TotalPass Small Business Premium Biometric Time … Small Business Premium . Biometric Time Clock . ... Payroll Interfaces ... Troubleshooting Remote Connection Problems - [PDF Document] (2023)

  • USER GUIDE TotalPass Small Business Premium

    Biometric Time Clock

    Icon Time Systems, Inc. [emailprotected] www.icontime.com

  • Copyright 2015 Icon Time Systems, Inc. All rights reserved.

    Reproduction of this document in whole or in part is strictlyprohibited. This document may contain typographical or copy errors.TotalPass, Icon Time Systems, the Icon Time Systems logo, and allother Icon Time Systems product names mentioned in this documentare registered trademarks of Icon Time Systems.

    All other products, brand names, or company names mentioned inthis document are properties and trademarks or registeredtrademarks of their respective companies.

    Icon Time Systems, Inc. 9650 SW Nimbus Ave. Bldg 14 Beaverton,OR 97008 Phone: 800.847.2232 [emailprotected]www.icontime.com

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    mailto:[emailprotected]://www.icontime.com/

  • TotalPass Small Business Premium User Guide

    Table of Contents Chapter 1: Getting Familiar with Your TimeClock ..........................................................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..............................................................................................................................9

    Navigating the Time Clock Software...............................................................................................................................10 Home Page......................................................................................................................................................10 Lists Menu........................................................................................................................................................10 Reports Menu.................................................................................................................................................11 Files Menu........................................................................................................................................................11 Settings Menu................................................................................................................................................11 Help Menu.......................................................................................................................................................11

    Chapter 2: Setting Your Time Clock Preferences........................................................... 12Setting 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 / SMTP Preferences:...................................................................................................................................................18

    Outgoing Email Settings (SMTP Server)...............................................................................................19 Common SMTP Server Settings...............................................................................................................20

    Setting Your Alert Preferences...........................................................................................................................................21 Alert Setup.......................................................................................................................................................22

    Creating Custom Fields.........................................................................................................................................................23 Chapter 3: Setting Up Your Employees..........................................................................24

    Employee List............................................................................................................................................................................24 Make Employees Inactive...........................................................................................................................24 Time Remaining Before Overtime...........................................................................................................25

    Adding Employees..................................................................................................................................................................25 Employee Information.................................................................................................................................25 Employee Settings........................................................................................................................................26 Lunch Time Deduction................................................................................................................................27 Web Punch Time Clock Settings.............................................................................................................28

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  • Biometric Settings.........................................................................................................................................28 Accrual Settings (Upgrade Required)....................................................................................................28 Delete Employees Punches......................................................................................................................28

    Chapter 4: Using Biometric Fingerprint Entry............................................................... 29Overview.....................................................................................................................................................................................29

    Time Clock Functions...................................................................................................................................29 Enrolling Employees Fingerprints Using Self Enroll...................................................................................................30 Biometric Settings...................................................................................................................................................................31

    Biometric Settings by Employee..............................................................................................................31 System-wide Biometric Preferences.......................................................................................................31

    Chapter 5: Clocking In and Out.......................................................................................32 Punching In and Out..............................................................................................................................................................32

    Biometric Finger Scan Entry......................................................................................................................32 Tips for Best Finger Scan Quality............................................................................................................32 Proximity Badge Entry.................................................................................................................................33 Web Punch Time ClockEntry....................................................................................................................33

    Tracking Paid Breaks..............................................................................................................................................................34 Department Change (Punch In andTransfer)...............................................................................................................34 Entering Tips, Job Numbers or Piece Counts...............................................................................................................35

    Collecting Employee Inputs on an In Punch.......................................................................................35 Collecting Employee Inputs on an Out Punch...................................................................................36

    Chapter 6: Departments and Supervisors......................................................................37 Departments.............................................................................................................................................................................37

    Customize Your Departments..................................................................................................................37 Assigning/Changing Departments.........................................................................................................38

    Supervisors................................................................................................................................................................................38 Setting Supervisor Permissions................................................................................................................39 Assigning Employees to a Supervisor...................................................................................................39

    Supervisor Login......................................................................................................................................................................40 Chapter 7: Generating Reports........................................................................................41

