TotalPass Biometric User Guide

TotalPass Biometric User Guide
TOTALPASS BIOMETRIC
USER GUIDE
TotalPass Small Business Premium
Biometric Time Clock
Icon Time Systems, Inc.
sales@icontime.com
www.icontime.com
Copyright © 2015 Icon Time Systems, Inc. All rights reserved.
Reproduction of this document in whole or in part is strictly prohibited. This
document may contain typographical or copy errors. TotalPass, Icon Time
Systems, the Icon Time Systems logo, and all other Icon Time Systems
product names mentioned in this document are registered trademarks of
Icon Time Systems.
All other products, brand names, or company names mentioned in this
document are properties and trademarks or registered trademarks of their
respective companies.
Icon Time Systems, Inc.
9650 SW Nimbus Ave.
Bldg. 14
Beaverton, OR 97008
Phone: 800.847.2232
sales@icontime.com
www.icontime.com
1
TotalPass Small Business Premium User Guide
Table of Contents
Chapter 1: Getting Familiar with Your Time Clock .......................................................... 6
Introduction................................................................................................................................................................................. 6
Welcome.............................................................................................................................................................. 6
System Requirements ..................................................................................................................................... 7
Features ............................................................................................................................................................... 7
Available TotalPass Upgrades ..................................................................................................................... 8
Connection / Setup ......................................................................................................................................... 8
Logging In ........................................................................................................................................................... 9
Support and Troubleshooting ..................................................................................................................... 9
Payroll Interfaces .............................................................................................................................................. 9
Register your Time Clock ........................................................................................................................... 10
Navigating the Time Clock Software ...............................................................................................................................10
Home Page ...................................................................................................................................................... 10
Lists Menu ........................................................................................................................................................ 11
Reports Menu ................................................................................................................................................. 11
Files Menu ........................................................................................................................................................ 11
Settings Menu ................................................................................................................................................ 11
Help Menu ....................................................................................................................................................... 11
Chapter 2: Setting Your Time Clock Preferences........................................................... 12
Setting Your Pay Preferences .............................................................................................................................................12
Setting Your Overtime Preferences ..................................................................................................................................13
Setting Your Punch Preferences ........................................................................................................................................14
Setting Employee Input Preferences................................................................................................................................16
Setting Your Device Preferences .......................................................................................................................................17
Email / Backup Preferences: ................................................................................................................................................19
Outgoing Email Settings (SMTP Server) ............................................................................................... 19
Common SMTP Server Settings............................................................................................................... 20
Setting Your Alert Preferences ...........................................................................................................................................23
Alert Setup ....................................................................................................................................................... 24
Creating Custom Fields .........................................................................................................................................................24
Chapter 3: Setting Up Your Employees .......................................................................... 26
Employee List ............................................................................................................................................................................26
Make Employees Inactive........................................................................................................................... 26
Time Remaining Before Overtime........................................................................................................... 27
Adding Employees ..................................................................................................................................................................27
Employee Information ................................................................................................................................. 27
Employee Settings ........................................................................................................................................ 28
Lunch Time Deduction ................................................................................................................................ 29
Web Punch Time Clock Settings ............................................................................................................. 30
2
Biometric Settings ......................................................................................................................................... 30
Accrual Settings (Upgrade Required) .................................................................................................... 30
Delete Employee’s Punches ...................................................................................................................... 30
Chapter 4: Using Biometric Fingerprint Entry ............................................................... 31
Overview .....................................................................................................................................................................................31
Time Clock Functions ................................................................................................................................... 31
Enrolling Employees Fingerprints Using Self Enroll ...................................................................................................32
Biometric Settings ...................................................................................................................................................................33
Biometric Settings by Employee.............................................................................................................. 33
System-wide Biometric Preferences....................................................................................................... 33
Chapter 5: Clocking In and Out ....................................................................................... 35
Punching In and Out ..............................................................................................................................................................35
Biometric Finger Scan Entry ...................................................................................................................... 35
Proximity Badge Entry ................................................................................................................................. 36
Web Punch Time Clock Entry.................................................................................................................... 36
Tracking Paid Breaks ..............................................................................................................................................................37
Department Change (Punch In and Transfer)...............................................................................................................37
Entering Tips, Job Numbers or Piece Counts ...............................................................................................................38
Collecting Employee Inputs on an In Punch ....................................................................................... 38
Collecting Employee Inputs on an Out Punch ................................................................................... 39
Chapter 6: Departments and Supervisors ...................................................................... 40
Departments .............................................................................................................................................................................40
Customize Your Departments .................................................................................................................. 40
Assigning/Changing Departments ......................................................................................................... 41
Supervisors ................................................................................................................................................................................41
Setting Supervisor Permissions................................................................................................................ 42
Assigning Employees to a Supervisor ................................................................................................... 42
Supervisor Login ......................................................................................................................................................................43
Chapter 7: Generating Reports........................................................................................ 45
Reports Overview ....................................................................................................................................................................45
Adding a Punch ............................................................................................................................................. 46
Adding Non-Work Hours (Holiday and Non-Worked) ................................................................... 47
Editing a Punch .............................................................................................................................................. 48
Viewing Additional Reporting Details ................................................................................................... 48
Punches from Failed Biometric Punch Verification ....................................................................................................49
Using the Attendance Report .............................................................................................................................................50
Using the Timecard Report .................................................................................................................................................50
Using the Department Report ............................................................................................................................................51
Using the Timecards by Department Report ................................................................................................................51
Creating Custom Reports .....................................................................................................................................................52
Generating Reports on Custom Field Values – Labor Distribution ......................................................................53
Step 1: Set Up the Custom Field Title and Assignment .................................................................. 54
Step 2: Assign the Custom Field Value to the Employee ............................................................... 54
Step 3: Generate the Custom Report Using Create Report .......................................................... 54
3
Chapter 8: Alternate Employee Entry Options............................................................... 56
Web Punch Employee Entry ................................................................................................................................................56
Setting Up Your Employees - Web Punch Time Clock.................................................................... 56
Punching In/Out Using Web Punch Entry............................................................................................ 57
Clocking In/Out from GPS Enabled Smart Phone – Location Tracking .................................... 58
IP Address Restriction.................................................................................................................................. 58
Setting Authorized IP Addresses by Employee.................................................................................. 59
Running Reports with the Web Punch Time Clock .......................................................................... 60
Using Proximity Badges ........................................................................................................................................................60
Assigning Proximity Badges to an Employee ..................................................................................... 61
Locking the Time Clock Terminal Keypad............................................................................................ 61
Punching In/Out Using Proximity Badges ........................................................................................... 61
Chapter 9: Maintaining Your Time Clock ....................................................................... 62
Setting up Scheduled Automatic Backups ....................................................................................................................62
Creating a Data Backup ........................................................................................................................................................63
Data Backup from the Software Interface............................................................................................ 63
Data Backup to a USB Flash Drive .......................................................................................................... 63
Restore Time Clock Data Backup ......................................................................................................................................64
Restore a Time Clock Data Backup from the Software Interface ................................................ 64
Restore a Time Clock Data Backup from a USB Flash Drive ......................................................... 64
Removing Data from Your Time Clock ...........................................................................................................................65
Updating Your Time Clock...................................................................................................................................................65
Updating Your Time Clock from the Software Interface ................................................................ 66
Updating Your Time Clock Using a USB Flash Drive........................................................................ 66
Resetting Your Time Clock Passwords ............................................................................................................................67
Changing Your Time Clock Software Interface Password .............................................................. 67
Resetting the Software Interface Password......................................................................................... 67
Resetting the Supervisor Mode Security Code .................................................................................. 68
Chapter 10: Time Clock Terminal Supervisor Mode...................................................... 69
Log Into Supervisor Mode ...................................................................................................................................................69
Parent Clock Supervisor Mode Settings .........................................................................................................................69
View IP Address ............................................................................................................................................. 69
Assign Badges ................................................................................................................................................ 70
Set Date/Time ................................................................................................................................................. 70
View Serial #.................................................................................................................................................... 71
View Version # ............................................................................................................................................... 71
Download Backup ......................................................................................................................................... 71
Restore Backup .............................................................................................................................................. 71
Enable Upgrade ............................................................................................................................................. 71
Reset Password .............................................................................................................................................. 71
Erase All Memory .......................................................................................................................................... 71
Convert to Child............................................................................................................................................. 72
Additional Child Clock Supervisor Mode Settings......................................................................................................72
View Parent IP................................................................................................................................................. 72
4
Force Connect ................................................................................................................................................ 72
Force Full Sync................................................................................................................................................ 72
Show Sync Status .......................................................................................................................................... 72
Convert to Parent .......................................................................................................................................... 72
Chapter 11: Software Upgrades ...................................................................................... 73
Enabling Software Upgrades ..............................................................................................................................................73
Employee Capacity Upgrades.............................................................................................................................................74
Web Punch Employee Entry ................................................................................................................................................74
Benefit Tracking Upgrade ....................................................................................................................................................74
Benefit Tracking and Accruals .................................................................................................................. 74
Non-worked Hours and Benefit Time (Vacation, Sick, Personal) ................................................ 75
Chapter 12:
Multi-clock Configuration ............................................................ 79
System Requirements .................................................................................................................................. 79
Connecting Multiple Time Clocks .....................................................................................................................................80
Set Up the Parent Clock.............................................................................................................................. 80
Set Up the Child Clock(s)............................................................................................................................ 80
Continuing Multi-clock Setup .................................................................................................................. 81
Multi-Clock Software Settings and Optimal Configuration ....................................................................................83
Child Clock Connection Data .................................................................................................................... 84
Updating the Multi-Clock System.....................................................................................................................................84
Chapter 13: Configure the Time Clock for Remote Access........................................... 85
System Requirements ............................................................................................................................................................85
Step 1: Set Up the TotalPass on the Local Network...................................................................................................86
Step 2: Router Configuration ..............................................................................................................................................86
Assign a Static IP Address to the Time Clock ..................................................................................... 86
Set Up Port Forwarding on the Router ...........................................................................................................................87
Step 3: Connect to Your TotalPass over the Internet ................................................................................................88
Remote Connection Frequently Asked Questions......................................................................................................89
Troubleshooting Remote Connection Problems.........................................................................................................90
Standard Remote Connection Setup Diagram ............................................................................................................91
Connect Clocks Remotely with Multi-clock Diagram ................................................................................................92
Warranty Information ...................................................................................................... 93
FCC Part 15 ........................................................................................................................ 95
5
Chapter 1: Getting
Familiar with Your
Time Clock
Everything you need to get your time clock up and running:

Getting your time clock connected and logging into the software for the first time

