2 • basic operations
2 • BASIC OPERATIONS
This software is designed for time attendance and door access control function.
This chapter covers basic operations and its communication with the terminals.
DEPARTMENT DEFINITION
Department
You can create departments and assign users into any of the department. You can
filter data viewing or reports by department.
Ignore this step if the Company does not have department categorization.
•
•
To add a new department, insert the name of the department.
Press ↓ to insert the next department.
To delete a department, select a department and press DEL on keyboard.
Password
You can assign department password to each department’s manager. With the
password, department manager can login into TCMS V2 to view and print reports
for users assigned under his department only.
Ignore this step if department manager(s) were not granted any rights to access the software.
To add new department password, insert password next to the department. Press
↓ to insert the next department password.
•
To delete a department password, select a department password and press DEL on keyboard.
User ID
You can assign user ID for department manager in this column. Department manager can login to TCMS V2 Viewer (optional web application) to view and print
reports for those assigned under the same department.
Ignore this step if the Company is not using TCMS V2 Viewer.
•
•
To add a new User ID, insert User ID in the column next to the department.
Press ↓ to insert the next user ID.
To delete a User ID, select a User ID and press DEL on keyboard.
Click “Close” to save changes.
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SECTION DEFINITION
REMARK DEFINITION
Section can be either above or under a particular department. For example, if a
section is defined by using categories such as “Local” or “Overseas”, it means
that Local or Overseas can be placed higher than a Department, thus contain the
departments mentioned in the Department Definition.
Remark is a tag to explain user’s clocking activities. It is in combination with the
work codes used by a terminal. A user can insert a predefined work code during
his fingerprint verification at the terminal. The inserted code is meant to identify
activities, for example code “20” represents “Emergency Leave”, code “10” represents “Meeting Supplier” and etc. The clocking time will come with work code
explanation in the software, published in Attendance Sheet, Terminal Data Audit
List and Monitor Terminal Activity.
Ignore this step if the Company does not require any section.
• To add a new Section, insert the name of the section into the column. Press ↓ to insert the
next section.
• To delete, select a Section and press DEL on keyboard.
Ignore this step if the Company does not require work codes or reasons for clocking data.
Click “Close” to save changes.
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If you are not using work code at the terminal, you can check the clocking data.
By default, these are the basic codes of all terminals.
00 – Check In
01 – Check Out
04 – OT In
Click “User management” to open the page and you will see the following window.
05 – OT Out
User can press the keypad buttons to define their clocking status during verification.
▲button – Check In
▼button – Check Out
ESC button – OT in OK button – OT Out
These codes are downloaded into the software without affecting time attendance
calculation. They are useful only when you export clocking data to any 3rd party
software.
USER MANAGEMENT
Click
to go to User Management.
User Fingerprint Management is a page to interact with all connected terminals in
handling transfers of users. The details of each column are explained below.
User ID
Name
Department
Fingerprint
User Name
Privilege
Password
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The number to identify every user enrolled in a terminal, maximum ID is 9 digits.
The full name of every users for example Tony Michael.
The department that the user belongs to.
Total fingerprint templates user enrolled in the terminal
The display name on the terminal during verification, maximum is 8 characters.
For example Tony.
The system offers 4 levels of authority to the terminal. User – Normal user who
is not given any permission to access any settings of a terminal. Enroller – A
person who is given permission to only enroll new users into a terminal. Admin
– A person who is allowed to access all settings of a terminal except Advance
Settings. Supervisor – A person who has the highest authority to access all settings in a terminal.
The password enrolled at the terminal. Current password can be edited or it can
be replaced with a totally new password. A user can also add a password to the
User ID to enhance security. However, any changes made must be uploaded to
select terminal(s) before it could take effect. Ignore this step if a user is not using
any password.
Card ID
Disabled
The Card ID enrolled at the terminal. Current card can be edited or it can be
replaced with a totally new card. A user can also add a card to the User ID to
enhance security. However, any changes made must be uploaded to select
terminals before it could take effect. Ignore this step if a user is not using any
card.