    Reports Overview....................................................................................................................................................................41 Adding a Punch.............................................................................................................................................42 Adding Non-Work Hours (Holiday and Non-Worked)...................................................................43 Editing a Punch..............................................................................................................................................44 Viewing Additional Reporting Details...................................................................................................44

    Punches from Failed Biometric Punch Verification....................................................................................................45 Using the Attendance Report.............................................................................................................................................46 Using the Timecard Report.................................................................................................................................................46 Using the Department Report............................................................................................................................................47 Using the Timecards by Department Report................................................................................................................47 Creating Custom Reports.....................................................................................................................................................48

    Chapter 8: Alternate Employee Entry Options............................................................... 49Web Punch Employee Entry................................................................................................................................................49

    Setting Up Your Employees - Web Punch Time Clock....................................................................49

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  • Punching In/Out Using Web PunchEntry............................................................................................50 Clocking In/Out from GPS Enabled Smart Phone Location Tracking.................................... 51 IP Address Restriction..................................................................................................................................51 Setting Authorized IP Addresses by Employee..................................................................................52 Running Reports with the Web Punch Time Clock..........................................................................53

    Using Proximity Badges........................................................................................................................................................53 Assigning Proximity Badges to an Employee.....................................................................................53 Locking the Time Clock Terminal Keypad............................................................................................54 Punching In/Out Using Proximity Badges...........................................................................................54

    Chapter 9: Maintaining Your Time Clock.......................................................................55 Creating a Data Backup........................................................................................................................................................55

    Data Backup from the Software Interface............................................................................................55 Data Backup to a USB Flash Drive..........................................................................................................56

    Restore Time Clock Data Backup......................................................................................................................................56 Restore a Time Clock Data Backup from the Software Interface................................................ 56 Restore a TimeClock Data Backup from a USB Flash Drive......................................................... 57

    Removing Data from Your Time Clock...........................................................................................................................57 Updating Your Time Clock...................................................................................................................................................58

    Updating Your Time Clock from the Software Interface................................................................ 58Updating Your Time Clock Using a USB Flash Drive........................................................................59

    Resetting Your Time Clock Passwords............................................................................................................................59 Resetting the Software InterfacePassword.........................................................................................59 Resetting the Supervisor Mode Security Code..................................................................................60 Changing Your Time Clock Software Interface Password..............................................................60

    Chapter 10: Time Clock Terminal Supervisor Mode Options....................................... 61 Log Into Supervisor Mode...................................................................................................................................................61 Parent Clock Supervisor Mode Settings.........................................................................................................................62

    View IP Address.............................................................................................................................................62 Assign Badges................................................................................................................................................62 Set Date/Time.................................................................................................................................................62 View Serial #....................................................................................................................................................63 View Version #...............................................................................................................................................63 Download Backup.........................................................................................................................................63 Restore Backup..............................................................................................................................................63 Enable Upgrade.............................................................................................................................................63 Reset Password..............................................................................................................................................63 Erase All Memory..........................................................................................................................................64 Convert to Child.............................................................................................................................................64

    Additional Child Clock Supervisor Mode Settings......................................................................................................64 View ParentIP.................................................................................................................................................64 Force Connect................................................................................................................................................64 Force Full Sync................................................................................................................................................64 Show Sync Status..........................................................................................................................................64 Convert to Parent..........................................................................................................................................65

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  • Chapter 11: Software Upgrades......................................................................................66 Enabling Software Upgrades..............................................................................................................................................66 Employee Capacity Upgrades.............................................................................................................................................67 Web Punch Employee Entry................................................................................................................................................67 Benefit Tracking Upgrade....................................................................................................................................................67

    Benefit Tracking and Accruals..................................................................................................................68 Non-worked Hours and Benefit Time (Vacation, Sick, Personal)................................................ 68

    Chapter 12: Multi-clock Configuration..........................................................................72 System Requirements..................................................................................................................................72

    Connecting Multiple Time Clocks.....................................................................................................................................72 Set Up the Parent Clock..............................................................................................................................72 Set Up the Child Clock(s)............................................................................................................................73

    Multi-Clock Software Settings and Optimal Configuration....................................................................................74 Chapter 13: Configure the Time Clock for Remote Access........................................... 76

    System Requirements............................................................................................................................................................76 Step 1: Set Up the TotalPass on the Local Network...................................................................................................77 Step 2: Router Configuration..............................................................................................................................................77