How to get help

Navigating through the software
Introduction
Welcome
Thank you for choosing Icon Time Systems, we appreciate your business.
Our mission is to provide our customers with ease-of-mind through our quality products and
excellent customer service. All of us at Icon Time Systems wish to thank you for placing your
trust in our products. We pride ourselves on being innovators in the time and attendance
industry, by developing products that are quick to install, simple to operate and reliable.
Use this guide to learn how to use the TotalPass Small Business Premium time and attendance
system to perform essential tasks that will make tracking employee time, as well as your payroll
processes, more efficient.
The TotalPass Biometric system offers breakthrough web-enabled technology that brings the
simplicity of embedded software to your time and attendance system, all without requiring
Internet access.
6
System Requirements
For Network Access
•
Any Web browser on PC, Mac, tablet or smartphone.
•
An available Ethernet port.
•
Remote Internet Access also requires Internet and port forwarding to port 9844.
For Direct Connection
•
Any Web browser on a PC or Mac.
•
Available USB port on Windows PC or available Ethernet port on Windows PC or Mac.
Payroll Export Utilities
•
Windows Vista, 7 or Windows 8 required for QuickBooks Plug-in*, Paychex Online
Payroll Export, and the ADP Export
* Only available with the installed version of QuickBooks.
Features
The TotalPass Small Business Premium Biometric is the perfect fit for a growing business
that requires a time clock that can keep up with changing needs. This time clock is ideal for
those companies looking for a feature-rich product that is fully supported by a nationwide
network of experts.
•
Capacity of 100 employees and upgradeable to 500 employees
•
Fingerprint entry
•
Punch photo verification in case of failed finger scan
•
15 employee web punch entry licenses included, upgrade to a maximum of 50
•
Proximity badge entry option (badges sold separately)
•
Email supervisor alerts upon failed finger scan, high/low hours worked, or approaching
overtime
•
Automatic backup of time clock data, via email
•
Labor distribution reports
7
•
Configurable for remote Internet access
•
SSL data encryption for secure data transfer over the Internet
•
Paid break tracking
•
QuickBooks, ADP and Paychex Online Payroll Interface
•
Automatic lunch time deduction
•
Timecard, Attendance, and Department based reports
•
Enter Holiday and NonWorked Hours for one or more employees
•
Track tips, job numbers, or piece counts with employee entry at the clock
•
Department tracking with department transfers at the clock
•
Individual supervisor logins with employee assignment
•
Connect up to 32 clocks together, sharing one software (500 employee max)
Available TotalPass Upgrades
Benefit Tracking and Accruals
This upgrade allows for automatically calculating vacation, sick, and personal time off. Accrual
rates and tracking are customized per employee for maximum policy flexibility.
Upgrade Employee Capacity
Expand your system with your business; upgrade the employee capacity from the standard of
100 employees to 250 or 500 employees.
Employee Web Punch Entry
Provides the employees with an option to punch In and Out from their Web browser; on their
office computer, smart phone or tablet. The systems comes with 15 employee Web Punch
Entry licenses included, upgrade for a maximum of 50 employee Web Punch licenses.
Connection / Setup
Refer to the TotalPass Quick Start Guide for instructions on setting up your employee time
clock's connection and logging into your time clock for the first time.
You can find a copy of the Quick Start Guide at the link below:
8
http://www.icontime.com/images/docs/collateral/TotalPass_Biometric_Time_Clock_QSG.pdf
Logging In
To log in and view employee information and punch details, enter the time clock’s assigned
Internet Protocol (IP) address into your Internet browser address field.
You must enter the address exactly as displayed below. For example, if the assigned address is
192.168.2.103, enter that text directly into the address field, preceded with “http://”.
Note:
If you are logging in using USB, navigate to http://totalpass.timeclock or enter
http://127.20.20.1 as the IP address.
Support and Troubleshooting
For your convenience, troubleshooting tips and how-tos can be found on our technical
support site at www.support.icontime.com.
This system includes a 30-day trial of our Gold Technical Support Plan, which includes
unlimited telephone, email, and remote assistance support. Support can be reached Monday
through Friday from 7:30am to 4:30pm (PST) at (800) 847-2232 option 1 or via email at
support@icontime.com.
Payroll Interfaces
Your time clock package includes QuickBooks, Paychex Online Payroll, and ADP Payroll Export
interfaces, as well as a CSV export.
To download the Payroll Export program, click on the appropriate link below:
•
QuickBooks – www.icontime.com/utc-quickbooks-export
•
Paychex Online Payroll – www.icontime.com/utc-paychex-online-payroll-export
•
ADP – www.icontime.com/utc-adp-payroll-export
9
Register your Time Clock
The first time you log in to your time clock, you will be prompted to register it. Register your
time clock to ensure that you receive email notification of free software updates, your
manufacturer’s 1 year hardware warranty, and 30 days of free technical support.
Navigating the Time Clock Software
The time clock interface is designed to allow you to quickly and easily complete your tasks and
run your reports. In this section you will learn how to navigate through your time clock
application. Application navigation is done through six distinct menus: Home, Lists, Reports,
Files, Settings, and Help. Moving your mouse cursor over each icon displays the individual
drop-down menu items.
Home Page
When you first log into your time clock application, the Home page displays automatically. The
Home page provides a quick glance at the activity on your time clock, including notifications of
custom alerts. The Home page also contains helpful links to configure your software.
Current Alerts
The Home page displays important system alerts and time clock activity alerts. For instructions
on customizing your alert settings, refer to Setting Your Alert Preferences in Chapter 2.
When you no longer want to be notified of a particular task or alert, check the box next to that
item in the IGNORE column, and click Submit. If you would like to see past alerts, click Show
All. To view the details of the alert, click the alert link in the ALERT/TASK list.
10
Lists Menu
Use the Lists menu for adding, modifying or deleting employees, departments, supervisors, or
enabling or disabling additional time clocks connected to the system. Refer to Chapter 3:
Setting Up Your Employees for instructions on setting up employees, and Chapter 6:
Departments and Supervisors for instructions on configuring departments and additional time
clock supervisors.
Reports Menu
Your time clock comes with four reports that make it quick and easy to get the information
you need to complete your work and process payroll. In addition, with the Create Report
option, you can run custom filters for specific punch times, dates, employees, and
departments. Use the Reports menu to access the reports. Refer to Chapter 7: Generating
Reports, for additional information on generating and customizing reports.
Files Menu
Use the Files menu to back up data, restore data back-ups, Delete Old Punches, and update
your employee time clock..
Settings Menu
Use the Settings menu to customize your payroll, overtime, punch, device, and alert
preferences. Before running any reports, set your preferences as described in Chapter 2:
Setting Your Time Clock Preferences.
Help Menu
The Help menu gives you quick access to the Help Center, including the User Guide and
troubleshooting links, and to view the About Your Clock page that provides important system
information.
11
Chapter 2: Setting
Your Time Clock
Preferences
Before accurate reports can be generated and employee punch details are calculated
correctly, you must set your time clock rules and preferences:

Setup your pay period and overtime rules

Setup punch rounding and Employee Input options

Customize the PIN length and Alert Preferences
Setting Your Pay Preferences
You can access your Pay Preferences in one of two ways:
•
Click Set up Your Pay Period in the Alert/Task list
•
Select Preferences from the Settings menu.
Follow the instructions below to set your Pay Preferences.
1. Select the applicable option from the Pay
Period Type drop-down menu:
12
•
Weekly - Employees are paid once per week
•
Bi-Weekly - Employees are paid every two
weeks
•
Semi-Monthly - Employees are paid twice
per month
•
Monthly - Employees are paid once per month
2. If you select the semi-monthly pay period, two additional date fields display that must
be completed.
•
Type the first day of the month that your pay period begins in the Start SemiMonthly on field.
•
Type the second day of the month that your pay period begins in the and on field.
3. Click in the Last Pay Start field to open the calendar and select the date that your
previous pay period started.
Tip:
Use the << and >> arrows to select the year. Use the < and > arrows to select the month.
4. Click in the This Pay Start field to open the calendar and select the date that your
current pay period started.
5. Click in the Next Pay Start field to open the calendar and select the date that your
next pay period will start.
6. Type the time of day that your workday begins in the Day Start field. You only need to
modify this setting if your company has a 24-hour work schedule and needs to
accommodate overnight shifts; it is recommended that this setting remain at 12:00am.
7. Select the day of the week that your work week begins from the Week Start dropdown menu. The company's weekly overtime calculations are based on this setting.
Setting Your Overtime Preferences
Your Overtime Preference settings are on the Pay tab under Payroll Preferences. The TotalPass
comes standard with two levels of daily and weekly overtime and consecutive day overtime.
Follow the instructions below to set your Overtime Preferences.
1. To set daily overtime rules, type the number of hours an employee must work in one
day before they receive overtime pay in the Day OT1 After and the Day OT2 After
fields as required. If your company does not
pay daily overtime, type 99.
2. To set weekly overtime rules, type the
number of hours an employee must work in
one week before they receive overtime pay
in the Week OT1 After and the Week OT2
After fields as required. If your company does not pay weekly overtime, type 99.
13
Note:
Overtime (OT1) is calculated at time-and-a-half (1.5) the rate of pay and double overtime
(OT2) is calculated at two times the rate of pay (2.0). With the Benefit Tracking
Upgrade, these rates are customizeable.
3. To set consecutive day overtime rules, change the Consecutive Day OT drop-down
menu to Yes. This option will pay OT1 and/or OT2 as selected to employees on the
seventh consecutive day of work, regardless of hours worked during the work week.
This rule is most commonly used by unions and in California. If your company does not
pay consecutive day overtime, change the Consecutive Day OT drop-down menu to
No.
Note:
Making a change to the overtime options prompts the time clock to restart. Doing so will
make the time clock unavailable until the clock fully reboots.
4. Click Submit to save your settings and return to the Home page.
Setting Your Punch Preferences
Select Settings | Preferences and click on the Punch tab. The Punch Preferences section
displays.
Note:
The rounding rule selected affects all punches system wide. The original punch time
remains unchanged on the employee timecard. The punch hours round according to the
rounding rules set.
Follow the instructions below to set your Punch Preferences.
1. Select the applicable rounding type from the
Rounding Type drop-down menu.
•
None (No Rounding): Accumulates 100%
of all time registered on the clock.
•
15 Minute (7/8 Rounding): Rounds and
calculates punches to the nearest quarter hour (15 minutes). The split occurs in the
middle of each quarter hour.
To illustrate:
Example:
14
An In punch of 7 minutes 59 seconds rounds back
An In punch of 8 minutes 00 seconds rounds forward
An In punch of 7:52 am would calculate as 7:45 am.
An In punch of 7:53 am would calculate as 8:00 am.
•
15 Minute Slant (10/5 In, 5/10 Out): Quarter hour rounding similar to above except
the break point occurs on the 5th minute or 10th minute depending on whether it is
an In punch or an Out punch.
To illustrate:
An In punch of 4 minutes 59 seconds rounds back
An In punch of 5 minutes 00 seconds rounds forward
An Out punch of 9 minutes 59 seconds rounds back
An Out punch of 10 minutes 00 seconds rounds forward
Example:
An In punch at 7:49 am would calculate as 7:45 am.
An In punch at 7:50 am would calculate as 8:00 am.
An Out punch at 4:49 pm would calculate as 4:45 p.m.
An Out punch at 4:50 pm would calculate as 5:00 p.m.
•
10th Hour: Rather than rounding the punch hours, this selection calculates punches
from the tenth hour point and advances each six minutes.
To illustrate:
An In punch from :00 minutes after the hour to :05 after the hour
rounds to the top of the hour (.0).
An In punch from :30 minutes after the hour to :35 minutes
after the hour rounds to .5.
Example:
An In punch at 7:30 am would calculate at 7.5 am.
An Out punch at 4:05 pm would calculate as 4.0 pm.
2. The Automatic Punches become IN at field automatically makes the next punch an In
punch after a determined number of hours. This option is convenient if an employee
forgets to punch Out.
This option is only used when an employee entry method is set to Automatic. Refer to
Chapter 3: Setting Up Your Employees, for additional information.
15
3. Check the Flag edits on reports checkbox to flag manually edited punches on reports.
If checked, all edited punches are marked with E.
4. Type the number of minutes in the Reject Like Punches within field. If an employee
accidentally tries to enter the same type of punch at the time clock, within the minutes
specified, the second punch is ignored.
5. Click Submit to save your settings and return to the Home page.
Note:
Making a change to the rounding options will prompt the time clock to restart. Doing so will
make the time clock unavailable until the clock fully reboots.
Setting Employee Input Preferences
Your time clock can allow an employee to enter data at the clock (Employee Inputs) on either
an In or Out punch. Employee Inputs are used to track employee tips, piece counts, or job
numbers. This optional data will be recorded on the Timecards and Timecards by Dept. Report.
Select Settings | Preferences and click on the
Punch tab. The Punch Preferences screen displays.
Follow the instructions below to set your Employee
Input Preferences.
1. Enable Employee Inputs by selecting
Enabled in the Track Employee Inputs drop-down menu. Additional Employee Input
options will display.
2. Enter a custom name for the Employee Input. Common names may be; Tips, Job #,
Piece Counts.
3. Select the Collection Type from the drop-down menu.
•
Currency: used for collecting tips or other currency related data.
•
Number: used for collecting any non-currency related numerical data such as piece
counts or job numbers.
4. To determine whether the employee will enter the data on the In punch or Out punch,
select the Collect On value from the drop-down menu.
5. If you would like to total the employee input data on the Timecard report, select the
Show Totals check box.
16
Note:
Employee Inputs must also be enabled for each indivial employee. Refer to
Assigning/Changing Departments on page 41 for instructions.
Setting Your Device Preferences
Select Settings | Preferences and click on the Device tab to go to the Device Preferences
screen. Important information such as your Database Version, Software Version, and time clock
serial number will appear at the top of this section
Follow the instructions below to set your Device Preferences.
1. Select to display minutes on your reports in decimal or
hh:mm (minutes) format from the Calculated Time Format
drop-down menu.
2. Select the length of the custom employee PIN (ID number)
from the PIN Number Length drop-down menu. Customize
employee PINs (ID numbers) in the Edit an Employee
screen. Refer to Chapter 3: Setting Up Your Employees, for
additional information.
3. Check the Hide Employee PIN checkbox to hide employee PINs (ID numbers) at the
time clock terminal, preventing coworkers from viewing another employee’s PIN.
4. Use System Prompt 1, 2, and 3 fields to set up to three custom prompts at the
employee time clock terminal. The default system prompt on the time clock display is
Scan Finger, Enter PIN.
Companies often use this feature for employees that speak languages other than English
and to send global messages to employees.
Examples:
Marque Su Numero
Work Safely
Closed Tomorrow
5. Type a unique 6-digit security code in the Supervisor Code field to secure the
employee time clock.
Important:
You need this code to access Supervisor Mode on the employee time clock. The default
supervisor code is 00 00 00.
17
6. Check the Lock Keypad checkbox to lock the keypad and prevent keypad entry of
employee ID numbers (PIN) at the employee time clock. Use this option if you
purchased proximity badges and you do not want employees using the keypad.
7. Check the Use Daylight Savings checkbox if you want the time clock to automatically
adjust time for daylight savings.
8. Select the default time frame to view the Attendance Report screen from the Default
Attendance Report To drop-down menu.
9. Select the default time frame to view the Timecards Report screen from the Default
Timecard Report To drop-down menu.
10. Type the number of minutes to refresh the alerts on the Home page in the Refresh
Home Page Every field. If your system runs slow, type a larger number for the refresh
time.
11. SSL data encryption ensures that all data passed between the time clock and web
browser remains private. Check Use SSL Server to enable this option.
Note:
You cannot enable SSL with a direct USB connection to the computer. The time clock must
be connected to the network.
12. Check the Use Popup Windows for Edits checkbox to have a separate pop-up window
display when editing a punch in a report screen. This allows you to view the original
report screen in the background while you edit. We recommend keeping this option
checked.
13. Check the Show total hours at the clock checkbox to display the employee’s total
daily hours after the employee punches out.
14. Click Submit to save your settings and return to the Home page.
18
•
Multi-clock Preferences: Multi-clock refers to multiple time clocks connected
together to share one database. For additional information on setting up multi-clock
preferences, refer to Chapter 12: Multi-clock Configuration.
•
Web Punch Preferences: For additional information on setting up your Web Punch
Preferences, refer to Chapter 8: Alternate Employee Entry Options.
Email / Backup Preferences:
The TotalPass Small Business Premium application allows system alerts to be automatically emailed to one or more supervisors. The system will send email alerts if an employee has a
photo punch that needs verification, as employees come and go, before they accumulate
overtime, if they leave early, and more.
In addition, backups of your time clock data can be automatically emailed to one or more
recipients, daily, weekly or monthly.
Important:
To send emails, you must have a SMTP server available. Contact your network
administrator to find out if your company has a SMTP server. We recommend using
Google's free Gmail account for companies that don't have an available SMTP Server. In
order to use this service, you must have a Gmail account.
What is an SMTP Server? An SMTP server works like a postal assistant, handling the sending
of emails from an email client to an email server. It receives outgoing mail messages from
users and routes them to the intended mail recipients.
Outgoing Email Settings (SMTP Server)
1. To assign your SMTP server settings, go to Device Preferences by clicking Settings |
Preferences | Device find Email/Backup Preferences.
2. Type your complete SMTP e-mail server address
in the SMTP Server Address field. If you do not
have this information, contact your network
administrator or your service provider.
3. If you enable SSL, you may need to specify the
mail server port by entering a colon and then the
port number after the server address.
Example:
smtp.gmail.com:587 connects to smtp.gmail.com and uses port 587. If a
port number is not defined, default port number 25 is used.
4. Check the Use SSL checkbox to use data encryption when sending e-mails. Using SSL
may be a requirement for some SMTP server providers and may require that you define
the SMTP port.
5. Check the Use STARTTLS checkbox if you are using SSL and your SMTP service
provider requires that you first connect to the server using a secure connection.
19
6. Check the Use Authentication checkbox if your SMTP server requires a username and
password to send e-mails.
7. If you checked Use Authentication enter the Username or Email Address of your
SMTP service.
8. If you checked Use Authentication, enter the Password of your SMTP service,
9. Type the e-mail address you want to display in the From field in your e-mail in the
From Email Address field. The default setting is Your_Time_Clock.
10. Type your e-mail domain name in the Email Domain Name field. You can leave this
set at the default setting, timeclockalerts.com.
11. Enter the email address where you would like a copy of your backups automatically
sent to in the Email Backups To field.
12. Select how often you would like those backups emailed; never, daily, weekly, or
monthly. Emails will be sent at 2:30 am.
Refer to Setting up Scheduled Automatic Backups in Chapter 9 to complete the
Automatic Backup setup.
13. Click Submit to save your settings.
For your convenience, configuration settings for the most common SMTP Server providers are
located in the following section.
Common SMTP Server Settings
Refer to the list below to find the most common SMTP Servers and their configuration settings.
If your Internet Service Provider (ISP) is not on the list below, contact your ISP or Network
Administrator for configuration instructions.
20
Hotmail/Live/Outlook
SMTP Server Address:
Use SSL:
Use STARTTLS:
Use Authentication:
Username/Email Address:
Password:
From Email Address:
Email Domain Name:
smtp.live.com:587
checked
checked
checked
Account email address (user@hotmail.com)
account password
account email address
optional customization
Gmail
SMTP Server Address:
Use SSL:
Use STARTTLS:
Use Authentication:
Username/Email Address:
Password:
From Email Address:
Email Domain Name:
smtp.gmail.com:587
checked
checked
checked
Gmail account email address (user@gmail.com)
Gmail account password
Gmail account email address
optional customization
Comcast
SMTP Server Address:
Use SSL:
Use STARTTLS:
Use Authentication:
Username/Email Address:
Password:
From Email Address:
Email Domain Name:
smtp.comcast.net:465
checked
un-checked
checked
Comcast username
Comcast account password
Comcast account email address
optional customization
Verizon
SMTP Server Address:
Use SSL:
Use STARTTLS:
Use Authentication:
Username/Email Address:
Password:
From Email Address:
Email Domain Name:
outgoing.verizon.net:587
un-checked
un-checked
checked
Verizon username
Verizon account password
Verizon account email address
optional customization
Apple MobileMe / iCloud
SMTP Server Address:
Use SSL:
Use STARTTLS:
smtp.mac.com:587
user preference
if user selects to use SSL above
21
Use Authentication:
Username/Email Address:
Password:
From Email Address:
Email Domain Name:
22
checked
MobileMe/iCloud username
MobileMe/iCloud account password
MobileMe/iCloud account email address
optional customization
Setting Your Alert Preferences
1. Select Settings | Preferences and click on the Alert tab to setup the alert notices
displayed on the Home page. The Home page updates based on your time setting for
the Check Alerts Every field described below.
2. Type the least amount of hours an employee can work per shift in the Alert Low Hours
at field. If an employee works fewer hours than is specified, an alert generates. To
disable this alert, set the alert value to 0.
3. Type the amount of hours an employee can work per shift in the Alert High Hours at
field. If an employee works a shift more than the hours specified, an alert generates. To
disable this alert, set the alert value to 99.
4. Type the maximum amount of hours an employee can work per shift in the Alert
Maximum Hours at field. If an employee works a shift more than the hours specified,
an alert generates and the hours stop accumulating for that given shift. To disable this
alert, set the alert value to 99.
5. Alert Day Overtime OT at triggers an alert before employees reach daily overtime by
using the daily overtime value that you set under Overtime Preferences.
Example:
If you have Day OT1 set to 8 hours and Alert Day Overtime OT set to 2
hours, an alert posts to the Home page when the employee reaches 6
hours worked for the day.
6. Alert Week Overtime OT at triggers an alert before employees reach weekly overtime
by using the weekly overtime value that you set under Overtime Preferences.
Example:
If you have Week OT1 set to 40 hours and Alert Week Overtime OT set to 8
hours, an alert posts to the Home page when the employee reaches 32
hours worked for the week.
7. Type the number of minutes to check alerts in the Check Alerts Every field. New alerts
are checked and posted to the Home page based on the time entered here. To
maximize system speed and
performance, we recommend
setting this value to 10 minutes or
more.
8.
Click Submit to save your settings
and return to the Home page.
For additional Alert configuration, select
Settings | Alert Setup.
23
Alert Setup
Using the Alert Preferences set earlier, select Settings | Alerts Setup, and follow the
instructions below to set up Home page and email alerts.
•
Enabling/Disabling Alerts: To disable an alert, deselect the checkbox in the far left
column. This prevents the alert from being posted on the Home page
•
Lifetime: Use the drop-down menus under the Lifetime column to select the amount
of time the alert remains on the Home page. After that time, the alert is automatically
removed.
•
E-mail: Select how often you would like an e-mail alert sent.
•
Repeat: Select how often you would like an e-mail alert to be resent using this dropdown menu.
•
Recipient: Type the alert recipient’s e-mail address. For multiple addresses, add a
space or comma in between each e-mail address.
Tip:
We recommend disabling any unused alerts to minimize the resources used by your time
clock and optimize system performance.
Creating Custom Fields
TotalPass offers 10 additional fields for tracking static information in Custom Fields.
In addition, Timecard reports can be filtered based on
the Custom Field values assigned to an employee with
Labor Distribution Reports.
24
Examples:
•
Location
•
Account
•
Part Time / Full Time Status
ADP EXPORT:
Use the Custom Field to track the employee’s ADP Payroll ID. Refer to the ADP Export
User Guide installed with the ADP Payroll Export for instructions.
Custom Fields values can be added to the following locations.
•
System: These fields display on the bottom of the Custom Fields page.
•
Employee: These fields display on the bottom of each employee’s Edit Employee
page.
•
Department: These fields display on the bottom of the Edit a Department page
Follow the instructions below to set your Custom Fields.
1. Type the title for the custom information in the Title for Field X field (X being the field
number).
2. Select where this custom field should display from the Assign Field X to drop-down
menu (X being the field number).
3. Click Submit to save your settings and return to the Home page.
4. Go to the new custom field on the page specified and enter information as needed.
For additional information on generating reports based on the custom field value assign to an
employee, refer to Chapter 7: Generating Reports.
25
Chapter 3: Setting
Up Your Employees
After setting up your pay period and other preferences, set up the employees in the
system.