This function is to disallow certain users from getting verification at certain
terminal(s).
Details of operation are described below.
[2] In “Download Users from Terminal” window, select the terminal’s ID number
from the drop down menu. As soon as the selection is made, the software will
connect to the terminal and all available users ID will be displayed onscreen.
[3] Click “All” to select all users to download or you can choose to download a
particular user by clicking his user ID.
[4] In “Selected Data” section, please select all (Fingerprint, Card ID, User Name
+ Privilege + Password) to download.
[5] Click “Apply” to start downloading.
DOWNLOAD USERS FROM TERMINALS
After users are enrolled at a terminal, the data must be downloaded into the software before using any other features in the software.
[1] Click “Download User”.
Users will be downloaded into the software and basic information such as Name,
Department, and User Name can be inputted into the table.
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UPLOAD USERS TO TERMINALS
All users stored in the software can be uploaded to other terminals without reenrollment. You can upload any changes of the users to the terminals too.
On User Fingerprint Management page, follow the steps below to upload users
into terminal.
[1] Click “Upload User”.
[2] In the “Upload Users to Terminal” window, select terminal ID.
[3] Click “All” to select all users in the terminal for upload or you can choose to
upload a particular user by clicking his user ID.
[4] In “Selected Data” section, please select all (Fingerprint, Card ID, User Name
+ Privilege + Password) to upload.
[5] Click “Apply” to upload.
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You can upload users to multiple terminals without repeating the above steps.
Follow the steps below to upload users to multiple terminals.
[1] Click “Upload User”.
[2] In the “Upload Users to Terminal” window, ignore the ID column.
[3] Click “All” to select all users to upload or you can choose to upload a particular
user by clicking his user ID.
[4] In “Selected Data”, please select all (Fingerprint, Card ID, User Name + Privilege + Password) to upload.
[5] Click “Select Terminal ID”.
[6] A new window with all terminal IDs will be displayed. Uncheck irrelevant terminals.
[7] Click “OK” to proceed.
[8] If you want to sort the terminal by group, select Group by the Terminal Group
column.
DELETE USERS (TERMINAL)
In some circumstances, the Company needs to delete some users from the
terminal(s) for examples if a staff resigned or he is blocked from using a certain
terminal, please follow the steps below.
[9] Select the Group and Click “OK” to proceed.
[1] Click “Delete User (Terminal)”.
[2] In the “Delete Users from Terminal” window, click “All” to select all users or
you can select particular users to delete from terminal.
[3] In “Selected Data”, please select all (Fingerprint, Card ID, User Name + Privilege + Password) to delete.
[4] Click “Apply” to proceed.
Deletion of the same user from multiple terminals can be done without repeating
the above steps. Follow the steps in the next page to delete users from multiple
terminals.
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[1] Click “Delete User (Terminal)”.
[2] In the “Delete Users from Terminal” window, ignore the column ID of terminal.
[3] Click “All” to select all users to upload or you can choose to upload particular
users by clicking their user ID.
[4] In “Selected Data”, please select all (Fingerprint, Card ID, User Name + Privilege + Password) to upload.
[5] Click “Select Terminal ID”.
[6] A new window with all terminal IDs will be displayed. Uncheck irrelevant terminal ID.
[7] Click “OK” to proceed.
[8] If you want to sort the terminal by group, select Group by the Terminal Group
column.
[9] Select the Group and Click “OK” to proceed.
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DELETE USERS (PC)
Once user information is deleted from a terminal, the particular user will not be allowed access anymore. However, his information is still available in the software.
To remove a user from the software, please follow the steps below.
If the Company wants to delete the user from the software, please follow the steps
below.
[1] Click
to open User Record page.
[1] Click “Delete User (PC)”.
[2] Click “All” to select all users to delete from the software or you can choose to
delete particular user by clicking his/her user IDs.
[3] In “Selected Data”, please select all (Fingerprint, Card ID, User Name + Privilege + Password) to delete.
[4] Click “Apply” to upload.
The user information will be cleared and highlighted in grey. However, his User
ID, name and department will still be in the software. It is recommended that the
Company keeps the information for future reference.