    Assign a Static IP Address to the Time Clock.....................................................................................77 Set Up Port Forwarding on the Router...........................................................................................................................78 Step 3: Connect to Your TotalPass over the Internet................................................................................................79 Remote Connection Frequently Asked Questions......................................................................................................80 Troubleshooting Remote Connection Problems.........................................................................................................81 Standard Remote Connection Setup Diagram............................................................................................................82 Connect Clocks Remotely with Multi-clock Diagram................................................................................................83

    Warranty Information......................................................................................................84 FCC Part 15........................................................................................................................86

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  • 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 softwarefor the first time

    How to get help

    Navigating through the software

    Introduction

    Welcome Thank you for choosing Icon Time Systems, we appreciateyour business. Our mission is to provide our customers withease-of-mind through our quality products and excellent customerservice. All of us at Icon Time Systems wish to thank you forplacing your trust in our products. We pride ourselves on beinginnovators in the time and attendance industry, by developingproducts that are quick to install, simple to operate and reliable.Use this guide to learn how to use the TotalPass Small BusinessPremium time and attendance system to perform essential tasks thatwill make tracking employee time, as well as your payrollprocesses, more efficient. The TotalPass Biometric system offersbreakthrough web-enabled technology that brings the simplicity ofembedded software to your time and attendance system, all withoutrequiring Internet access.

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  • 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 portforwarding to port 9844.

    For Direct to Connection

    Any Web browser on a PC or Mac that the clock is directlyconnected to.

    Available USB port on Windows PC or available Ethernet port onWindows 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+

    Features The TotalPass Small Business Premium Biometric is theperfect fit for a growing business that requires a time clock thatcan keep up with changing needs. This time clock is ideal for thosecompanies looking for a feature-rich product that is fullysupported 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 amaximum of 50

    Proximity badge entry option (badges sold separately)

    Email supervisor alerts upon failed finger scan, high/low hoursworked, or approaching overtime

    Configurable for remote Internet access

    SSL data encryption for secure data transfer over theInternet

    Paid break tracking

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  • QuickBooks, ADP and Paychex Online Payroll Interface

    Automatic lunch time deduction

    Timecard, Attendance, and Deparment based reports

    Enter Holiday and NonWorked Hours for one or more employees

    Track tips, job numbers, or piece counts with employee entry atthe clock

    Department tracking with department transfers at the clock

    Individual supervisor logins with employee assignment

    Connect up to 25 clocks together, sharing one software (500employee max)

    Available TotalPass Upgrades

    Benefit Tracking and Accruals This upgrade allows forautomatically calculating vacation, sick, and personal time off.Accrual rates and tracking are customized per employee for maximumpolicy flexibility.

    Upgrade Employee Capacity Expand your system with your business,upgrade the employee capacity from the standard of 100 employees to250 or 500 employees.

    Employee Web Punch Entry Provides the employees with an optionto punch In and Out from their Web browser on their officecomputer, smart phone or tablet. The systems comes with 15 employeeWeb Punch Entry licenses included, upgrade for a mximum of 50employee Web Punch licenses.

    Connection / Setup Refer to the TotalPass Quick Start Guide forinstructions on setting up your employee time clock's connectionand logging into your time clock for the first time. You can find acopy of the Quick Start Guide at the link below:http://www.icontime.com/index.php/docs/collateral/TotalPass_Biometric_Time_Clock_QSG.pdf

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    http://www.icontime.com/index.php/docs/collateral/TotalPass_Biometric_Time_Clock_QSG.pdf

  • Logging In To log in and view employee information and punchdetails, enter the time clocks assigned Internet Protocol (IP)address into your Internet browser address field. You must enterthe address exactly as displayed below. For example, if theassigned address is 192.168.2.103, enter that text directly intothe address field, preceded with http://.

    Note: If you are logging in using USB, click the Employee TimeClock Login icon on your desktop or follow the same instructionsdescribed above, entering 127.0.0.1 as the IP address.