Adding employees

Setting up automatic lunch deductions

Set up Web Punch entry
TotalPass Small Business Premium comes with a 100 employee limit and can be upgraded to
handle up to a total of 500 employees.
Employee List
A list of your employees and their ID numbers are in the Lists Menu under Employees. Click on
the column header to sort by that particular column.
Make Employees Inactive
Making an employee inactive removes them from the Employee List and hides the employee
data from the reports, their punch data remains stored in the time clock.
•
26
To make an employee inactive, deselect the checkbox in the far left column, click
Submit.
•
To select all employees, and make them active, click on Select All.
•
To make all employees inactive, click Select None.
•
To show inactive employees, click on the Show Inactive option.
Time Remaining Before Overtime
•
The Daily column displays the number of hours left in the day before the employee
starts earning daily overtime.
•
The Weekly column displays the number of hours left in the week before the
employee starts earning weekly overtime.
•
The Consecutive Days column displays the number of days left in the work week
before the employee starts earning consecutive day overtime, when this option is
enabled in Pay Preferences.
To edit employee information, click the employee ID number in the Display ID column. This
displays the Edit an Employee screen.
Adding Employees
To customize an employee, select an employee or one of the available employee slots. Follow
the instructions below to set up an employee.
Employee Information
•
First Name: Enter the employee's first name.
•
Middle Initial: Enter the first initial of
the employee's middle name.
•
Last Name: Enter the employee's last
name.
•
Display Name: Enter the name that the employee will see at the clock and on reports.
Note:
Timecard Reports are sorted by Display Name.
27
•
Address: Enter the employee’s address. This field is optional.
Employee Settings
•
Display ID: Type the assigned company Employee ID number or Payroll ID number, or
PIN number. The Display ID is the number that will appear on the timecard reports.
•
PIN/Badges: The employee PIN number is used to clock In or Out at the time clock.
Type the custom PIN you want to assign to the employee. The default PIN length is set
to four digits; you can customize the PIN length up to nine digits under Device
Preferences.
•
Departments: Select departments to assign to the employee. If you are tracking paid
breaks, set the first department to Break.
Specify a wage the employee is paid for working in the assigned department.
If Employee Inputs are enabled under Punch Preferences, you will see an additional check
box option in the departments table to track employee input.
If you are assigning more than one department, specify the order that the departments
will be displayed at the clock when the employee clocks In.
For additional information on setting up departments, refer to Chapter 6: Departments
and Supervisors.
•
Active: All employees default to an active status. Deselect this checkbox to make the
employee inactive and to hide their name from reports.
•
Entry Method: This option determines the procedure for punching in and out by the
employee at the employee time clock. Select the desired method from the drop-down
menu.
Review the description of the time clock entry methods below and choose your entry
method carefully.
28
•
Validated: The employee is required to either punch in or out at the employee time
clock. The correct option blinks on the time clock display. The employee is required to
press the correct key at that time.
Example:
If an employee forgets to punch out the day before, they will be required to
punch out first before they can punch in for their current shift. The punch
information can be edited in the software so the proper punch out time and date
is recorded on the reports.
•
Non Validated: In and Out displays under the employee's name at the employee time
clock. The employee is required to press the correct key at that time, either In or Out.
Either entry is accepted by the employee time clock.
•
Automatic: This is also known as “Swipe and Go”. After the employee enters their
PIN/badge number, the time clock displays the employee name and the message,
“Entry Recorded”. The employee is not allowed to make any other selections at the
time clock. This provides a simple and quick method to punch at the time clock. You
cannot make lunch overrides or hours adjustments to these types of punches. Refer to
the Adding a Punch section on page 46 for additional information.
Lunch Time Deduction
•
Enable Automatic Lunch
Deduction to automatically deduct
the employee lunch time for the
day or the punch pair.
•
In the Lunch At field, enter the number of hours the employee is required to work
before the lunch period automatically deducts from the employee’s shift.
•
Enter the amount of time in minutes to deduct for lunch (typically 30 to 60 minutes) in
the Lunch Length field.
•
Deduct:
•
When Per Punch is selected the time worked from the last In punch is used to
determine whether the Lunch At threshold has been met. If an employee goes to
break or punches Out before the lunch time is deducted, the Lunch At calculation will
start again once the employee has clocked In. Selecting this option will allow lunch
time to be deducted multiple times per day.
•
When Per Day is selected, the total amount of the employee’s hours for the day will
be added up to determine whether the Lunch At threshold has been met. Lunch
deduction will occur once the threshold has been met.
29
Note:
Only one lunch deduction will occur per day when Deduct is set to Per Day.
Manually entering a lunch deduction will prevent an automatic lunch deduction from occurring that day.
Web Punch Time Clock Settings
Web Punch Time Clock Settings: The TotalPass Small Business Premium provides licenses for
15 employees to punch In/Out using Web Punch. Additional licenses may be purchased. For
additional information on this option, refer to Chapter 8: Alternate Employee Entry Options.
Biometric Settings
Biometric Entry: Employees are assigned to biometric entry by default and have biometric
entry enabled. To disable the biometric entry option for an individual employee, select
Disabled. Once biometric entry is disabled, the fingerprint template for this employee will be
deleted. If an employee is having issues with a fingerprint scanning, this will allow you to
reenroll the employees finger again with a new scan.
Refer to Chapter 4: Using Biometric Fingerprint Entry, for instructions on setting up and using
biometric fingerprint entry for your employees.
Accrual Settings (Upgrade Required)
Accrual Settings: used with the benefit tracking and accruals feature included with the Benefit
Tracking upgrade. Benefit Accruals allow you to track and manage Vacation, Sick, and
Personal Time benefits. Benefit Tracking and Accruals allow you to automate maximum accrual
amounts, yearly carryover, and borrowing of benefits.
For additional information on this option, refer to Chapter 11: Software Upgrades.
Delete Employee’s Punches
Delete All Punches for this Employee: This is typically used when an employee leaves the
company and you want to re-use the employee ID (PIN).
1. To delete the employee's punches, click Delete all punches for this employee.
2. Click OK.
Note:
30
Before purging employee punches, we recommend that you save a backup of your data.
This allows you to view that employee's data at a later date.
Chapter 4: Using
Biometric
Fingerprint Entry
Prevent buddy punching and enroll employees to punch In and Out using their
fingerprint:

Get an overview of the time clock functions

Enroll employee finger prints using self-enroll

Enabling and disabling punch Photo verification
Overview
Time Clock Functions
Speaker
Camera
Indicator
LED
Clear
Fingerprint
Reader
Up / Down
Enter
Supervisor
Mode
Info/Hours
Lookup
Break/Dept.
Transfer
31
•
Clear - Returns user to the previous menu option.
or
•
- Used to scroll up or down through menu options.
•
Enter - Selects and saves menu options.
•
Supervisor Mode - Allows supervisor to access advanced time clock terminal options.
•
Info - Displays daily and weekly hourly totals for the employee.
•
Break/Dept. Transfer - Used by the employee to transfer into a Department or Paid
Break.
•
In/Out - Used by the employee to punch IN or OUT.
•
Fingerprint Reader – Used by the employee to punch In or Out with biometric
verification.
•
Camera – Used for Photo Verify, when enabled, takes a picture of the employee and
emails a notification to the Supervisor(s) after 3 failed finger scans.
Enrolling Employees Fingerprints Using Self Enroll
Enrolling employees’ fingerprints for biometric entry is simple and fast with the TotalPass selfenroll option. Employees assigned to biometric entry must have their fingerprints enrolled in
the system in order to begin clocking In and Out.
A printable Employee Enrollment Guide is available for use. Post this guide next to the time
clock to assist employees with initial fingerprint enrollment.
Follow the instructions below to enroll employees.
1. In the software application, open the Employee List. Provide each employee with their
assigned PIN number.
Note:
Some TotalPass users print out a copy of the Employee List and post it next to the time
clock. Employees can refer to this list for their PIN when enrolling their fingerprint.
2. Enter the assigned PIN/badge number on the time clock terminal. The employee name
displays on the time clock. The terminal will then prompt the employee to scan their
finger.
32
3. Place the employee finger centered in the scanner. The scanner will light up. When
prompted remove the finger from the scanner.
•
If the scan was successful you will be prompted to scan the finger two additional
times.
•
If the scan fails and the clock is unable to get a good image of the fingerprint, a
prompt to enter the assigned PIN/badge number again will display.
4. Once the fingerprint reader has taken 3 good images of the employee fingerprints, the
message Enrollment Successful will display. The employee is then able to clock In and
Out.
Biometric Settings
Biometric Settings by Employee
Enabling and disabling biometric entry requirements for an employee can be done on the Edit
an Employee page. Refer to Biometric Settings on page 30 for instructions on how to do this.
System-wide Biometric Preferences
Customize the system-wide biometric preferences by going to Settings | Biometric
Preferences.
Photo Verification Preferences
Even the most well-made biometric fingerprint systems
have a difficult time scanning and verifying dirty, worn,
or light fingerprints. Punch Photo Verification offers
100% verification, even in the event that the fingerprint
cannot be read by the reader.
•
Enable Photo Verification to have the time
clock automatically take the employee’s picture, if the fingerprint scan is rejected after
a select number of times. The employee’s photo will be taken, the supervisor(s) will
receive an alert of the activity, and the punch will be flagged on the report for
supervisor approval. The employee will not be notified of the failed finger scan.
Disabling this option will prevent the employee from punching In without having their
fingerprint verified by the time clock.
33
•
After Number of Attempts allows you to customize at which point the photo should
be taken, after 1, 2, or 3 failed biometric finger scans.
Note:
34
When the photo is taken on a failed finger scan, the employee is able to punch In/Out. They
are not notified of the failed finger scan or of their photo being taken.
Chapter 5: Clocking
In and Out
This section describes employee functionality at the clock including:

How to clock In and Out with a PIN, proximity badge, or through the web browser

Transfer to break or another departments

Entering Tips and Job numbers
Punching In and Out
The employee procedure to punch In and Out at the time clock may vary depending on the
entry method selected. Refer to Chapter 3: Setting Up Your Employees, for additional
information.
Biometric Finger Scan Entry
Tips for Best Finger Scan Quality
•
Employees with fine fingerprints (light ridges) may have a more difficult time with
finger scan acceptance. Ensure that the finger is clean and dry.
•
Very dry fingers may not have a high quality scan. Applying hand lotion makes the
fingerprint ridges more visible and increases the quality of the fingerprint scan.
•
Press down with gentle pressure when scanning the finger.
•
If the finger scan is continually rejected, enroll the employee’s finger again. If the
employee has fine fingerprints (light ridges), enroll the thumb or other finger that has
the most visible ridges.
Identify Mode
Identify Mode allows the employee to scan their finger for clocking In/Out without entering a
PIN first.
35
1. Scan the enrolled employee finger. The employee name displays on the time clock.
Under the display name, In or Out will be flashing.
2. Press the corresponding In or Out key on the time clock. Once the punch is accepted, a
message displays stating they punched In or Out.
3. After an employee punches Out, the total hours worked for the shift displays on the
time clock display. Additional hours information can be viewed by pressing the Up or
Down key on the time clock.
4. If the fingerprint scan is rejected, tips for improving the quality of the scan will display
on the clock.
Verify Mode (with Photo Verify Option)
1. Enter the assigned PIN/badge number on the time clock terminal. The employee name
displays on the time clock and the employee will be prompted to scan their finger.
2. After the employee successfully scans their finger, In or Out will be flashing.
3. Press the corresponding In or Out key on the time clock. Once the punch is accepted, a
message displays stating they punched In or Out.
4. After an employee punches Out, the total hours worked for the shift displays on the
time clock display. Additional hours information can be viewed by pressing the Up or
Down key on the time clock.
Proximity Badge Entry
Refer to Chapter 8: Alternate Employee Entry Options for instructions on assigning proximity
badges to your employee(s) and for instructions on clocking In/Out using proximity badges.
Proximity badges are sold separately.
Web Punch Time Clock Entry
For instructions on assigning Web Punch Time Clock licenses, refer to Chapter 8: Alternate
Employee Entry Options.
36
Tracking Paid Breaks
The TotalPass system allows better management of employee paid breaks. Tracking paid
breaks allows you to better manage the time your employees are taking during their paid
break periods.
Note:
This option must be activated for each individual employee, as discussed in Chapter 3:
Setting Up Your Employees.
To track time that an employee spends on their paid break, the employee must be assigned to
the break department and must transfer into the break department.
To transfer into the break department, follow the instructions below. The employee must
already be punched In to the employee time clock.
1. Enter the assigned PIN/badge number on the time clock terminal, or wave the
proximity badge in front of the number pad.
2. Instead of pressing Out, press the Break/Department Transfer key on the time clock.
3. A message stating “Going To... Break” displays on the time clock. To clock into break,
press Enter. This punches the employee out of the work department and into the
break department.
To transfer out of the break department and back to work:
1. Enter your PIN/badge number at the time clock terminal, or wave the proximity badge
in front of the number pad.
2. Instead of pressing In or Out, press the Break/Department Transfer key on the time
clock.
3. A message stating Going To... Break displays on the time clock. Press Up or Down to
select the work department. To punch out of break and into work, press Enter. This
punches the employee out of the break department and into the work department.
Department Change (Punch In and Transfer)
The TotalPass Small Business Premium can track time spent by an employee in a particular
department. Employees can be assigned to multiple departments and will be prompted to
select their department when punching In.
37
Once the employee has been assigned to their departments, follow the instructions below for
transferring to the department.
1. Enter the assigned PIN/badge number at the time clock or wave the proximity badge in
front of the number pad, then press In.
2. Use the Up or Down key to select the applicable department.
3. Press Enter.
By pressing the Break/Department Transfer key, the employee has the ability to quickly
transfer from one department to another.
1. If an employee needs to punch out of one department and into another department,
enter the assigned PIN/badge number at the time clock or wave the proximity badge in
front of the keypad, then press the Break/Department Transfer key.
2. Use the Up or Down keys to select the desired department. Press Enter to punch into
that department. The employee is automatically punched out of the previous
department.
Entering Tips, Job Numbers or Piece Counts
The TotalPass Small Business Premium allows an employee to enter additional data at the
clock (Employee Inputs) on either an In or Out punch. Employee Inputs are used to track
employee tips, piece counts, or job numbers. This optional data will be recorded on the
Timecard Report.
Follow the instructions below to collect employee input data on the In punch.
Note:
This option must be activated under Setting Your Punch Preferences and for each individual
employee, as discussed in Chapter 3: Setting Up Your Employees.
Collecting Employee Inputs on an In Punch
1. Enter the assigned PIN/badge number at the time clock or wave the proximity badge in
front of the number pad, then press In.
2. If multiple departments are assigned, use the Up or Down key to select the applicable
department.
38
3. Press Enter.
4. When prompted, enter the Employee Input value.
5. Press Enter.
Collecting Employee Inputs on an Out Punch
1. Enter the assigned PIN/badge number at the time clock or wave the proximity badge in
front of the number pad, then press OUT.
2. Press Enter.
3. When prompted, enter the Employee Input value.
4. Press Enter
39
Chapter 6:
Departments and
Supervisors

Track employees’ time by department

Assign an employee to a supervisor with custom supervisor permissions
Departments
The TotalPass Small Business Premium system has the ability to track and report labor on a
departmental level. Hours worked and labor costs are included in these reports. Overall the
system supports up to 32 different departments and each employee can be assigned to one,
multiple or all 32 departments.
Customize Your Departments
To view the departments list, select Lists | Departments. Click an available department in the
Department column to open the Edit A Department screen.
1. Type a name for the department in the Department Name field.
2. All departments default to Active status. Uncheck the Active checkbox to make them
inactive.
3. Enter any notes to be associated with this department in the Note field.
4. If you have purchased the Benefit Tracking upgrade, you have the option to set
Revision Zones by department. Revision Zones round punch hours to the start and end
times of a specific shift. For additional information, refer to Revision Zones on page 75.
5. Click Submit.
40
Assigning/Changing Departments
Each employee is automatically assigned to the first department in the list and must be
assigned to at least one department. Follow the instructions below to assign a department(s)
to an employee.
1. Select Lists | Employee.
2. Select an employee. On
the Edit an Employee
screen, locate the
Departments table.
3. Select the department to assign to the employee, from the drop-down menu.
4. If you are assigning more than one department, enter the order that the departments
display at the time clock when the employee punches in.
5. If tracking Employee Inputs for an employee, in one or more departments, click the
check-box enabling Employee Input tracking.
6. The Add Department option automatically populates with additional departments.
7. Click Submit at the bottom of the screen to save your changes.
Note:
If employees punch for break, the break department is at the top of the list and does not
have an order number.
Removing a Department
To remove a department, select Remove Department from the drop-down menu in place of
an existing department.
Note:
Employees who are assigned the Automatic Entry Method in the program are not able to
select departments at the employee time clock terminal.
Supervisors
The TotalPass Small Business Premium allows for each supervisor to have their own separate
time clock software login. Supervisors can be assigned unique permissions settings to access
different areas of the system and specific employees.
41
Setting Supervisor Permissions
Follow the instructions below to setup your supervisors.
1. Select Lists | Supervisors.
2. Click Add Supervisor.
3. Type the supervisor’s Username, Supervisor’s First
and Last Name, and Password in the applicable
fields.
4. Designate the access Permission Level and
Permission Type using the radio buttons.
•
Click No Access to make the area off limits for
the supervisor.
•
Click Full Access to give the supervisor permission to create, edit, and view
transactions in that area.
•
Click Read Only to allow the user to only view the data in that area. Edits are not
allowed.
5. Once complete, click Submit to save user settings.
After setting up a new supervisor account, it is recommended to assign employees to the
supervisor. If you chose not customize the supervisors assigned employees, they will have
access to all employees by default.
Note:
Once you click Submit, you cannot change the username. To change the username, you
must create a new supervisor account and delete the old one.
Assigning Employees to a Supervisor
Supervisors can be given restricted access to view and edit data for only those employees
assigned directly to them. They will also receive Home page and email alerts for only their
assigned employees.
1. Select Lists | Supervisors.
2. Select the appropriate supervisor from the list.
3. From the Edit a Supervisor page, select Assigned Employees.
42
4. Select one of the available options:
•
Select All Employees to assign all employees
to the supervisor.
•
Select Selected Employees to assign specific
employees to the supervisor. Selecting this will display additional options allowing you
to assign individual employees to the supervisor.
5. The Unassigned Employees column
displays a list of available employees that
are not currently assigned to the supervisor.
6. The Assigned Employees column displays a
list of employees that have been assigned to
the supervisor.
7. Select an employee(s) in the Unassigned
Employees column, click > to move them to
the Assigned Employees column.
8. Select an employee(s) in the Assigned Employees column, click < to move them to the
Unassigned Employees column.
9. Click Select All to select all employees in the column.
10. Click Select None to deselect the employees in a column.
11. Use the Filter by Department drop-down menu to filter the Unassigned Employees
column by department assignment.
12. Select View All Assigned Employees to generate a report of employees that have
been assigned to the supervisor.
13. Click Submit to save your settings.
Supervisor Login
To login to the time clock application as a new user, follow the instructions below.
•
At the employee time clock Login page, have the new user enter their username and
password in the applicable fields. Click Submit to log in to the time clock software.
43
If a supervisor attempts to access an unauthorized page or tries to edit a page with Read Only
access, an Access Denied error message displays.
44
Chapter 7:
Generating Reports

