Time Clock V1.2 - AVEA International Company Limited

Time Clock V1.2 User Manual
Time Clock
V1.2
User Manual
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Time Clock V1.2 User Manual
TABLE OF CONTENTS
1.
TIME CLOCK ....................................................................................................................................................4
2.
SOFTWARE INSTALLATION .....................................................................................................................5
3.
SETTING UP THE TIME CLOCK SYSTEM............................................................................................6
4.
5.
3.1
Set Password ....................................................................................................................................7
3.2
Login..................................................................................................................................................8
3.3
Setup - Auto IN/OUT Time (For PC Based “CLOCK” Reader Only)................................9
3.4
Setup - EMAIL ..............................................................................................................................10
3.5
Setup - Group Definition.............................................................................................................11
3.6
Setup - Readers ..............................................................................................................................12
3.7
Webcam Setup ...............................................................................................................................13
3.8
Web Reporter.................................................................................................................................14
3.9
Offline Reader................................................................................................................................15
CARD MANAGER .........................................................................................................................................18
4.1
Add Cards.......................................................................................................................................18
4.2
Edit Card Information..................................................................................................................19
4.3
Print Cards......................................................................................................................................20
4.4
Print Member List .........................................................................................................................22
DATABASE MANAGEMENT....................................................................................................................23
5.1
Backup Log Database ...................................................................................................................23
5.2
Backup System Database .............................................................................................................23
5.3
Restore Log Database...................................................................................................................23
5.4
Restore System Database .............................................................................................................23
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6.
7.
8.
5.5
Export To EXCEL File ...............................................................................................................23
5.6
Export To Text File ......................................................................................................................24
5.7
Erase Log Database ......................................................................................................................24
5.8
Erase Staff Records.......................................................................................................................24
5.9
Format Database ...........................................................................................................................24
5.10
Import Log Records .....................................................................................................................24
5.11
Import Staff Records ....................................................................................................................24
REPORTS – ATTENDANCE ......................................................................................................................26
6.1
First In / Last Out Attendance Report .....................................................................................26
6.2
Two Sessions Attendance Report...............................................................................................28
REPORTS – PRINTOUTS ............................................................................................................................30
7.1
Daily Individual Report ................................................................................................................31
7.2
Time Logs Report .........................................................................................................................32
7.3
Total Hours Report.......................................................................................................................33
7.4
Total Hours Detail Report...........................................................................................................34
7.5
Who’s IN / OUT Report.............................................................................................................35
SPREADSHEET ..............................................................................................................................................36
8.1
First IN / Last OUT Spreadsheet ..............................................................................................36
8.2
IN / OUT Pairs Spreadsheet ......................................................................................................37
8.3
Time Logs Spreadsheet ................................................................................................................38
8.4
IN OUT Pairs Late & Early Leave Spreadsheet ......................................................................39
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1. TIME CLOCK
This software is designed exclusively for using with AVEA’s RFID proximity products from AVEA
International Company Limited for time recording and attendance.
While presenting an AVEA’s ID card to the reader connecting to the computer with Time clock
(Windows), the system will
Stamp the date, time and card ID number into the computer database
Show up the associated picture with the specific ID on the computer screen
Capture the photo of the scene to avoid trick clocking
There are standard reports for attendance or you may export data to MSEXCEL or TEXT format for
further data processing like payroll, appraisal, etc.
The system can manage up to 8 readers. Moreover, system for more readers can be ordered separately.
Minimum System Requirements:
Windows 98, Windows ME, Windows 2000, Windows XP
Pentium II 300MHz or faster
128 MB RAM or more
200 MB free hard drive space or more
CDROM drive
Direct X version 8 or above
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2. SOFTWARE INSTALLATION
To install the Time Clock software, please follow the steps:
Insert the Time clock CD into your computer’s CD-ROM drive.
The Installer will be started automatically. If the Installer doesn’t start automatically, you can
run the setup.exe program to install the software.
