of calculation.
If 【Must C-In】 is checked and the timetable is included of Staff A’s shift, he will be either considered absence or treated according to 【Not clock in count as late XXX minutes】 in
【 Parameter Settings】If he didn’t clock in or ask for leave. Otherwise, even if there is off duty record for him only, his attendance will be treated as normal.
The timetable Modification
Select the timetable name you want to revise, and click 【Modify】, then input the new information, click 【Save】when finished.
The timetable Deletion
Select the timetable you want to delete, click 【Delete】, and click 【OK】to make sure.
(Please note: Begin Clock-in Time and End Clock-in Time makes the valid time range for Clock in. Clock in out of this time range will be treated as invalid records. It is the same with Clock-out time. Please setup in accordance with practical situations.)
Example——Add a timetable:
Complete process for adding four timetables:
Day shift 08:00 - 17:00 Morning shift 04:00 - 12:00
Noon shift 12:00 - 20:00 Night shift 20:00 - 04:00
(Other information can be setup according to practical situations. Please refer to
Pic5.2. Please note there should be no blank left.)
Shift Maintenance
Click【Shift Maintenance】in Pic5.2 and the following window pops up:
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Add a shift:
Click【Append】and enter corresponding shit information in 【Shift Name】such as : normal shift 【Cycle】(1), 【Cycle Unit】(week), and click【Add】,select the timetables and time range required in this shift in the springing window (see the Pic5.3 below) For instance, select the timetable – Day shift and select from Monday to Friday and then click
【 OK】, back to this window and click 【Save】 to complete. (Please refer to the example for details.)
Pic5.3 Add a timetable
Delete the timetable: select the timetable you want to delete and click【Delete】.
Clear the timetable: clear all the timetables of the shift.
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Arrange the shift automatically: when a staffer has several shifts during one period, he need to finish all the shifts if it is not arranged the shifts automatically otherwise he will be regarded as absence ; if you select the【Arrange the shift automatically】,just finishing one shift of the period is reared as normal attendance.
Modify a shift:
Select the shift to be modified and click【Modify】, and enter new information in【Shift
Name】etc., click【Save】to complete.
Delete a shift:
Select the shift to be deleted and click 【Delete】.
Example——Three shifts:
Add “Three shifts” Shift (Please note: It is assumed that the shift goes around every week, cycle every three weeks and staff is on holiday every Saturday and Sunday.)
Step 1:
Click【Append】,enter “Three shifts” in 【Shift Name】,set【Cycle】to “3” and 【Cycle
Unit】to “week”. Please see the picture below:
Step2
Add corresponding working hour timetable in accordance with “Cycle”: first week
(morning shift, from Monday to Friday)
Click【Add】and the following window pops up:
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Select the timetable “Morning shift” to be added and select the time range to apply to this timetable ”from Monday to Friday of the first week” and click 【Ok】to complete the setting of the first week.
The second week (afternoon shift, from Monday to Friday)
Click【Add】, make corresponding operation in the springing window(see the result below):
Click 【ok】to complete the working hour setting for the second week.
The third week (night shift, from Monday to Friday)
Click【Add】, make corresponding operation in the springing window(see the result below):
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Click 【ok】 to complete the working hour setting for the third week.
After the completion of above steps, please don’t forget to click 【Save】and the setup of “three shifts” will be done(see the picture below):
5.4.3 Staffer Scheduling
Click 【Staffer Scheduling】 in【attendance】menu. The following window appears:
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Pic5.4 Staff scheduling
Choose the department or several personnel that need to arrange shifts, click
【 Arrange】, the following window appears:
Pic5.5 Add a new shift
Add a new shift
Select the corresponding shifts, for instance: The commencement date and deadline of this shift of “normal class ", click 【Add】 button and then click 【ok】 in Pic5.5 to finish
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the adding of new shifts.
Please note:
If the cycle unit of scheduling is “week” and the amount of cycle is more than 2, the starting date should setup as “Sunday”.
If the cycle unit of scheduling is “month” and the amount of cycle is more than 2, the starting date should setup as “1st day of a month”.
Deletion of the shifts
Select the shifts in the shifts form which you want to delete, click Delete button, and click ok on the pop up dialog box to finish the deletion.
Arrange a Temporary Shift
When one or many staff's working time needs to be changed temporarily, you can arrange a temporary shift.