Overview of the reporting options

Adding and editing punches

Entering Holiday and Non-work time
Reports in your application are designed to be intuitive to read and edit; this creates ease and
simplicity when generating your reports on payroll day.
Reports Overview
TotalPass Small Business Premium Biometric comes with the following standard reports:
•
Attendance Report displays all employee punch data sorted by date.
•
Timecards Report displays punches and hours sorted by employee.
•
Department Report shows punches and hours sorted by Department.
•
Timecards by Dept. lists employee punches and hours sorted first by employee, then
by department.
•
Punch Verification report shows punches associated with a failed biometric
fingerprint scan, where the employee’s picture was captured, and the punch is pending
supervisor approval.
•
Create Report allows you to customize the report based on employee, date, time,
departments,, and custom field values assigned to an employee.
45
Adding a Punch
From a report screen, click Add Punch.
Perform the following when adding a punch:
1. Select the employee.
2. Select the punch type to add from the Type drop-down
menu.
•
Automatic allows the time clock to select the
appropriate punch type.
•
When adding or editing an Automatic punch in the
TIME OUT column, change the punch type from Automatic to Out, to add a lunch or
hours adjustment.
3. Click in the Date field to use the calendar to select the punch date.
4. Type the time for the punch in the Time field. The application assumes a.m. unless
otherwise specified.
5. For In punches, select the department from the Department drop-down menu.
6. For an Out punch, you have the option to enter an additional lunch deduction. Type the
number of minutes for the employee lunch deduction in the Lunch field.
7. For an Out punch, you have the option to enter an additional time adjustment. Type
positive or negative values to adjust time for the shift in the Adjust field.
8. Type any applicable notes in the Note field. You have an additional option to print
notes that coincide with each particular punch. This feature is often used to track an
event that happened with that punch. A plus sign (+) accompanies that punch.
9. Click Submit to save your changes.
46
Adding Non-Work Hours (Holiday and Non-Worked)
A non-work punch is a punch where the employee was not actually working, but was using
benefit time like holiday or jury duty.
Non-work hours can be assigned to one or more employees across one or more days.
Perform the following when adding a non-work
punch:
1. Select Add Non-Work from the Timecard
report.
2. Select the employee(s) from the Select
Employees list.
3. Select the applicable punch type that you
want to add from the Type drop-down
menu.
The available punch types are:
•
NonWorked – used for employees working off site or other benefit time.
•
Holiday
4. Click in the Start Date field and use the calendar to select the date when the non-work
hours should begin.
5. Type the number of days to assign to the employee(s) in the Number of Days field.
6. Type the number of hours to assign to the selected employee(s), for each day, in the
Hours Per Day field.
7. If you have selected only one employee, select the department to assign the non-work
hours in the Department drop-down menu. If you have selected more than one
employee, the Department field will auto-populate and hours will be assigned to each
employee’s default department.
8. Type any applicable notes in the Note field. You have an additional option to print
notes that coincide with each particular punch. You can use a NOTE to describe the
type of non-worked benefit hours used. A plus sign (+) accompanies that punch. Click
(+) to make the note visible.
9. Click Submit, you will be directed to the Add Non-Work Hours Confirmation page.
10. Review the information on the Add Non-Work Hours Confirmation page for accuracy.
47
•
Click Submit to save your changes.
•
Click Cancel to cancel the transaction.
•
Click Back to go back to the Add Non-Work page and revise the data.
Editing a Punch
Modifying or editing a punch on the reports is simple.
1. Click on the In or Out time you want to edit. Each punch entry on the report is a link
that will take you to the Edit a Punch window.
2. Follow the instructions in the Adding a Punch section to edit your punch data.
Note:
All edited and manually entered punches will be flagged on the report with an 'E' next to the
punch. Refer to Setting Your Punch Preferences for instructions on disabling this
option.
Viewing Additional Reporting Details
Customizing your reports and viewing additional details on a report is uncomplicated.
The blue links in the reports are Web links that allow you to customize or view details of your
data. Some reports have additional detail options.
48
•
Edit Employee Info: Click the employee’s name in the Employee column of the report
to edit an employee's details.
•
Select a Report Time Period: To change the report timeframe, click the date link at
the top upper left of the Report screen.
•
Click the appropriate predefined timeframe link or use the From and Thru date fields to
enter a custom timeframe to run the report.
•
Click Submit after entering custom dates.
•
Daily: This option displays the total hours worked for each day in a report. This is
convenient if the employee clocks in and out multiple times during the day.
Note:
You can also click the date in the Employee column of the report to view daily totals for a
specific day. Click the date again to hide the information.
•
Labor: this option will display the calculated labor cost (pay), entered in the wage field
in the Edit an Employee screen.
•
Exceptions: Click this link to view punches that may require the attention of the
payroll manager. Exception types and settings are found under Setting Your Alert
Preferences. Descriptions of the exception flags are listed below.
H
L
M
•
Punch pair reached the Alert High Hours
Punch pair is below the Alert Low Hours
Punch pair reached the Alert Maximum Time
Refresh: Click this link to update the report with all recent punch changes.
Punches from Failed Biometric Punch Verification
Even the most well-made biometric fingerprint systems have a difficult time scanning and
verifying dirty, warn, or light fingerprints. Managing this can be cumbersome and time
consuming for the time clock manager. Punch Photo Verification offers 100% verification, even
in the event that the fingerprint cannot be read by the reader. In the event that the fingerprint
scan fails, the camera will take the employee photo and the punch will be flagged with a
camera icon on the reports.
49
Refer to System-wide Biometric Preferences in Chapter 4 for instructions on customizing Punch
Verification settings.
Using the Attendance Report
To view the Attendance Report, go to Reports | Attendance. The Attendance Report is
designed to give you a quick at-a-glance view of your employee’s daily attendance. Most
companies use this report to view who has clocked In or Out for the day.
Click on the date link in the upper left corner to choose the time period for the report. From
the resulting page, you can perform edits.
Using the Timecard Report
This report includes reporting options not available on the Attendance Report. The Timecard
Report allows you to run a report for one specific employee, or all employees. To view the
Timecard Report, go to Reports | Timecards.
•
50
To filter by employee or date, click the date link at the top of the report.
•
CSV Export: Exports a report in comma-delimited (CSV) format. This report is used for
importing employee punch data into programs that use CSV files.
•
Click Export at the top of the report to save the report in comma-delimited (CSV)
format.
•
Click Summary at the top of the Timecard Report to display a summary of total hours
without the punch detail.
•
Click Page Break at the top of the Timecard Report to create a page break between
employee timecards. This also displays an employee signature line when you print
timecards. This option is often used by companies that keep a printed record of
employee time and to show employee timecard approval.
Using the Department Report
To view the Department report, hover over Reports, and then click Department. The
Department report is designed to give you a report with a summary of hours worked per
department.
Using the Timecards by Department Report
To view the Timecards by Department report, hover your cursor over Reports, and then click
Timecards by Department. This report is designed to give you a report of each employee’s
timecard, with hours grouped and totaled by department
51
Creating Custom Reports
The application offers advanced report functionality, allowing you to filter reports by
employees, dates, or by departments.
From the Navigation menu, hover your cursor over Reports, and click Create Report from the
drop-down menu.
To create a report, perform the following.
1. Select the type of report to run from the
Report Type drop-down menu.
2. Select the time frame for the report from the
Time Frame drop-down menu.
3. Under the Select drop-down menu you are
given three options.
•
All Punches is the default selection and
displays all punches for the selected time
frame.
•
By Time Range allows you filter the report to
show only those punches that fall between the
selected time-range. This option is most often
used when running reports for tardy arrival or early departures.
•
Only Non-work allows you to select only Non-work or benefit time. In addition, you
are given the option to select Holiday or non-worked to display on the report.
•
Select the employee(s) to view on the report from the Select Employees list, or click
Select All to run a report for all employees.
•
Select the department(s) to view on the report from the Select Departments list, or
click Select All to run a report for all departments.
Note:
Press Ctrl to select more than one employee or department.
4. After defining the parameters of your report, click Submit.
52
Generating Reports on Custom Field Values – Labor Distribution
Timecard and Timecard by Department reports can be generated based on the custom field
values assigned to an employee, this is often used for Labor Distibution reporting.
Common uses:
•
Employee’s assigned location
•
Billing account
•
Part Time / Full Time Status
A maximum of 10 custom fields can be tracked.
Follow the instructions below to set up the custom fields. To demonstrate the proper setup, we
will use the following example:
We would like to run a Timecard Report based on the employee’s assigned work status.
We have the following 3 work statuses; Full Time, Part-Time, Contract
53
Step 1: Set Up the Custom Field Title and Assignment
Create a title for the custom field. Do this under Settings | Preferences | Custom Fields. Be
sure to assign the field to the Employee page.
In our example, we will title the field
Status.
Step 2: Assign the Custom Field Value to the Employee
Next, assign the custom field value to each employee. Go to Lists | Employees and find the
employee(s) for which you would like to assign the custom field value. You will find the title of
the custom field value under Employee Settings. Assign the custom field value for the
employee, and press Submit.
Do this for each employee.
In our example, we will assign one of the following values to our employee; Full Time, Part
Time, or Contract.
Step 3: Generate the Custom Report Using Create Report
To generate reports based the assigned custom values go to Reports | Create Report. Select
either the Timecard or Timecard by Department reports. When selecting one of these
reports, Additional Report Options will appear.
54
•
Select the Custom Field title. The unique custom values assigned to your employees
will display.
•
If you would like to filter the report results to one or more unique custom value, select
those values and then press Submit.
Note:
To select two or more values, hold down the Ctrl key as you make your selection.
55
Chapter 8: Alternate
Employee Entry
Options
TotalPass offers various methods for employee punching

Keypad with Custom PIN

Proximity badge

Web browser entry
Web Punch Employee Entry
The Web Punch Time Clock allows you to capture your employees’ time anytime, anywhere
using a web browser from a device on the network (LAN, WAN) or Internet. The TotalPass
Small Business Premium comes with a 15 employee Web Punch Time Clock license.
For employees or supervisors to access the time clock application remotely, over the Internet,
additional set up is required. Refer to Chapter 13: Configure the Time Clock for Remote Access,
for more details.
The Web Punch Time Clock also offers advanced functionality like IP location restrictions and
GPS tracking to help better manage your employees’ punches.
Setting Up Your Employees - Web Punch Time Clock
Follow the instructions below to assign the employee to the Web Punch Time Clock.
1. Select Lists | Employees.
2. Select an employee. The Edit an Employee
screen displays.
56
3. Check the Assign to Web Punch checkbox to enable Web Punch for this employee.
4. Type a password for the employee to use when punching In/Out on the Web browser
in the Web Punch Password field.
5. Type the IP address that this employee may punch from in the Authorized IP
Addess(es) field. Leave this field blank to allow the employee to punch from any IP
address.
6. Check the Allow Punch from Unauthorized IP checkbox to allow the employee to
punch from an unauthorized IP address, but have those punches flagged on the reports
for review.
7. Check the Use Global Authorized IP Address check-box to allow an authorized IP
address for all employees.
8. Click Submit to save your settings. Repeat the steps above to assign additional
employees to Web Punch entry.
If you exceed your Web punch license limit, you will receive an error message stating that you
do not have enough Web Punch Licenses available.
Punching In/Out Using Web Punch Entry
Employees assigned to the Web Punch Entry can punch In/Out anytime, anywhere, using a web
browser interface.
Follow the instructions below to punch in or out using the Web Punch Time Clock.
1. Open the employee time clock Login page, the same login page that is used to log in
as a supervisor.
2. Type the assigned PIN/badge number in the
Username/PIN field.
3. Type the employee’s assigned Web Punch
password in the Password field.
4. Click Submit. The employee Web Punch
screen displays.
5. Select the appropriate option (Punch In,
Punch Out, or Department Change) to complete your punch.
•
If the employee has the ability to change departments, select the department.
57
6. Click Confirm.
•
After punching In or Out, the Web Punch screen lists the employee punch information.
o
Week Hrs: Lists the total hours the employee worked for the week.
o
Day Hrs: Lists the total hours the employee worked for the day.
o
Punch Hrs: Lists the total hours the employee worked for that punch pair.
Clocking In/Out from GPS Enabled Smart Phone – Location Tracking
If an employee clocks In/Out using a web browser, additional punch information is available.
Note:
A punch that includes GPS location information is flagged with a ‘G’ on the reports. By
clicking on that punch you can view additional information provided by the phone’s GPS.
GPS Location
•
Latitude/Longitude: The location of the employee when they created the punch.
•
Accuracy: The accuracy of the coordinates given by the GPS.
Example:
•
The accuracy of this punch is up to 372 feet. In other words, the employee
was within a 372ft radius of the coordinates given.
Speed: States how fast the employee was traveling
when they created the punch.
By using Google Maps integration and clicking on the GPS
link, you can view the location of the employee at the time of
the punch.
IP Address Restriction
Using IP Address Restriction, you can restrict employees from punching from unauthorized
locations. This information can be flagged and tracked on your reports.
IP address restrictions are enforced by setting authorized IP addresses globally (companywide) and/or by employee.
Setting Authorized IP Addresses Globally
Global Authorized IP Address(es) assigns the IP address that all employees can use. To set this,
follow the instructions below.
58
1. Select Settings | Preferences and click the Device tab.
2. In the Global Authorized IP Address(es) field, enter the IP address(es) of the computer
(or other web-enabled device) the employees are authorized to punch in/out on.
3. The authorized IP address can be listed in the following ways.
•
Any IP Address: Leave the field blank to allow employees to punch in/out from any IP
address.
•
Multiple IP Addresses: Put a comma between the authorized IP addresses to allow
the employee to punch from any IP address listed.
Example:
•
192.168.3.6, 192.168.3.78
Range of IP Addresses: The employee can punch at computers with an IP address
that falls within the 30-45 range.
Example:
192.168.3.30-45
4. Click Submit to save your changes.
Note:
If an employee is not restricted to punch In/Out from the Global Authorized IP Address,
uncheck the Use Global Authorized IP Address option in the employee's Edit an Employee
screen.
Setting Authorized IP Addresses by Employee
The employee's Authorized IP Address(es) field assigns the IP address that a particular
employee is authorized to punch in/out. To set the authorized IP address(es), perform the
following instructions.
1. Go to the Employee List and select the employee.
2. In the Authorized IP Address(es) field, enter the IP Address(es) of the computer (or
other web-enabled device) that the employee is authorized to punch In/Out.
3. You can list the authorized IP address(es) in the following ways.
•
Any IP Address: Leave the field blank to allow employees to punch in/out from any IP
address.
•
Multiple IP Addresses: Put a comma between the authorized IP addresses to allow
the employee to punch from any IP address listed.
Example:
192.168.3.6, 192.168.3.78
59
•
Range of IP Addresses: The employee can punch at computers with an IP address
that falls within the 30-45 range.
Example:
192.168.3.30-45
4. Check the Allow Punches from Unauthorized IP checkbox to allow employees to
punch In/out from an unauthorized IP address. Punches from unauthorized IP
addresses are flagged with an X on the reports.
5. Click Submit to save your changes.
Running Reports with the Web Punch Time Clock
On your reports, web punches are flagged with a W after the punch time. If a punch comes
from an unauthorized IP address, it is flagged with an X.
By clicking on the punch, additional information about that punch displays.
•
Web Punch IP Address: Lists the IP address of the computer/device the employee
punched in/out from.
•
Web Punch Browser: Lists the web browser the employee used while punching
in/out.
Using Proximity Badges
To add Proximity Badge Entry to your TotalPass, simply purchase the badges as a separate
add-on to your clock. Proximity badges use the latest in RFID proximity technology and allow
employees to clock In/Out by simply waving the badge in front of the time clock keypad. There
are many benefits to using proximity badges including; minimizing buddy punching, quicker
clock In, no PIN to memorize, keeps dirty hands off the clock, and more.
Proximity Badges can be purchased in boxes of 10 or 25 badges. These badges also
conveniently fit into your employee’s wallet or can be hung on a lanyard. Badges can be easily
reassigned to a new employee if needed.
60
Assigning Proximity Badges to an Employee
Proximity Badges are assigned at the employee time clock terminal. Follow the instructions
below to assign your proximity badge to an employee.
1. Enter into Supervisor Mode at your employee time clock terminal.
•
Press
on the time clock.
•
Enter in your security code - the default security code is "00 00 00".
2. Scroll through the options using Up or Down until you find the option Assign Badges
and press Enter.
3. The time clock display will prompt Enter ID Number. Use the keypad to enter the ID
number (PIN) of the employee and press Enter.
4. Wave the badge in front of the time clock keypad (the 6 key is the optimal location to
wave the badge). The clock will display Assigned when the badge has been assigned to
the employee.
The employee can now use the badge to punch In and Out. Repeat the steps above for
each employee.
Note:
To reassign a currently used badge, select the new employee in the Assign Badges menu,
enter the PIN of the new employee, and wave the badge. A Badge Already Assigned
message will appear. Press Enter to reassign the badge.
Locking the Time Clock Terminal Keypad
This feature prevents entering a PIN before clocking In or Out.
1. Select Settings | Preferences, then click the Device tab.
2. Under Device Preferences, check the Lock Keypad checkbox and click Submit. By
checking this box, employees are no longer able to punch In or Out using their PIN
number.
Punching In/Out Using Proximity Badges
Wave the badge next to the keypad of the time clock terminal to punch In or Out. Follow the
punch procedure established in Punching In and Out.
61
Chapter 9:
Maintaining Your
Time Clock
Learn to maintain your time clock for optimal performance