    Support and Troubleshooting For your convenience,troubleshooting tips and how-tos can be found on our technicalsupport site at www.support.icontime.com. This system includes a30-day trial of our Gold Technical Support Plan, which includesunlimited telephone, email, and remote assistance support. Supportcan be reached Monday through Friday from 7:30am to 4:30pm (PST) at(800) 847-2232 option 1 or via email at [emailprotected]

    Payroll Interfaces Your time clock package includes QuickBooks,Paychex Online Payroll, and ADP Payroll Export interfaces, as wellas a CSV export. To download the Payroll Export program, click onthe appropriate link below:

    QuickBooks www.icontime.com/utc-quickbooks-export

    Paychex Online Payrollwww.icontime.com/utc-paychex-online-payroll-export

    ADP www.icontime.com/utc-adp-payroll-export

    Register your Time Clock The first time you log in to your timeclock, you will be prompted to register it. Register your timeclock to ensure that you receive email notification of freesoftware updates, your manufacturers 1 year hardware warranty, and30 days of free technical support.

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    http://www.support.icontime.com/mailto:[emailprotected]://www.icontime.com/utc-quickbooks-exporthttp://www.icontime.com/utc-paychex-online-payroll-exporthttp://www.icontime.com/utc-adp-payroll-export

  • Navigating the Time Clock Software

    The time clock interface is designed to allow you to quickly andeasily complete your tasks and run your reports. In this sectionyou 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 cursorover 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 aquick glance at the activity on your time clock, includingnotifications of custom alerts. The Home page also contains helpfullinks to configure your software.

    Current Alerts The Home page displays important system alertsand time clock activity alerts.For instructions on customizing youralert settings, refer to Setting Your Alert Preferences in Chapter2. When you no longer want to be notified of a particular task oralert, check the box next to that item in the IGNORE column, andclick Submit. If you would like to see past alerts, click Show All.To view the details of the alert, click the alert link in theALERT/TASK list.

    Lists Menu Use the Lists menu for adding, modifying or deletingemployees, departments, supervisors, or enabling or disablingadditional 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 onconfiguring departments and additional time clock supervisors.

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  • Reports Menu Your time clock comes with four reports that makeit quick and easy to get the information you need to complete yourwork and process payroll. In addition, with the Create Reportoption, you can run custom filters for specific punch times, dates,employees, and departments. Use the Reports menu to access thereports. Refer to Chapter 7: Generating Reports, for additionalinformation on generating and customizing reports.

    Files Menu Use the Files menu to back up data, restore databack-ups, remove unneeded data, and update your employee timeclock, for additional information on time clock maintenance.

    Settings Menu Use the Settings menu to customize your payroll,overtime, punch, device, and alert preferences. Before running anyreports, set your preferences as described in Chapter 2: SettingYour Time Clock Preferences.

    Help Menu The Help menu gives you quick access to the HelpCenter and to view the About Your Clock page for your timeclock.

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  • Chapter 2: Setting Your Time Clock Preferences Before accuratereports can be generated and employee punch details are calculatedcorrectly, 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 theinstructions below to set your Pay Preferences.

    1. Select the applicable option from the Pay Period Typedrop-down menu:

    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

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  • 2. If you select the semi-monthly pay period, two additionaldate fields display that must be completed.

    Type the first day of the month that your pay period begins inthe Start Semi-Monthly on field.

    Type the second day of the month that your pay period begins inthe and on field.

    3. Click in the Last Pay Start field to open the calendar andselect the date that your previous pay period started.

    Tip: Use the > 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 andselect the date that your current pay period started.

    5. Click in the Next Pay Start field to open the calendar andselect the date that your next pay period will start.

    6. Type the time of day that your workday begins in the DayStart field. You only need to modify this setting if your companyhas a 24-hour work schedule and needs to accommodate overnightshifts; it is recommended that this setting remain at 12:00am.

    7. Select the day of the week that your work week begins fromthe Week Start drop-down menu. The company's weekly overtimecalculations are based on this setting.

    Setting Your Overtime Preferences

    Your Overtime Preference settings are on the Pay tab underPayroll Preferences. The TotalPass comes standard with two levelsof daily and weekly overtime and consecutive day overtime. Overtime(OT1) is calculated at time-and-a-half (1.5) the rate of pay, anddouble overtime (OT2) is calculated at two times the rate of pay(2.0). Follow the instructions below to set your OvertimePreferences.

    1. To set daily overtime rules, type the number of hours anemployee must work in one day before they receive overtime pay inthe Day OT1 After and the Day OT2 After fields as required. If yourcompany does not pay daily

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  • overtime, type 99.