Just follow the installation instruction to finish the installation.
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3. SETTING UP THE TIME CLOCK
SYSTEM
The state of most windows of Time clock will be memorized. You may resize the windows according to
your specific needs.
To setup the system correctly, you need to connect the AVEA’s reader to the USB or serial ports of the
PC. For serial port, it can be standard RS232 serial port (i.e. COM1, COM2) or extended serial ports by
USB to serial cables or add-on cards. But the COM port must be 1 to 8. In case the COM port is mapped
to higher than COM8 for USB reader, you need to modify it manually to COM8 or below.
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3.1 SET PASSWORD
The password is used to protect the system from illegal access to the system. Please set a password for the
system. If the password is forgotten, there is no way to recover it. And you need to reinstall the software
again meanwhile all data and setup will be overwritten.
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3.2 LOGIN
In order to setup the software and use the features of the software, you need to login. If password is set,
you need to enter the correct password to login successfully.
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3.3 SETUP - AUTO IN/OUT TIME (FOR PC BASED “CLOCK” READER
ONLY)
Auto IN/OUT Time is a powerful feature for PC based readers that are setup as TIME CLOCK in “mode of
operation” of Reader’s setup (see section 3.6). With this feature, a single PC based reader can be used to
collect data for clock IN and clock OUT. Hence, more accurate data can be collected for reporting. (*This
feature will not affect the data collected from IN/OUT and offline reader.)
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3.4 SETUP - EMAIL
If the system is Internet connected, the attendance record can be email out by SMTP protocol. If
the email settings are set correctly, an email will be sent for each attendance record. Therefore,
attendance records can be gathered from different geographical locations.
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3.5 SETUP - GROUP DEFINITION
Group is used to classify the members. So define the groups before entering the information for Card
Information. Each group may have different working hours for report generation.
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3.6 SETUP - READERS
Setup communication ports that are connected with AVEA’s readers.
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3.7 WEBCAM SETUP
A PC webcam can be used with the system to capture the clocking scene. The system can be set to
capture a photo while an ID card is presented to the AVEA’s reader (with PC “ON”). It is stored for
future reference.
Be sure to upgrade to DirectX version 8 or above in order to have it work properly.
*** MUST use DirectX version 8 or above
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3.8 WEB REPORTER
Using Internet Explorer to browse your attendance logs. Various commands are supported to show
different types of report.
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3.9 OFFLINE READER
For offline readers with storing capacity only:
3.9.1
CLOCK mode: use offline reader as Standalone TIME CLOCK for time attendance
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3.9.2
IN mode : use offline reader for clocking “IN” only
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3.9.3
OUT mode : use offline reader for clocking “OUT” only
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4. CARD MANAGER
The card manager is a utility to help the user to create printed member cards for
the pictured identification.
4.1 ADD CARDS
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4.2 EDIT CARD INFORMATION
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4.3 PRINT CARDS
Design and print your own employee cards to use with the ID card.
Member Card will be printed according to the information from Print Member Card and the individual
Card Information.
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4.4 PRINT MEMBER LIST
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5. DATABASE MANAGEMENT
The attendance record database and the system database can be backup and restored in your system. The
attendance record database can also be exported to EXCEL or text file for future use.
5.1 BACKUP LOG DATABASE
Backup all ID card / attendance records to your hard disk for future use. Use this feature as a routine for
increasing your data security.
5.2 BACKUP SYSTEM DATABASE
Backup all system information in Setup (including card information) to your hard disk for future use.
5.3 RESTORE LOG DATABASE
Restore the log records from the file of “Backup Log Database”. It will replace and erase all existing log
records in Time Clock. Remember to use “Backup Log Database” to backup the log data before
“Restore”.
5.4 RESTORE SYSTEM DATABASE
Restore all card and system information in setup from the file of
“Backup System Database”. The
restored file will replace all staff records in card information and system setup. Remember to use “Backup
System Database” to backup the data before “Restore”.