Setting up scheduled automatic backups

Backing up and restoring data to your time clock

Removing punches from your system

Resetting the time clock passwords
Setting up Scheduled Automatic Backups
Backups of your time clock data can be automatically emailed to one
or more recipients on a daily, weekly, or monthly basis. It is important
to have automatic backups set up to create backups as routinely as
possible. Use this backup to restore your data in case of any data loss.
To set up automatic backups, refer to Email / Backup Preferences:, in
Chapter 2.
Once that has been done, go to Files |
Create Backup and try sending a test backup
email by clicking Submit under Email
Backup Now.
If the backup is succesfully sent, a notification
will display. If you receive an error message
make all necessary changes to your SMTP
preferences to resolve the errors and try
sending the backup again.
62
Creating a Data Backup
It is important to make a backup (copy) of your employee time clock data periodically. Use this
backup to restore your data in case of any data loss. We recommend creating a backup of your
time clock data each pay period and prior to performing any updates to your time clock.
Data Backup from the Software Interface
Follow the instructions below to create a backup of your time clock's data:
1. To create a backup file, select Files | Create Backup.
2. Click Submit to create a backup in the Save to Backup File screen. Click Save.
3. A file name is automatically assigned for you. The file name includes the current date
for easy reference.
Example:
A typical file name might be icon-2015-08-15.db.
4. If you prefer a different file name, enter the name in the File name field.
5. Browse to the directory where you would like to save the file.
6. Click Save.
7. After the download is complete, click Close.
Data Backup to a USB Flash Drive
Creating a backup of your data can be simplified even further by saving your backup to a USB
flash drive. A flash drive is a portable device that you can purchase at any computer store.
Follow the directions below to create a backup of your time clock data using a USB flash drive.
1. Plug the USB flash drive into the bottom of the time clock.
2. Enter into Supervisor Mode:
•
Press
on the time clock.
•
Enter your security code - the default security code is "00 00 00".
3. Press Up or Down until the DOWNLOAD BACKUP option displays.
4. Press ENTER.
63
The clock will display Backing up data and then Backup complete.
Note:
The backup file saved on the USB flash drive is called backup.db. This file can be renamed
and transferred to a folder on your main computer.
Restore Time Clock Data Backup
On occasion you may need to restore historical data to your time clock. Follow the instructions
below to restore a backup of your time clock data.
Important:
Restoring a backup file will OVERWRITE the current data on the clock. Create a CURRENT
backup of your data before attempting to restore and view "historical" data.
Restore a Time Clock Data Backup from the Software Interface
1. To restore a backup file, select Files | Restore Backup.
2. Type your password in the Current Password field.
3. Click Browse and navigate to the location of your backup file.
4. Select the file in the Choose File window and click Open.
5. Click Submit in the Restore Backup File screen to restore the backup file.A warning
message will display reminding you that your current data will be overwritten at the
employee time clock.
6. Click OK to continue. It may take several minutes to restore a backup file. The
employee time clock will display a Please Wait and then a Performing Restore message.
7. After the restore is complete, you will be required to log back into the time clock to
view the backup information.
Note:
The backup is a proprietary file that cannot be used or opened using any other program.
Restore a Time Clock Data Backup from a USB Flash Drive
Restoring a backup of your data is easy using your USB flash drive. Be sure to save a current
backup file before restoring another backup. Follow the directions below to restore a backup
from a USB drive.
64
1. Copy the backup file data to the root of the memory stick.
2. Rename the file to backup.db and ensure the name is all in lower case letters.
3. Connect the storage device to the bottom of the employee time clock.
4. Enter Supervisor Mode on the employee time clock.
•
Press
on the time clock.
•
Enter in your security code - the default security code is "00 00 00".
5. Press Up or Down until RESTORE BACKUP displays and press ENTER.
6. If the file is found, Restoring Data, then Performing Restore displays. The time clock
reboots.
7. After the time clock reboots, log back into the employee time clock software to view
your historical data.
Removing Data from Your Time Clock
Before removing punch data from your clock, be sure to save a backup of your existing data.
1. Go to Files | Delete Old Punches.
2. Select a date using the calendar in the Delete Punches Prior to field.
3. Click Submit to remove all punches up to the date specified.
Note:
When selecting a date, any data prior to that date will no longer be available as part of your
active database.
4. Click Cancel to go back to the time clock Home page.
Updating Your Time Clock
Occasionally, Icon Time Systems releases new updates for your employee time clock. These
updates are provided for free and often include new features and improvements.
65
Note:
Before performing updates to your employee time clock, we recommend that you save a
backup of your data.
Updating Your Time Clock from the Software Interface
Important:
If you are using a Mac, you must update using the USB flash drive. Go to Updating Your
Time Clock Using a USB Flash Drive section in this chapter.
Follow the instructions below to update your Universal Employee Time Clock.
1. Download the time clock update file from our website to your desktop.
http://www.icontime.com/totalpassupdate
2. From the Navigation menu, go to Files | System Update.
3. In the System Update screen, type your time clock password in the Current Password
field.
4. Click Browse to locate and select the update.bin file in the File Upload screen.
5. Click Open in the File Upload screen.
6. Click Submit in the System Update screen.
7. A “backup your data” pop-up window displays. If you already created a backup of your
data, disregard this message by clicking OK. Your time clock starts the update process,
then automatically reboots. Wait for this process to complete. This process may take up
to 15 minutes.
8. When rebooting is complete, click Home to log back into your time clock.
Updating Your Time Clock Using a USB Flash Drive
Updating your time clock is even faster if you use a USB flash drive.
Important:
If you are using a Macintosh computer to manage your time clock software, you must
update using the USB flash drive.
1. Download the time clock update file from our website to the root directory on your
storage device.
http://www.icontime.com/totalpassupdate
66
2. Connect the storage device to the bottom of the employee time clock. Your time clock
begins the update process and automatically
reboots. Wait for this process to complete.
3. When the reboot is complete, log back into your
time clock.
Resetting Your Time Clock Passwords
Changing Your Time Clock Software Interface Password
You can change the password by selecting Change Password from the Settings menu.
1. Enter your current password in the Current Password field.
2. Type your new password in the New Password field.
3. Type your new password again in the Confirm New Password field.
4. Click Submit.
Resetting the Software Interface Password
1. Enter into Supervisor Mode:
•
Press
on the time clock terminal.
•
Enter in your security code - the default security code is 00 00 00.
2. Scroll through the options using Up or Down until you find the option Reset
Password and press Enter.
3. Press In to reset the password or Out to cancel.
4. Once the password is reset you will receive the message Password Set Successfully on
the time clock display.
5. At the time clock Login page enter the default login information, and click Submit.
•
Default Username: admin
67
•
Default Password: admin
6. Change your password.
•
Type the default administrator password.
•
Type your new password.
•
Confirm your new password.
Resetting the Supervisor Mode Security Code
The Supervisor Mode security code is set from the software interface. The default supervisor
code is 00 00 00. It is recommended you change the default code to a new code using the
steps below:
1. Select Settings | Preferences from the Navigation menu.
2. Click the Device tab.
3. Type the supervisor code in the Supervisor Code field. This is required to access
Supervisor Mode on the employee time clock terminal.
4. Click Submit to save your settings.
68
Chapter 10: Time
Clock Terminal
Supervisor Mode
Advanced Supervisor Mode Options

Customize Network Settings

Reset Software Admin Password
Log Into Supervisor Mode
1. Enter into Supervisor Mode at your employee time clock terminal.
•
Press
on the time clock terminal.
•
Enter in your security code - the default security code is "00 00 00".
2. Scroll through the options using Up or Down.
3. Press Enter, when you find the option you would like to view.
4. To exit Supervisor Mode, press Clear.
Parent Clock Supervisor Mode Settings
View IP Address
Look up the IP address assigned to the clock. Also allows for assigning a static IP address,
subnet mask, gateway, and DNS.
69
•
To assign a static IP address, follow the instructions under Assign a Static IP Address to
the Time Clock on page 86.
•
To erase all network settings and revert back to DHCP so that the router will assign the
IP address, set the IP address to 000.000.000.000.
Assign Badges
This option is used when assigning a proximity badge to an employee. Refer to Assigning
Proximity Badges to an Employee on page 61.
Set Date/Time
1. From Supervisor Mode, scroll through the options using Up or Down until you find the
option Set Date/Time and press Enter.
2. The Set Date option displays.
•
The Month field flashes. Use Up or Down to select the current month, and press
Enter.
•
In the Day field, use Up or Down to select the current day of the month and press
Enter.
•
In the Year field, use Up or Down to select the current year and press Enter.
3. The Set Time option displays.
•
The Hour field flashes. Use Up or Down to select the current hour and press Enter.
•
In the Minute field, use Up or Down to select the current minutes and press Enter.
•
In the AM/PM field, use Up or Down to select either A for a.m. or P for p.m. and press
Enter.
4. Once the new time and date is set, Date/Time and Set Successfully displays on the time
clock display. You are taken back to Supervisor Mode menu. Press Clear to exit
Supervisor Mode.
70
View Serial #
Shows the unique serial number assigned to the individual time clock terminal. The serial
number is used to activate your 30-day free support trial, to verify warranty status, and to
purchase software upgrades.
View Version #
The version number refers to the software version currently installed on your time clock. Refer
to page 65 for instructions on Updating Your Time Clock and ensuring that your time clock is
running the latest version.
Download Backup
This option is used to back up your time clock data. Refer to Data Backup to a USB Flash Drive
on page 63.
Restore Backup
This option is used to restore data into your time clock. Refer to Restore a Time Clock Data
Backup from a USB Flash Drive on page 64.
Enable Upgrade
This option is used to unlock additional upgrade features in your time clock. Refer to Enabling
Software Upgrades on page 73
Reset Password
If you forget your login password, this option is used to reset your password to default. Refer
to Resetting the Software Interface Password on page 67.
Erase All Memory
Erasing all memory resets the clock back to factory default. Follow the instructions below to
Erase All Memory.
1. From Supervisor Mode, scroll through the options using Up or Down until you find the
option Erase All Memory and press Enter.
71
2. The clock will display This will erase all memory. The time clock will display Erase All
Memory IN=YES CLEAR=NO. Press IN to confirm and erase all the data in the clock and
return it to factory defaults.
Convert to Child
This option is used when setting up a multi-clock system. Refer to Chapter 12: Multi-clock
Configuration on page 79 for more information on multi-clock systems.
Additional Child Clock Supervisor Mode Settings
View Parent IP
Displays the IP address of the Parent Clock.
Force Connect
Forces a connection between the Child Clock and Parent Clock. Once the connection is made,
any changes on the Parent Clock are sent to the Child Clock.
Force Full Sync
Forces a connection and synchronization between the Child Clock and Parent Clock. The Child
Clock downloads employee and preference data from the Parent Clock and transfers punch
data to the Parent Clock.
Show Sync Status
Displays the synchronization status between the Child and Parent Clock.
Convert to Parent
Converts a Child Clock back to a Parent Clock.
72
Chapter 11:
Software Upgrades
Available upgrades that will allow your system to expand with your business

