Enrolling Employees in the UniFocus Time Clock

Enrolling Employees in the UniFocus Time Clock
Enrolling Employees
in the
UniFocus Time Clock
Enrolling Employees in the UniFocus Time Clock, copyright ©2015 by UniFocus. All rights reserved.
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Contents
The UniFocus Time Clock .....................................................................................................................................1
Logging in to the Time Clock as an administrator ................................................................................................1
Enrolling and re-enrolling employees ..................................................................................................................3
Enrolling or re-enrolling an employee with biometric verification .................................................................3
Enrolling or re-enrolling an employee with a PIN ............................................................................................4
Enrolling Employees in the UniFocus Time Clock| 1
The UniFocus Time Clock
The UniFocus Time Clock is a real-time, smart clock that interacts seamlessly with the UniFocus Time &
Attendance application. The clock features a touch screen and can be mounted to walls, desks, or shelves.
Depending on your company’s setup, the Time Clock can have various attached devices, such as proximity
card readers, barcode scanners, magnetic card readers, and biometric readers. These attached devices
expedite the login experience so that you do not have to
manually enter information on the touch screen.
If you manage employees or work in HR, you might have
administrative access to the Time Clocks in your location.
Logging in to the Time Clock as an administrator allows
you to do the following:
 Enroll new employees.
 Re-enroll existing employees.
 Refresh the Time Clock application so that newly
added employees can use the Time Clock.
 Shut down the Time Clock application.
 Test the variety of sounds on the Time Clock.
Logging in to the Time Clock as an administrator
Before logging in to the Time Clock as an administrator, you should know the following:
 Your administrator login number.
 The administrator PIN for you location.
To log in to the Time Clock as an administrator:
1. In the Enter your employee ID field, enter your administrator login number.
2. Press the green arrow.
3. In the Enter the admin PIN field, enter your administrator PIN.
Note: The PIN varies depending on your location. The default PIN on each Time Clock is “0000.”
The Time Clock Administrator screen appears. The following tables describe the status icons and buttons
on the Time Clock Administrator screen.
Status icon descriptions for the Time Clock Administrator screen.
Icon
Description
This icon on the upper left hand corner of the screen indicates that the Time Clock is
online.
If the Time Clock loses connectivity, it will still allow employees to clock in and clock out,
but it will not allow enrolling employees because it needs to communicate to the Time &
Attendance application for that function.
Enrolling Employees in the UniFocus Time Clock| 2
Icon
Description
This icon on the upper left hand corner of the screen indicates that the Time Clock is
offline.
As soon as connectivity is restored, all information stored locally by the Time Clock will
be updated into the Time & Attendance application.
This icon on the upper left hand corner of the screen indicates that the Time Clock
software has been upgraded.
Button descriptions for the Time Clock Administrator screen.
Button
Enroll Employee
Description
Press to enroll new employees or re-enroll existing
employees.
Refresh Employees
If you add new employees or reconcile existing
employees, they will not show up in the Time Clock
until you press this button.
Clock Settings
Opens the Time Clock Configuration dialog box,
which is used to configure the Time Clock.
Shutdown App
Shuts down the Time Clock application.
Notes
For UniFocus use only.
The Time Clock application reopens 60 seconds after
each shutdown.
Test Tones
Log Out
Plays all available sounds that the Time Clock makes.
There are four types of tones:

Low pitch

Medium pitch

High pitch

Beep
Logs out of the Administrator screen.
Note: See the UniFocus Time Clock Employee Guide for information on logging in as an employee and using
the Time Clock to record hours and data.
Enrolling Employees in the UniFocus Time Clock| 3
Enrolling and re-enrolling employees
You must “enroll” new employees in the UniFocus Time Clock before they can use it. Depending on how
your Time Clock is configured, you enroll employees by either using the touch screen or a combination of
the touch screen and the biometric reader.
Note: For more information on biometrics, see the Understanding the Biometric Reader handout.
In some cases, an employee might need to be “re-enrolled” in the Time Clock. For example, if an enrolled
employee burns the finger that was originally registered, then you would have to re-enroll her and use a
different finger.
Enrolling or re-enrolling an employee with biometric verification
Before completing these steps, make sure that the employee is present and that you know the employee’s
employee ID number.
1. Log in to the Time Clock as an administrator.
Note: For instructions on logging in as an administrator, see the Logging in to the Time Clock as an
administrator section.
The Time Clock Administrator screen appears.
2. Press Enroll Employees.
3. In the Enter employee ID to enroll field, enter the ID number of the employee whom you are enrolling
or re-enrolling.
The screen presents you with two options:
 Scan
 Verify
4. Press Scan.
5. When prompted to Place your finger on the scanner, have the employee place the pad of his or her
finger firmly on the scanner.
Note: Because this is the finger that is being registered, the employee must always use this finger to
log in to the Time Clock. If the employee damages this finger, he or she must be re-enrolled in the
Time Clock.
For more information on how to use the biometric reader, see the Understanding the Biometric Reader
handout.
6. When prompted, have the employee remove the finger from the scanner.
Note: After the initial scan, the Time Clock displays a Re-Scan button instead of a Scan button. You use
this button if there was a problem with the scan.
7. When prompted, have the employee place the finger on the scanner again in the same position as
before. The employee repeats the finger scan four times.
Enrolling Employees in the UniFocus Time Clock| 4
The Time Clock displays a progress bar that consists of four hand icons, each representing a step in the
four-step verification process. After each successful scan, a checkmarks appears next to a hand icon. You
have completed the process when checkmarks appear next to all the icons.
8. Do one of the following:
 If you need to redo a scan, press Re-Scan.
 Optionally, press Verify to check that the employee is now enrolled.
 If the scans were successful, press Close.
The Time Clock screen resets so that you can enroll a new employee.
Enrolling or re-enrolling an employee with a PIN
Before completing these steps, make sure that the employee is present and that you know the employee’s
employee ID. The employee must select a four-digit PIN before enrolling.
1. Log in to the Time Clock as an administrator.
Note: For instructions on logging in as an administrator, see the Logging in to the Time Clock as an
administrator section.
The Time Clock Administrator screen appears.
2. Press Enroll Employees.
3. In the Enter employee ID to enroll field, enter the ID number of the employee whom you are enrolling
or re-enrolling.
4. Press the green arrow.
5. In the Enter PIN field, have the employee enter his or her four-digit PIN.
Note: It is important that the employee remember the PIN for future use.
6. In the Enter PIN Again field, have the employee reenter the four-digit PIN.
Note: Depending on the model of the Time Clock, you might be prompted as many as four times.
The Time Clock screen resets so that you can enroll a new employee.
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