[2] Double click the “Dustbin” icon.
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[2]
[3]
[4]
[5]
Select the user ID and insert information into the corresponding field.
Click the “Click for photo” column to find photo of the user.
Repeat the same steps for other users.
Click “Apply” to save settings.
In case you wish to change the User ID to another new User ID, follow the steps
below.
[1] Click
to open User Records.
[3] Select the User ID to delete.
[4] Click “Delete” to proceed.
USER RECORDS
User details and photo can be inserted in User Records.
Ignore this step if the Company does not want to insert details or photo of users.
[1] Click
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to open User Records.
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[2]
[3]
[4]
[5]
Click “Change ID”.
Select the user ID that you want to change.
Insert the new user ID.
Click Apply to save settings.
SET TERMINAL DATE AND TIME
DOWNLOAD DATA FROM TERMINALS
When you run the software for the first time, synchronization of date and time of
terminals with the computer is crucial.
Users verify their fingerprints, passwords or cards at a terminal to report attendance or gain access. The date and time of verification is captured as clocking
data and saved into local memory of terminals. To enable viewing of these clocking data, the data needs to be downloaded into the software to generate attendance data, in-out records and reports. It can be done manually or automatically.
Failure to download data from terminals to computer, no records could be viewed
in the software.
MANUAL DOWNLOADS
[1] Click
and select “Set terminal date and time”.
[1] Click
[2] The date and time of the terminals must always be the same as the computer’s.
[3] Click “Apply” to synchronize with the terminal.
If you noticed that the date and time of any terminals are not the same as the
time in the computer which collects all the data, please follow the steps above
to synchronize.
Ignore this step if the date and time of terminals are in sync with the date and time of the
computer.
and select “Download data from terminals”
[2] Click “Apply” to start downloading process.
[3] If you are connecting to multiple terminals, a new window will pop up after you
clicked Apply.
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[4] Uncheck irrelevant terminal IDs.
[5] Click “OK” to proceed.
Data in the terminal will be cleared after downloading process is complete. The
process is automatic to avoid data loss and overflowing of data.
Note: Please do not quit the software, or disconnect terminal from the software
during the downloading process. Interruptions will cause the incomplete
download process and data loss.
AUTOMATIC DOWNLOADS
[1] Click
and select “Set Automatic Download interval”
[2] The automatic download interval can be predefined by:
•
•
•
Seconds
Minutes (Download process will only start when it is approaching the pre-defined
clocking time. In case of 10 minutes, if the pre-defined IN time is 9:00am, download process will start 10min before 9:00am which is at 8:50am and 10 minutes after
9:00am which is at 9:10am. This is different with normal minute interval.)
Specific timer
[3] Click “Apply” to save settings.
You can select to use all 3 types of download intervals at the same time. All 3
download intervals will not interrupt each other during download process.
CLEAR DATA IN TERMINAL
If you want to use the terminals for access control only without checking any
access details of users, choose to clear logs from the terminal. You do not need
to download logs into the software, instead delete logs directly from the terminal.
However, it is important to take note that the deleted transaction logs cannot be
retrieved by all means.
Ignore this step if the Company wants clocking data of all users of the terminals.
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[1]
[2]
[3]
[4]
[5]
Click
and select “Clear all data in terminal”.
Please remember the random number given in the box.
Click at the random number column and the number will disappear.
You need to insert the same number into the column again.
Click “Yes” to proceed.
BACKUP/RESTORE DATABASE
It is advisable to backup your database periodically. You can clear the transaction
logs of the software after you have done the backup process. This operation can
reduce the burden of database and to maintain the efficient processing time of the
software. Restoration of the old database is possible for future reference.
[1] Click
to select “Backup/Restore database files”..
[2] To backup database, select “Backup Database” and select a location to save
the database .ZIP file.
[3] To restore database, select “Restore Database” and locate the database .ZIP
file to restore.
[4] If you want the software to backup database daily at a fixed time, insert the time
into the column.
[5] Click “Apply” to save settings.
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