Increase employee and web punch entry capacity

Automate tracking and accruing benefit time
Software upgrades can be applied at any time. All software upgrade packs for your TotalPass
system can be unlocked immediately by simply entering the software key provided by your
reseller.
Enabling Software Upgrades
In order to purchase a software upgrade, provide your reseller with your time clock serial
number. You can find the serial number in the About Your Clock page under the Help menu.
Once you have purchased the software upgrade, your reseller will provide you with the 9 digit
software upgrade code. Follow the instructions below to complete the software upgrade
installation.
1. Enter into Supervisor Mode at your time clock terminal.
•
Press
on the time clock terminal.
•
Enter in your security code - the default security code is "00 00 00".
2. Scroll through the options using Up or Down until you find the option Enable Upgrade
and press Enter.
3. Using the keypad, enter in the 9 digit software upgrade code and then press Enter.
4. The time clock terminal will display the name of the upgrade.
73
5. Press Clear to exit out of Supervisor Mode. Unplug the time clock from the power,
plug it back in to reboot the time clock. Once the time clock is fully rebooted, the new
upgrade features are ready to use.
6. If there is a problem, contact our technical support team at 1-800-847-2232.
Once the upgrade has been installed, go the next section for instructions on setting up and
customizing your new upgrade features.
Employee Capacity Upgrades
The TotalPass Small Business Premium Biometric comes standard with a 100 employee limit.
You can easily upgrade the employee capacity to the next available level to 250 or 500
employees per system.
Web Punch Employee Entry
The Web Punch employee entry allows employees to punch anytime, anywhere using a
computer’s or smart phone’s Web browser on a LAN, WAN, or Internet.
Your time clock comes with 15 Web Punch employee licenses. Web Punch Time Clock
upgrades are offered in packages of 5 employee licenses up to a maximum of 50. The Web
Punch Time Clock also offers advanced functionality like IP location restrictions and GPS
tracking to help better manage your employee’s punches. Refer to Chapter 8: Alternate
Employee Entry Options for instructions on setting up Web Punch.
Benefit Tracking Upgrade
The Benefit Tracking upgrade can help increase payroll efficiency and help reduce labor costs
with the following features:
Benefit Tracking and Accruals
•
74
Track and manage Vacation, Sick, and Personal Time benefits.
•
Automate maximum accrual amounts, yearly carryover, and borrowing of benefits.
Enhanced Overtime Preferences
Customize overtime multipliers; allows you to pay time-and-a-half, double time, or other
custom defined overtime rates.
Revision Zones
Round punch(shift) hours to the start and end times of a specific shift. Employees will not get
paid for punching In early or Out late.
Enhanced Overtime Preferences
The additional Overtime options can be found under the Pay tab under Preferences in the
Settings menu.
•
Consecutive Day OT1 On ____ Days –
determines when Consecutive Day Overtime
should begin to accumulate.
Example:
If Consecutive Day OT On is set to 6 days,
employees will receive Overtime 1 on the
sixth consecutive day of work. If the
Consecutive Day OT1 After setting is set to
5 hours, the first 5 hour worked on the sixth
day is considered straight time and the rest of the hours will be Overtime 1 (OT1).
•
Consecutive Day OT2 After - refer to the previous example.
If this entry is set to 8 hours, employees will receive Overtime 2 on the sixth
consecutive day of work for any hours over 8 hours in the day.
•
OT1 Multiplier - enter the pay rate for Overtime 1 (usually 1.5).
•
OT2 Multiplier - enter the pay rate for Overtime 2 (usually 2).
Note:
Making a change to the overtime preferences will prompt the time clock to restart. This will
make the time clock unavailable until it fully reboots.
Non-worked Hours and Benefit Time (Vacation, Sick, Personal)
The Benefit Tracking and Accruals feature allows you to track and manage Vacation, Sick, and
Personal Time benefits.
75
Customizing Benefit Accrual Rules
Benefit Tracking and Accruals allow you to automate maximum accrual amounts, yearly
carryover, and borrowing benefits. Benefit balances are available for each day of an employee’s
employment, letting you deliver real-time balances to managers and employees. Accrual rates
and tracking are customized for each employee, which allows for the maximum in flexibility.
To customize an employee's Benefit Accrual Rules, go to the Edit an Employee screen by
selecting the employee name from the Employee List.
•
The Accrual Start Date allows you to set the date when the employee is eligible to
begin accruing the benefit.
•
If your benefits renew/reset each year, enter the date when this happens in the
Accrual Reset Date field.
•
If this is your first time setting up accrues and your employee currently has Hours
Available or a benefit time balance, enter that balance here.
•
Additional hours will be automatically accrue each day according to the value set
under Yearly Hours. As the employee uses the accrued benefit, the hours are
automatically subtracted.
•
The total hours that the employee has used since the Accrue Reset date can be found
in Hours Used.
•
The Last Calculation displays the date when the benefit accrual balance was last
calculated.
•
Yearly Hours should be set to the total benefit hours the employee accrues in one
year.
The Yearly Max is the maximum number of benefit hours allowed to accumulate for
the benefit. If you allow vacation hours to carry over from one year into the next, post
the annual earned amount plus the amount allowed to carry over (the cap). If your
company employs a "use it or lose it" policy, you should post the annual amount.
Note:
This field should not be set to zero unless your benefits do no accrue.
•
•
76
The Reset Amount is the quantity of hours that an employee is to receive at the
beginning of each new accrual year. Most companies would leave this field set to zero.
•
If your company allows the employee to borrow benefit hours that they have not yet
accrued, check the Allow Negative box.
Using Accrued Benefit Hours (Vacation, Sick, Personal)
Follow the instructions below to use accrued benefit hours for the employee.
1. Select Add Non-Work from Timecard or other report.
2. Select the employee(s) from the Select Employees list.
3. Select the applicable punch from the
Type drop-down menu.
4. The available punch types are:
•
NonWorked – used for applying benefit
hours other than the predefined
categories below.
•
Holiday
•
Vacation
•
Sick
•
Personal
5. Click in the Start Date field and use the calendar to select the non-worked starting
date.
6. Type the number of consecutive non-worked days to assign for the selected
employee(s) in the Number of Days field.
7. Type the number of hours to assign to the selected employee(s) each day in the Hours
Per Day field.
8. Click Submit, you will be directed to the Add Non-Work Hours Confirmation page.
9. Review the information on the Add Non-Work Hours Confirmation page for accuracy.
•
Click Submit to save your changes.
•
Click Cancel to cancel the transaction.
•
Click Back to go back to the Add Non-Work page and revise the data.
10. If the employee does not have enough accrued time, an error page will appear.
77
Accrual Summary Report
To generate the Accrual Summary Report, go to the Reports icon and select Accrual
Summary from the drop-down menu.
This report lists the total benefit accrual hours available and the hours used in real time, for
each employee.
Revision Zones
After installing the Benefit Tracking upgrade, you can access the Revision Zones by going to
Lists | Departments and clicking on the individual department to add revision zones to.
1. In the In Revision Start Time field, enter a time in hh:mm:a/p format. For example,
7:30a.
2. In the In Revision End Time field, enter a time in hh:mm:a/p format. For example,
8:00a.
Example:
In the example above, if an employee clocks In between 7:30 a.m. and 8:00
a.m., the shift start time rounds to 8:00 a.m.
1. In the Out Revision Start Time field, enter a time in hh:mm:a/p format. For example,
4:30p.
2. In the Out Revision End Time field, enter a time in hh:mm:a/p format. For example,
5:00p.
78
Example:
If an employee clocks Out between the Out Revision Start and End Time,
the shift end time rounds to the Out Revision Start Time, which is 4:30 p.m.
Note:
Making a change to the revision zones will prompt the time clock to restart. This will make
the time clock unavailable until the clock fully reboots.
Chapter 12:
Multi-clock
Configuration
Connect up to 32 time clocks together, accessed through one software interface,
through your local area network or over the Internet.

Connecting the Child Clock(s) to the Parent Clock

Additional multi-clock settings

Updating the multi-clock system

Clocking In/Out when the Child Clock is unable to connect to the Parent Clock
In a multiple clock system there are two types of clocks:
Parent Clock:
The Parent Clock hosts the time clock software, settings, and punch data. There is
only one Parent Clock in a multi-clock configuration.
Child Clock:
A Child Clock sends punch information to the Parent Clock, over the Network or
Internet, for calculation and storage. There can be a maximum of 31 Child Clocks
on a multi-clock system.
System Requirements
•
Each time clock must be connected via Ethernet to the network.
•
Each clock must be running the sames software version as the Parent Clock.
79
Connecting Multiple Time Clocks
Set Up the Parent Clock
Before setup begins, designate which clock will be the Parent Clock. Follow the instructions in
the Quick Start Guide to connect your time clock to your Network.
Write down the serial number of the Parent Clock located on a label on the back of the time
clock terminal.
Note:
It is recommended that the Parent Clock be setup at the location of the person processing
the timecards. For instructions on assigning a static IP address, refer to Assign a Static IP
Address to the Time Clock.
Set Up the Child Clock(s)
1. With the Child Clock connected to the Network, enter Supervisor Mode.
•
Press
on the time clock.
•
Enter your security code. The default security code is 00 00 00.
2. Press Up or Down until the Convert to Child option displays.
3. Press Enter. The time clock displays, This will remove all data, then Erase all Memory.
4. Press In to convert to a Child Clock.
5. Choose the method that your Child Clock will use to connect to the Parent Clock.
Follow the instructions accordingly.
6. Connect via Broadcast: the Child Clock will connect to the Parent Clock by searching
the network for a clock with the Parent Clock’s serial number. This is the preferred
method, if your multi-clock system will be connected on a simple local area network
because the Child Clock will remain connected to the Parent Clock, even if the Parent
Clock’s IP address changes.
7. Connect via IP Address: the Child Clock will connect to the Parent Clock by searching
the network for a clock with the Parent Clock’s assigned IP address. This is the preferred
method, if your multi-clock system will be connected over a wide area network or
remotely over the Internet.
80
Connect Your Child Clock via Broadcast Method
1.
The clock displays Locate Parent By by Broadcast? Press Enter.
2. The clock will then display Finding Clocks Please Wait as it scans the network for the
Parent Clock.
3. Once the Child Clock locates the Parent Clock(s) on the network, the clock displays
and the serial number of the Parent Clock displays. Select the serial number of the clock
the Parent Clock, and then press Enter.
4. If there is more than one Parent Clock on the Network, press Up or Down to find the
correct Parent Clock serial number, then press Enter.
5. Go to Continuing Multi-clock Setup
Connect Your Child Clock via IP Address
6. Press Down to select By IP Address, press Enter.
7. Enter the IP address of the Parent Clock, then press Enter.
•
If connecting over a LAN or WAN, enter the IP address used for accessing the software
interface.
Example:
•
192.168.004.155
If connecting remotely over the Internet, enter the public IP address of the location the
Parent Clock is located, including leading zeros.
Example: 074.168.004.155
For additional information on connecting your mult-clock system remotely over the
Internet, with port-forwarding, refer to Chapter 13: Configure the Time Clock for
Remote Access.
Continuing Multi-clock Setup
1. Once connection is established with the Parent Clock, the Child Clock displays Child
Mode, then Scan Finger.
2. The symbol ' - ' displays in the top right corner.
81
3. Once the connection is established, the symbol d displays in the top right corner of the
display. The d indicates the Child Clock is connected to the Parent Clock, but the Child
Clock is disabled and must be enabled through the software interface.
4. Log into the Parent Clock using the web browser.
5. Go to Lists | Child Clocks.
6. Select the Enabled check-box for the Child
Clock. Press Submit.
7. Check the Enabled checkbox to enable the
Child Clock connection to the Parent Clock,
click Submit.
8. The Child Clock displays “#’ in the top-right corner of the terminal display indicating
the Child Clock is communicating with the Parent Clock.
9. After a few minutes this will change to “+” indicating that the Child Clock is active and
ready to use.
Child Clock Connection Symbols
Refer to the chart below for the meaning of the symbols found on the Child Clock display.
͞
d
+
#
P
U
82
Child Clock is Unable to establish a Connection to
the Parent Clock.
Child Clock is Connected to the Parent Clock, but
Disabled.
Child Clock is Active and Ready to Use
Child Clock is Actively Communicating with the
Parent Clock
Child Clock has Lost Connection to Parent, But is
Storing Punches
Child Clock is running an older software version
than the Parent Clock and must be updated in
order to communicate with the Parent Clock.
Multi-Clock Software Settings and Optimal Configuration
Additional Multi-Clock configuration options are available in your time clock software. It is
important to pay close attention to this section. Your time clock configuration can greatly
affect the performance of your system.
Select Preferences | Settings, then click the Device tab.
•
Child realtime Time/Date sync - Check this option to synchronize the time and date
with the Parent Clock. If your Child Clock(s) is located in a different time zone than the
Parent Clock, do not check this option.
•
Child realtime data sync – When this option is checked, the Child Clock will actibely
communicate with the Parent Clock when the employees clock In or Out, in real-time.
With this option enabled, the employee is able to view punch and hours information
when punching Out.
With this option disabled, the Child Clock will hold its punch data and send it in
batches to the Parent Clock. By disabling this option, employees will be prompted to
clock In or Out using non-validated punches. They will need to select whether they are
punching In or Out.
If punching In or Out takes longer than preferred, disable this option by unchecking
the box. The Child Clock synchronizes data at set intervals, as described below.
•
Child Online sync delay - This option allows you to set a time interval (in seconds) for
how often the Child Clock checks with the Parent Clock for any changes to employee,
template, settings or punch data. This option is set to a 300 second (5 minutes) interval
as default.
•
Child Offline sync delay - This option allows you to set a time interval (in seconds) to
sync the Child Clock with the Parent Clock in the event that the Child Clock or the
Parent Clock loses connection with the network. This option is set to a 60 second
interval as default.
83
Child Clock Connection Data
You an find additional connection statistics on your multi-clock system at Help | About Your
Clock.
•
Finger Scan Statistics provide the number of total fingerprint scans done on a
particular clock and how many of those scans were successful. Having a lower success
rate may indicate that the fingerprint reader needs cleaned or that the fingerprint
reader is having a problem reading fingerprints.
•
Child Clocks provides a list of all Child Clocks that have been connected to your
Parent Clock, when the Child Clock last successfully communicated with the Parent
Clock, and if the Child Clock is enabled or disabled.
Updating the Multi-Clock System
To update your Multi-clock System, follow the instructions in Chapter 9 to update the Parent
Clock. Once the Parent Clock is updated, the Child Clock(s) will automatically download the
update file and update. It may take a few minutes for the Child Clock to detect that the Parent
Clock has updated.
If the Child Clock detects that it is running an older version of the software than the Parent
Clock, but is unable to update automatically, it will display a U in the top-left of the display. If
this occurs, follow the instructions on Updating Your Time Clock Using a USB Flash Drive on
page 66.
84
Chapter 13:
Configure the Time
Clock for Remote
Access
Connect to your time clock away from the office