Click add 【temporary】 the following window appears:
Click 【OK】 and the temporary scheduling can be operated. Then click【Add】 and the following window will pop up:
Click 【OK】and the timetables will be saved. Click【Save】and the temporary scheduling will be saved.
【 Delete】:Delete the selected timetable;
【 Clear】:Delete all the timetables in the current time range;
【 Cancel】:Delete the existing temporary scheduling in the selected time range;
5.4.4 Attendance Records
Click 【Attendance Records】in 【Attendance】 menu, the following appears:
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Inquiry of attendance record
Select the department, staff, the beginning and ending time that need to inquire about, then click search, you can get the corresponding attendance record.
Attendance record report form preview
Click【Report】 when the window displays the attendance inquiry records, you can
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get the report form automatically.
Attendance records exporting
If need to lead out the attendance record, only need to click export, you can lead out the data inquired. (File format: txt, xls )
Click【Modify Log】and the log-modifying window will be called for reviewing the modification log of time and attendance records.
5.4.5 Attendance Calculating and Report
Inquiry of report form:
Click【Attendance Calculating and Report】in 【Attendance】menu, the following window appears:
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Pic5.6 Attendance Calculating and Report
Select the beginning, the ending date and the department and staff that need to be calculated and then click 【calculate】, the following window appears:
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There are four Tabs of information after search and calculation which can be viewed respectively:
【 Attendance Exceptions】:Display the dealt result of the original attendance records;
【 Shift Exceptions】Display Staff’s attendance result in the scheduled time period;
【 Other Exceptions】Display Staff’s leave, out and overtime etc.;
【 Calculated Items】Display all Staff’s calculated items such as “normal”, “actual”,
“late”, “early”, “absent”, “overtime” etc.
Please note: When dealing with “Out” calculation, there should be “Out back” and only “Out” and “Out back” in one shift can be calculated.
Working hours in the report=”Actual” -”Late”-”Early”-”Out”
Exceptions of attendance records dealt with:
Open the attendance exceptions option card to deal with the records:
We will see such mistakes as “state mistake “,” invalid record”, “repeated record”, etc. are described. (If we will revise to write down, click the right key and springs the following menu):
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The definition of each option as follows:
【 Export Data】:Export the data in the current attendance record list to a file in txt or xls format;
【 Create report for current grid】:Generate report based on the data in the current attendance record list for preview and print;
【 Change state】:Change the selected attendance record to a new state. Manually deal with the attendance record according to the practical situation;
【 Delete selected】: mark the record as manual deleting, deleting when save it;
【 Cancel operation for selected】:Cancel revision to this record;
【 Deal with and save】:You can save the records that have been treated. If you want to see the changed records, you can click 【modified record log】 in system menu;
【 Filter the record】:If there are too many records, you can filter them, and keep down the corresponding record you want;
【 Columns】:Define the fields displayed. Meanwhile, the modification will take effect and be saved;
【 Show all columns】:Display all fields in【Columns】;
Please note: We can manually modify the record as stated above to assure the veracity of the report according to the practical situation. If there is disoperation, the records can be recovered through【Modified Record Log】in【System】.
Right Click in【Shift Exceptions】the following shortcut menu will pop up:
【 Other Exceptions】,【Calculated Items】the following shortcut menu will pop up:
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The operation is the same as stated above.
Report:
Click【Report】in pic5.6 and the following menu will pop up:
Pic5.7 Exception menu
【 Attendance Report】:Calculate staff’s attendance record;
【 Daily Report】:Calculate staff’s daily attendance record;
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【 General Report】:Calculate all staff’s attendance items such as “normal”, “actual”,
“late”, “early”, “absent”, “overtime” etc;
【 Exceptions Report】:Calculate staff’s “out”, “overtime”, business leave/personal leave” etc;
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【 Create a Report For Current Grid】:Print preview of the current displayed grid. For example: Attendance Report
Print Report:
Toolbar of report preview is as the following picture:
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Adjust the ratio of preview content;
Open the existing report file;
Find the report file (*.frp) to be opened, select it and click【Open】to see the report.
Save report to file;
Select the directory to save the report to, enter the file name and click【Save】to complete the backup of the report for future check or copying to another computer for printing; extension file name is “*.frp”.
Print Report;
Close Preview
Data Export:
In picture 5.6, click【Export】 and the displayed data of grid in the current window will be exported to a file(*.txt or *.xls). It has the same function as 【Export Data】when right clicking in each grid.