5.5 EXPORT TO EXCEL FILE
It exports all data from the database to a MSEXCEL file for further use or payroll calculation.
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5.6 EXPORT TO TEXT FILE
Export all attendance records to a text file in chronological order.
5.7 ERASE LOG DATABASE
Erase all attendance /log records. Remember to use “Backup Log Database” to backup the log data
before “Erase”.
5.8 ERASE STAFF RECORDS
Erase all staff records in card information. Remember to use “Backup System Database” to backup the
data before “Erase”.
5.9 FORMAT DATABASE
Clean up the database. Erase all attendance records and card information. Remember to “Backup Log
Database” and “Backup System Database” before “Format Database”.
5.10 IMPORT LOG RECORDS
It imports the attendance / log records from the backup file of “Log Database” and merges the log
database into the local database for reporting. Existing data in Time Clock will not be affected. For
example, staffs can clock their time at different locations for attendance control. The head office collects
the log databases from branch offices, and then imports / merges them into the head office’s database for
reporting.
5.11 IMPORT STAFF RECORDS
It imports / merges the card information from the backup file of
“System Database”. The existing card
information will not be affected. And, system settings will not be imported in this mode.
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6. REPORTS – ATTENDANCE
The attendance report is generated based on the working hours defined by the user. The attendance
records are comparing to the working hours and calculate the late and early leave information.
6.1 FIRST IN / LAST OUT ATTENDANCE REPORT
This report would be great for those who use the readers for access control or time recording. It extracts
the first and last data (or first IN last OUT data) in a day to calculate the Late, Early Leave and Overtime
for selected employees according to the Standard Working Hours and Overtime policy for a specific
period of date range.
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6.2 TWO SESSIONS ATTENDANCE REPORT
It extracts the first four data in a day (or first two data - depend on the working hours’ setup) to calculate
the Late, Early Leave and Overtime for selected employees according to the Standard Working Hours and
Overtime policy for two sessions. Daily records that less than four times / two times or more than four
times / two times in a day may not be included in the calculation. Reminder will be printed on the report.
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7. REPORTS – PRINTOUTS
The reports are generated from the attendance records according to the user selected options.
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7.1 DAILY INDIVIDUAL REPORT
Report for individual employee status at a specific date.
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7.2 TIME LOGS REPORT
Report for all data sorted by name according to selected readers at a specific date range. Number of
records and clocked days for that employee will be reported.
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7.3 TOTAL HOURS REPORT
It is a detailed Total Working Hours Report for employees of selected readers according to First in Last
out basis for a specific date range. The first data will be used as the IN time and the last data will be used
as the OUT time for calculation.
** For IN / OUT readers’ report, IN and OUT records must be matched in pair.
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7.4 TOTAL HOURS DETAIL REPORT
Total Hours Detail Report calculates all the time difference between two consecutive records in a day for
employees.
** For IN / OUT readers’ report, IN and OUT records must be matched in pair.
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7.5 WHO’S IN / OUT REPORT
Report for finding out WHO is IN the office and WHO is NOT IN (OUT) the office at a specific date.
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8. SPREADSHEET
The attendance records can be processed according to the working hours and output to an EXCEL file to
further processing like payroll, appraisal, etc.
8.1 FIRST IN / LAST OUT SPREADSHEET
It extracts the first clocked data (First) and the last clocked data (Last) from selected readers.
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8.2 IN / OUT PAIRS SPREADSHEET
Data are grouped into pairs which must be clock IN and clock OUT data.
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8.3 TIME LOGS SPREADSHEET
It sorts out all the data by employees according to the selected readers for the selected date range.
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8.4 IN OUT PAIRS LATE & EARLY LEAVE SPREADSHEET
Powerful spreadsheet report for your factory’s four sessions time attendance needs. It calculates the Late
& Early Leave attendance records for at most four sessions in a day and generates the spreadsheet
according to the defined Time Attendance Table.
Since it is an independent report, you have to define your work time for different group of workers for
report generation.
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