    2. To set weekly overtime rules, type the number of hours anemployee must work in one week before they receive overtime pay inthe Week OT1 After and the Week OT2 After fields as required. Ifyour company does not pay weekly overtime, type 99.

    3. To set consecutive day overtime rules, change the ConsecutiveDay OT drop-down menu to Yes. This option will pay OT1 and/or OT2as selected to employees on the seventh consecutive day of work,regardless of hours worked during the work week. This rule is mostcommonly used by unions and in California. If your company does notpay consecutive day overtime, change the Consecutive Day OTdrop-down menu to No.

    Note: Making a change to the overtime options prompts the timeclock to restart. Doing so will

    make the time clock unavailable until the clock fullyreboots.

    4. Click Submit to save your settings and return to the Homepage.

    Setting Your Punch Preferences

    Select Settings | Preferences and click on the Punch tab. ThePunch Preferences section displays.

    Note: The rounding rule selected affects all punches systemwide. The original punch time remains unchanged on the employeetimecard. The punch hours round according to the rounding rulesset.

    Follow the instructions below to set your Punch Preferences.

    1. Select the applicable rounding type from the Rounding Typedrop-down menu.

    None (No Rounding): Accumulates 100% of all time registered onthe clock.

    15 Minute (7/8 Rounding): Rounds and calculates punches to thenearest quarter hour (15 minutes). The split occurs in the middleof each quarter hour.

    To illustrate: An In punch of 7 minutes 59 seconds roundsback

    An In punch of 8 minutes 00 seconds rounds forward

    Example: An In punch of 7:52 am would calculate as 7:45 am. AnIn punch of 7:53 am would calculate as 8:00 am.

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  • 15 Minute Slant (10/5 In, 5/10 Out): Quarter hour roundingsimilar to above except the break point occurs on the 5th minute or10th minute depending on whether it is an In punch or an Outpunch.

    To illustrate: An In punch of 4 minutes 59 seconds roundsback

    An In punch of 5 minutes 00 seconds rounds forward

    An Out punch of 9 minutes 59 seconds rounds back An Out punch of10 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 Outpunch at 4:50 pm would calculate as 5:00 p.m.

    10th Hour: Rather than rounding the punch hours, this selectioncalculates punches from the tenth hour point and advances each sixminutes.

    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 punchfrom :30 minutes after the hour to :35 minutes after the hourrounds 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 makesthe next punch an In punch after a determined number of hours. Thisoption is convenient if an employee forgets to punch Out.

    This option is only used when an employee entry method is set toAutomatic. Refer to Chapter 3: Setting Up Your Employees, foradditional information.

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  • 3. Check the Flag edits on reports checkbox to flag manuallyedited punches on reports. If checked, all edited punches aremarked with E.

    4. Type the number of minutes in the Reject Like Punches withinfield. If an employee accidentally tries to enter the same type ofpunch at the time clock, within the minutes specified, the secondpunch is ignored.

    5. Click Submit to save your settings and return to the Homepage.

    Note: Making a change to the rounding options will prompt thetime clock to restart. Doing so will

    make the time clock unavailable until the clock fullyreboots.

    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 areused to track employee tips, piece counts, or job numbers. Thisoptional data will be recorded on the Timecards and Timecards byDept. Report. Select Settings | Preferences and click on the Punchtab. The Punch Preferences screen displays. Follow the instructionsbelow to set your Employee Input Preferences.

    1. Enable Employee Inputs by selecting Enabled in the TrackEmployee Inputs drop-down menu. Additional Employee Input optionswill display.

    2. Enter a custom name for the Employee Input. Common names maybe; Tips, Job #, Piece Counts.

    3. Select the Collection Type from the drop-down menu.

    Currency: used for collecting tips or other currency relateddata.

    Number: used for collecting any non-currency related numericaldata such as piece counts or job numbers.

    4. To determine whether the employee will enter the data on theIn punch or Out punch, select the Collect On value from thedrop-down menu.

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  • 5. If you would like to total the employee input data on theTimecard report, select the Show Totals check box.

    Setting Your Device Preferences

    Select Settings | Preferences and click on the Device tab to goto the Device Preferences screen. Important information such asyour Database Version, Software Version, and time clock serialnumber will appear at the top of this section Follow theinstructions 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-downmenu.