Work from home

Multiple locations

Employee remote punch
Follow the instructions below to set your time clock up with remote access, using Port
Forwarding.
System Requirements
•
A Broadband Internet connection (Cable, DSL, T1, etc.) at the location of the clock.
•
TotalPass connected to your network by an Ethernet (i.e. CAT5) cable.
•
A router with “Port Forwarding” functionality.
•
Static public/external IP address, although not required, is highly recommended.
Contact your Internet Service Provider for a static public/external IP address.
If your business performs PCI Security Scanning for credit card processing, setup can be
complicated and may be incompatible. Some customers choose to set up a separate network
for their credit card processing system.
85
RECOMMENDATION: For a nominal fee, Icon Time Systems offers an optional service to assist in setting
up port forwarding/remote connection to your time clocks.
Step 1: Set Up the TotalPass on the Local Network
Follow the instructions on the TotalPass Quick Start Guide to set up your time clock on the
Local Network. Once you are able to access the TotalPass software Home page from a PC
inside your internal/local network, you are ready to configure the system for remote access.
Step 2: Router Configuration
You will now configure your router for port-forwarding. Port forwarding allows computers and
other network devices on the, to connect to a specific computer or service within a private
local area network (LAN), through the Internet.
These instructions include general guidelines for configuring a router for Port Forwarding.
Actual steps required may vary with each router. For specific instructions on your particular
router, please contact the router’s manufacturer.
RECOMMENDATION: For instructions on configuring your specific router, go to the website
www.portforward.com and select your router brand and model.
Assign a Static IP Address to the Time Clock
In order for Port Forwarding to work correctly, assign a static IP address to the time clock
along with the subnet mask, gateway address and DNS address. Your Network Administrator
should be able to provide you with this information.
1. Determine an available IP address to be assigned to the time clock.
2. Enter into Supervisor Mode at your employee time clock terminal.
•
Press
on the time clock.
•
Enter in your security code - the default security code is 00 00 00.
3. Scroll through the options until you find the option View IP Address - press Enter.
86
4. The current IP address of the clock will appear. Press Enter again.
5. Enter the desired IP address including leading zeros. Press Enter.
Example:
192.168.004.155
6. Enter the Subnet Mask - press Enter.
Example:
255.255.255.000
7. Enter the Gateway address - press Enter.
Example:
192.168.004.001
Note:
If you an unsure of the gateway address, it is typically the same IP address as your router.
8. Enter the DNS address of your network - press Enter.
Example:
192.168.004.001
9. Press Clear to exit out of Supervisor Mode.
Open a Web browser on a computer in the same local network. In the address bar, type in the
IP address of the clock to verify you can log into the time clock.
Set Up Port Forwarding on the Router
These instructions are general guidelines for configuring a router for port-forwarding. Actual
steps required may vary with each router. For instructions on configuring your specific router,
go to the website www.portforward.com and select your router brand and model, or contact
your router’s manufacturer.
If you are using both a router and a cable modem router/DSL modem router, port forwarding
must be configured on both the router and cable modem router/DSL modem router.
Alternatively you may contact your ISP to disable the router function on your cable modem
router/DSL modem router so that you only need to setup port forwarding on your main
network router.
1. Open a web browser like Internet Explorer or Firefox. Enter the internal/local IP address
of your router in the address bar.
Examples: 192.168.1.1 and 192.168.0.1
87
Note:
If you do not know your routers internal/local IP address, refer to How To Find Your Routers
IP Address guide (http://portforward.com/networking/routers_ip_address.htm).
2. Enter the router’s username and password. Below are some default router logins
•
Linksys Router – "admin" for both username and password
•
Netgear Router – "admin" for username and "password" for password
•
D-Link Router – "admin" for username and (leave blank) for the password
•
3Com Router – "admin" for both username and password
•
Microsoft Broadband – "admin" for both username and password
3. Look for a tab with a name like, "Port Forwarding" or "Applications and Gaming"
4. Next, enter port 80 as the desired port. If port 80 is unavailable, you may enter port
9844 as an alternative.
•
If your router asks you whether to open ports for TCP or UDP select TCP or both.
•
Some routers offer port range option, such as; from port ___ to port ___. Enter the same
number into both fields.
5. Next, enter the static IP address assigned to the clock.
6. If there is a checkbox to “enable” the port forwarding rule, be sure to check the box.
7. Make sure you click on the Save Settings button, or your changes will not take effect.
Note:
You may need to reboot the router for changes to take effect.
Step 3: Connect to Your TotalPass over the Internet
After your router is properly configured on port 80 or port 9844, follow the steps below to
connect to the clock through the Internet.
1. Look up your external/public IP address in one of the following ways; (skip to step 2 if
you already know the external/public IP address provided by your ISP)
88
•
On a computer on the same network as your clock, go to www.ipchicken.com. Your
external/public IP address will be displayed on the page.
•
Use the Port Forwarding Tester link below to verify if port 80 or port 9844 is open. If
the port is not open, there is a setup issue on the clock or your router, remote access
will not be available: http://www.yougetsignal.com/tools/open-ports/
2. From the remote location, type the external/public IP address into a browser’s address
bar.
3. If you opened port 80, simply enter the external/public IP address into the address bar.
Example: http:// 68.213.205.154
4. If you are forwarding to port 9844, log onto the time clock using your external/public IP
address followed by :9844.
Example: http://68.213.205.154:9844
Remote Connection Frequently Asked Questions
Q. I have multiple locations, not connected over a Network (LAN). How do I connect a Child
Clock to the Parent Clock at my main office?
A. To connect the Child Clock to the Parent Clock remotely over the Internet, you must
forward an additional port, Port 10923.
Q. What port do I forward if SSL Data Encryption is enabled?
A. To access the time clock application remotely, while using the SSL data encryption
option, forward to Port 443. Do not use Port 80.
Q. My Internet Service Provider will not provide me with a Static external/public IP address.
Are there other options?
A. If you are unable to get a static external/public IP address from your ISP, you have
two options:
o
Use the dynamic external/public IP address. If this IP address changes, you will
need to use the new address in a remote web browser.
o
Use a 3rd party dynamic DNS service provider.
89
Dynamic DNS helps address changes to an external/public IP address. This
allows you to use the same assigned name as a web link in your web browser
without concern about the actual public IP address of the router.
List of Dynamic DNS Service Providers:
o
dyn.com
o
no-ip.com
o
dnsdynamic.org
o
changeIP.com
Troubleshooting Remote Connection Problems
If you are unable to connect to your time clock using the external/public IP address you will
need to troubleshoot your connection and configuration.
90
•
Restart your router.
•
If you are using both a router and a cable modem router/DSL modem, ensure that
port forwarding has been configured on both the router and cable modem router/DSL
modem router.
•
The cable modem router/DSL modem router must port forward to the local static IP
address assigned to the secondary router.
•
Alternatively you may contact your ISP to disable the router function on your cable
modem router/DSL modem router.
•
Ensure that a static internal IP address has been assigned to the clock along with the
proper subnet mask, DNS address, and gateway address. Reboot the time clock to
ensure any IP address changes take effect.
•
Make sure port forwarding has been setup correctly in the router.
•
Make sure that the correct external/public IP address is entered in the web browser.
•
Make sure another device on the network is not using the same IP address as the time
clock.
•
Check the filter settings on the router to be sure that it is not interfering with the
connection.
•
Use an open port checker, like www.yougetsignal.com to check your external IP
address and detect the correct open ports on your network.
For additional troubleshooting steps refer to www.portforward.com. Select your router by
model name and number for specific port forwarding instructions.
Standard Remote Connection Setup Diagram
91
Connect Clocks Remotely with Multi-clock Diagram
92
Warranty
Information
ICON TIME SYSTEMS, INC., An Oregon Corporation
Notice: The information contained in this document is subject to change without notice.
ICON TIME SYSTEMS MAKES NO WARRANTY OF ANY KIND WITH REGARD TO THIS MATERIAL,
INCLUDING, BUT NOT LIMITED TO, THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS
FOR A PARTICULAR PURPOSE. ICON TIME SYSTEMS shall not be liable for errors contained herein, or for
incidental consequential damages in connection with the furnishing, performance, or use of this
material.
ONE-YEAR LIMITED WARRANTY
ICON TIME SYSTEMS, INC. offers the original purchaser a warranty for One (1) Year on Parts and Labor.
ICON TIME SYSTEMS will repair and exchange parts for your unit free of charge in the USA in the event of a
defect in materials or workmanship, as follows:
PARTS
New or comparable rebuilt parts in exchange for defective parts for one (1) year beginning on the date of
delivery.
LABOR
Mail-in service for One (1) year beginning on the date of delivery.
SERVICE
If adjustments or repair are required, purchaser must contact our customer service department within the
warranty period detailing the request. The purchaser must provide model, serial number, and a copy of original
purchase. If ICON TIME SYSTEMS decides a product requires service, ICON TIME SYSTEMS will issue a Return
Material Authorization Number (RMA). Products may be shipped to ICON TIME SYSTEMS adequately insured, in
their original packaging or equivalent, with shipping charges prepaid. Risk of loss or damage during shipping to
ICON TIME SYSTEMS is the sender's responsibility. Once we receive the equipment, it will be inspected, repaired
as needed, tested, and returned via standard ground shipping to the purchaser. Return shipping costs of the
repaired or replaced unit will be paid by ICON TIME SYSTEMS.
This warranty is extended only to the original purchaser. A purchase receipt or other proof of date of
original purchase will be required before warranty work is rendered.
This warranty only covers failures due to defects in materials or workmanship that occur during normal
use. It does not cover failures due to damage which occurs in shipment, or failures which are caused by
products not supplied by ICON TIME SYSTEMS, or failures which result from accident, misuse, abuse,
93
neglect, mishandling, misapplication, alteration, faulty installation, modification or service by anyone
other than a factory service center, or damage that is attributable to acts of God.
No warranty is given for damages caused by external wiring indicating improper connection to power supply or
line wiring, or for damages caused by spikes, power surges, brown outs, lightning, static electricity, or radio
waves. Surge protectors are readily available to enhance and protect equipment performance following initial
installation.
ICON TIME SYSTEMS SHALL NOT BE LIABLE FOR INCIDENTAL OR CONSEQUENTIAL DAMAGES RESULTING FROM
THE USE OF THIS PRODUCT, OR ARISING OUT OF ANY BREACH OF THIS WARRANTY. DURATION OF IMPLIED
WARRANTIES, IF ANY, IS LIMITED TO ONE (1)YEAR. Some states do not allow the exclusion of limitation of
incidental or consequential damages, or limitations on how long an implied warranty lasts, so the above
exclusions or limitations may not apply to you.
This warranty gives you specific legal rights and you may also have other rights that vary from state to state.
If a problem with your ICON TIME SYSTEMS unit develops during the warranty period, contact ICON TIME
SYSTEMS SERVICE DIVISION, at the address below.
There are no other express warranties except as listed above.
This document contains proprietary information that is protected by copyright. All rights are reserved.
No part of the document may be photocopied, reproduced, or translated to another language without
the prior written consent of Icon Time Systems, Inc.
Copyright © ICON TIME SYSTEMS, INC. 2009-2015
All other trademarks belong to their respective owners.
Icon Time Systems
9650 SW Nimbus Ave. Bldg. 14
Beaverton, Oregon 97008
971.249.1700
1.800.847.2232
94
FCC Part 15
This equipment has been tested and found to comply with the requirements for a Class B digital device
under Part 15 of the Federal Communications Commission (FCC) rules.
These requirements are intended to provide reasonable protection against harmful interference in a
residential installation. This equipment generates, uses, and can radiate radio frequency energy and, if
not installed and used in accordance with the instructions, may cause harmful interference to radio
communications. However, there is no guarantee that interference will not occur in a particular
installation.
If this equipment does cause harmful interference to radio or television reception, which can be
determined by turning the equipment off and on, the user is encouraged to try to correct the
interference by one or more of the following measures:
•
Reorient or relocate the receiving antenna.
•
Increase the separation between the equipment and receiver.
•
Connect the equipment into an outlet on a circuit different from that to which the
receiver is connected.
•
Consult the dealer or an experienced technician for help.
Changes or modifications to this equipment not expressly approved by the party responsible for
compliance could void the user's authority to operate the equipment.
To ensure safety of users, the FCC has established criteria for the amount of radio frequency
energy that can be safely absorbed by a user or bystander according to the intended usage of
the product. This product has been tested for compliance with the FCC criteria.
95
Was this manual useful for you? yes no
Thank you for your participation!

* Your assessment is very important for improving the work of artificial intelligence, which forms the content of this project

Download PDF

advertising