Exceptions dealt with:
In pic5.6, click【Exception】 and the following menu will pop up:
Click options one by one in the menu and the following modules will pop up respectively:【Append record】, 【Late/Early Collectively】,【Business Leave/leave】 and
【 Modified Record Log】.If the calculation result is incorrect for some staff, first, please check whether there is leave or forgetting Clock in or Clock out for this staff. If there is, please deal with the records through above menu. Please refer to the next chapter for more details.
5.5 Deal with Exceptions
Click 【Exception】 on the main menu, following springs:
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5.5.1 Away on Business/ Leave
When the staff can't punch in/out because of going out on business or asking for leave, in order to guarantee the exactness of the final statistics, we should make these settings through this function. Click 【Away on Business/ Leave】 in 【Exception】 menu, the following interface springs:
Deal with staff away on business / leave:
Click 【Append】, then select the proper department, staffer ID, beginning time, ending time, leave type, and click save when ready.
Modification of staff away on business or leave:
Select the appointed staffer whom you want to make this modification to, and click
【 Modify】. Then you can modify the relative information, click 【Save】 when ready.
Deletion of staff away on business or leave
Select the appointed staff and the relative information you want to make this deletion, and click 【Delete】.
5.5.2 Append Record
If a staffer didn’t punch in because of special reason, you can use this function to append the forgetting attendance record. Click 【Append Record】 in 【Exception】 menu, the following window Springs:
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Select the relative items and click 【append】 when ready.
5.5.3 Append Record Collectively
When part or all of the staffers in a department did not punch in/out because of some reasons, please you can use this function to add punching in/out collectively, click
【 Exception】--【Append Record Collectively】,following springs:
Select the department, thus the staffers in the department will be listed in the staffer list, select the staffers whom you want to add records on to, then select punching in or out and the time, click【Ok】to finish.
5.5.4 Dealing with Collectively Late / Leaving
When collectively coming late / leaving early takes place for some allowable reasons, you can use this function. Click 【 Dealing with Collectively Late / Leaving 】 in
【 Exception】- menu. The following springs:
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Steps as follows;
1. Click “Dealing with Collectively Late/Early”;
2. Select time range for “ignore clock in record”;
3. Select the “modified clock in time”
4. Search staff through department or shift;
5. Select staff;
6. Click【OK】to confirm.
5.6 Data Maintenance
Click 【Data Maintenance】on the main menu, following springs:
5.6.1 Import Staffer List
Click 【Import Staffer List 】 in【Data Maintenance】 menu. Pop up the following window:
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Click to select the personnel list file for importing.
Select the right file which can be in *.txt or MS Excel ( *.xls) formats, then click
【 open】to get back to above window, click 【ok】to start！
The definition of （*.txt） data format as follows:
This format of file only can import the staffer info of “ID, Name, and department”;
The format of data must follow: Staffer ID + Tab + Name + Tab + Department;
The information each staffer takes one line, no blank line between one another.
See following:
The definition of MS Excel（*.xls） data format as follows:
This format of file can import the staffer info includes: ”Staffer No., Name,
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Department, position, Employ Date, Telephone, Address, Sex, Language, Comment”; put those items on the head line and input the items by order, the order can not be changed.
5.6.2 Import Attendance Record
Click 【Import Attendance Record】 in 【Data Maintenance】 menu, Springs the following window:
Click to select the attendance record file for importing, and click【ok】 to start.
5.6.3 Clear Obsolete Data
Click 【Clear Obsolete Data】 in 【Data Maintenance】 menu, springs the following window:
After your system is used for a long time, you will get a large number of obsolete data in the database. It ties up the hard disk space and influences your system operation speed. At this moment you can use this function to clear these useless data.
Select the ending date for your data clearing. And click 【clear】 to complete this operation, after the clearance, the system will prompt asking you to compress the
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database as following shows, select 【ok】 to finish. (Note: you can only clear the data of one month ago)
5.6.4 Compress Database
Click 【Compress Database】in【Data Maintenance】 menu to compress and repair the database
5.6.5 Backup Database
For ensuring the safety of data and recoverability, we advise you to back up the database regularly. Click 【Backup Database】in 【Data Maintenance】menu, then select the route to backup the database. Click【save】when ready.
Back up the database manually: Copy the Att2003.mdb from the installation directory to the route you want to backup the database, so if the system collapses, you just copy Att2003.mdb to installation directory over again after re-installation.