    2. Select the length of the custom employee PIN (ID number) fromthe PIN Number Length drop-down menu. Customize employee PINs (IDnumbers) 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 fromviewing another employees PIN.

    4. Use System Prompt 1, 2, and 3 fields to set up to threecustom prompts at the employee time clock terminal. The defaultsystem prompt on the time clock display is Scan Finger, EnterPIN.

    Companies often use this feature for employees that speaklanguages other than English and to send global messages toemployees.

    Examples: Marque Su Numero Work Safely Closed Tomorrow

    5. Type a unique 6-digit security code in the Supervisor Codefield to secure the employee time clock.

    Important: You need this code to access Supervisor Mode on theemployee time clock. The default supervisor code is 00 00 00.

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  • 6. Check the Lock Keypad checkbox to lock the keypad and preventkeypad entry of employee ID numbers (PIN) at the employee timeclock. Use this option if you purchased proximity badges and you donot want employees using the keypad.

    7. Check the Use Daylight Savings checkbox if you want the timeclock to automatically adjust time for daylight savings.

    8. Select the default time frame to view the Attendance Reportscreen from the Default Attendance Report To drop-down menu.

    9. Select the default time frame to view the Timecards Reportscreen from the Default Timecard Report To drop-down menu.

    10. Type the number of minutes to refresh the alerts on the Homepage in the Refresh Home Page Every field. If your system runsslow, type a larger number for the refresh time.

    11. SSL data encryption ensures that all data passed between thetime clock and web browser remains private. Check Use SSL Server toenable this option.

    Note: You cannot enable SSL with a direct USB connection to thecomputer. The time clock must be connected to the network.

    12. Check the Use Popup Windows for Edits checkbox to have aseparate pop-up window display when editing a punch in a reportscreen. This allows you to view the original report screen in thebackground while you edit. We recommend keeping this optionchecked.

    13. Check the Show total hours at the clock checkbox to displaythe employees total daily hours after the employee punches out.

    14. Click Submit to save your settings and return to the Homepage.

    Multi-clock Preferences: Multi-clock refers to multiple timeclocks connected together to share one database. For additionalinformation on setting up multi-clock preferences, refer to Chapter12: Multi-clock Configuration.

    Web Punch Preferences: For additional information on setting upyour Web Punch Preferences, refer to Chapter 8: Alternate EmployeeEntry Options.

    Email / SMTP Preferences:

    The TotalPass Small Business Premium application allows systemalerts to be automatically e-mailed to one or more supervisors. Thesystem will send email alerts if an employee has a phot

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  • punch that needs verification, as employees come and go, beforethey accumulate overtime, if they leave early, and more.

    Important: To send email alerts, you must have a SMTP serveravailable. Contact your network

    administrator to find out if your company has a SMTP server. Werecommend using Google's free Gmail account for companies thatdon'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 postalassistant, handling the sending of emails from an email client toan email server. It receives outgoing mail messages from users androutes them to the intended mail recipients.

    Outgoing Email Settings (SMTP Server)

    1. To assign your SMTP server settings, go to Device Preferencesby clicking Settings | Preferences | Device.

    2. Type your complete SMTP e-mail server address in the ServerAddress field. If you do not have this information, contact yournetwork administrator or your service provider.

    3. If you enable SSL, you may need to specify the mail serverport by entering a colon and then the port number after the serveraddress.

    Example: smtp.gmail.com:587 connects to smtp.gmail.com and usesport 587. If a port number is not defined, default port number 25is used.

    4. Check the Use SSL for SMTP checkbox to use data encryptionwhen sending e-mails. Using SSL may be a requirement for some SMTPserver providers and may require that you define the SMTP port.

    5. Check the Use STARTTLS checkbox if you are using SSL and yourSMTP service provider requires that you first connect to the serverusing an unsecureconnection. .

    6. Check the Use Authentication checkbox if your SMTP serverrequires a username and password to send e-mails.

    7. Enter the Auth Username if you checked Use Authentication;enter your SMTP server username.

    8. Enter the Auth Password if you checked Use Authentication;enter your SMTP server password.

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  • 9. Type the e-mail address you want to display in the FROM fieldin your e-mail in the Alert From Address field. The default settingis 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. Click Submit to save your settings.