5.6.6 Initialize System
Click 【Initialize System】 in 【Data Maintenance】 to initialize the system. (Note:
After the system is initialized, all information will be lost; the system will get back to the state when just installed. Please make sure that you want to initialize the system. )
5.7 External Program Management
Click 【External】 on the main menu, following springs:
5.7.1 External Program Management
We can append external program into time attendance program for convenient operation. Click【External】-【External Program Management】, following springs:
Firstly, we can click【Append】to add a new menu. For example, we need “calculator”
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when we are operating, input “Calculator ” into the input field of 【Program name】, and then input “C:\WINDOWS\system32\cacls.exe” into the input field of Executable file or browse to find the calculator program, click【Save】to finish at last. We will see
【 Calculator】when you open【External program management】over again:
5.7.2 Connect to Time Attendance Machine
Click【External】-【Connect to Time Attendance Machine】springs the communication interface between the software and the machine which can control the current machine connected with the computer, it can collect the records from the machine, upload and download staffer info & clear the old data & modify the time on the machine. Find detail on clause《Time and attendance management & communication》.
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Chapter6
FAQ
Frequently ask questions and answers.
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6 FAQ
6.1 My fingerprint has been enrolled but often failure in identification
Reason Solution
1. The fingerprint was not captured properly
Enroll the finger again. Please refer to illustration of pressing finger.
2. Direct sun light or too bright light
Avoid direct sun light or other bright light
3. Too dry finger
Touch the forehead to increase oily level of the finger.
4. Too wet finger with oil or cosmetics
Clean fingers with towel
5. Low fingerprint quality with callus or peeling
Enroll other fingers with better quality
6. Wrong way in placing fingers when punching in/out
Please refer to illustration of pressing finger.
7. Latent fingerprint on the surface of sensor
Clean sensor surface（adhesive tapes recommended）
8. Not enough finger pressure
Place the finger evenly on the sensor with moderate pressure
9. Influence by fingerprint image change
Enroll fingerprint again. Please refer to illustration of pressing finger.
10. Fingerprint not enrolled yet Place enrolled finger.
6.2 T&A system can't be connected with PC
Reason Solution
1. Communication method not set correctly
Select the correct communication method
2. Cable not plugged firmly or cable hardware problem
Plug the cable firmly or change another cable
3. Not able to connect COM
(wrong COM No)
Please enter the right COM No
4. Not able to connect Net (wrong setting)
Please refer to TCP/IP Set. Connecting
Time Attendance terminal
6.3 No records found though staff have clocked in/out
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Reason Solution
1、1. Unit power break for a long time (time turn to zero as default)
2.Minority staff fingerprint false accepted
Please refer to the manual for time synchronization
1、Please refer to the manual. You can add the records manually.
2、Please refer to the manual. You can adjust the fingerprint matching precision.
3、Enroll another fingerprint. And then try again.
6.4 The user can not identify
Reason Solution
1、In the sleeping mode Press any key one the keypad
2、The device is communicating or communication interruption
1.Disconnect the connection
2.Resolve the wire interruption
3 、 Fingerprint sensor control board abnormal
Restart the machine.
6.5 Staffers can’t pass although he used the ID+FP mode
Reason Solution
1、Enter wrong User ID Enter the correct User ID
2、This user do not have the 1:1 identification privilege
Set the 1:1 identification privilege
6.6 The unit beeps automatically when no one punches in/out
Reason Solution
1. Direct sun light or too bright light
Avoid direct sun light or other bright light
2. Latent fingerprint on the surface of sensor
Clean sensor surface（adhesive tapes recommended）
Notice: If you have any other problems, please kindly email us the log files in zip or rar (The log files are in the folder “Log” in the installation directory of the software)!
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Chapter7
Appendix
The main theme of this chapter is the additional information of this T & A including access control cable connection and way of pressing finger.
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7 Appendix
7.1 Interface illustration
Vin+ —— 12V Power in
GND
W0
—— Ground
—— Wiegand Signal D0
W1 —— Wiegand Signal D1
485A —— RS485 Positive
485B —— RS485 Negative
NC —— Dry contact signal
COM —— Dry contact signal public connector
NO —— Dry contact signal connector (normal open)
7.2 Illustration of pressing finger
Correct pressing finger method:
Wrong pressing finger method:
Gentle Left Right Incline Down
1. Please register and punch by thumb or index finger if possible
2. Press any key to activate the sleeping unit
3. Please stand in a line and don’t punch with finger not registered.
4. Please avoid direct sunlight, water, collision and use in extreme environment.
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