    For your convenience, configuration settings for the most commonSMTP Server providers are located in the following section.

    Common SMTP Server Settings Refer to the list below to find themost common SMTP Servers and their configuration settings. If yourInternet Service Provider (ISP) is not on the list below, contactyour ISP or Network Administrator for configurationinstructions.

    Gmail Server Address: smtp.gmail.com:587 Use SSL: checked UseSTARTTLS: checked Use Authentication: checked Auth. Username: Gmailaccount email address ([emailprotected]) Auth. Password: Gmailaccount password Alert From Address: Gmail account email addressEmail Domain Name: optional customization Comcast Server Address:smtp.comcast.net:465 Use SSL: checked Use STARTTLS: un-checked UseAuthentication: checked Auth. Username: Comcast username Auth.Password: Comcast account password Alert From Address: Comcastaccount email address Email Domain Name: optional customization

    Verizon Server Address: outgoing.verizon.net:587 Use SSL:un-checked Use STARTTLS: un-checked Use Authentication: checked

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  • Auth. Username: Verizon username Auth. Password: Verizon accountpassword Alert From Address: Verizon account email address EmailDomain Name: optional customization

    Apple MobileMe / iCloud Server Address: smtp.mac.com:587 UseSSL: user preference Use STARTTLS: if user selects to use SSL aboveUse Authentication: checked Auth. Username: MobileMe/iCloudusername Auth. Password: MobileMe/iCloud account password AlertFrom Address: MobileMe/iCloud account email address Email DomainName: optional customization

    Setting Your Alert Preferences

    1. Select Settings | Preferences and click on the Alert tab tosetup the alert notices displayed on the Home page. The Home pageupdates based on your time setting for the Check Alerts Every fielddescribed below.

    2. Type the least amount of hours an employee can work per shiftin the Alert Low Hours at field. If an employee works fewer hoursthan is specified, an alert generates. To disable this alert, setthe alert value to 0.

    3. Type the amount of hours an employee can work per shift inthe Alert High Hours at field. If an employee works a shift morethan the hours specified, an alert generates. To disable thisalert, set the alert value to 99.

    4. Type the maximum amount of hours an employee can work pershift in the Alert High Hours at field. If an employee works ashift more than the hours specified, an alert generates and thehours stop accumulating for that given shift. To disable thisalert, set the alert value to 99.

    5. Alert Day Overtime OT at triggers an alert before employeesreach daily overtime by using the daily overtime value that you setunder Overtime Preferences.

    Example: If you have Day OT1 set to 8 hours and Alert DayOvertime OT set to 2 hours, an alert posts to the Home page whenthe employee reaches 6 hours worked for the day.

    6. Alert Week Overtime OT at triggers an alert before employeesreach weekly overtime by using the weekly overtime value that youset under Overtime Preferences.

    21

  • Example: If you have Week OT1 set to 40 hours and Alert WeekOvertime OT set to 8 hours, an alert posts to the Home page whenthe employee reaches 32 hours worked for the week.

    7. Type the number of minutes to check alerts in the CheckAlerts Every field. New alerts are checked and posted to the Homepage based on the time entered here. To maximize system speed andperformance, we recommend setting this value to 10 minutes ormore.

    8. Click Submit to save your settings and return to the Homepage.

    For additional Alert configuration, select Settings | AlertSetup.

    Alert Setup Using the Alert Preferences set earlier, selectSettings | Alerts Setup, and follow the instructions below to setup Home page and email alerts (with Email Alerts Upgrade).

    Enabling/Disabling Alerts: To disable an alert, deselect thecheckbox in the far left column. This prevents the alert from beingposted on the Home page

    Lifetime: Use the drop-down menus under the Lifetime column toselect the amount of time the alert remains on the Home page. Afterthat time, the alert is automatically removed.

    E-mail: Select how often you would like an e-mail alertsent.

    Repeat: Select how often you would like an e-mail alert to beresent using this drop-down menu.

    Recipient: Type the alert recipients e-mail address. Formultiple addresses, add a space or comma in between each e-mailaddress.

    22

  • Tip: We recommend disabling any unused alerts to minimize theresources used by your time clock and optimize systemperformance.

    Creating Custom Fields

    The TotalPass offers 10 additional fields for tracking staticinformation in Custom Fields. These fields display in the system oremployee pages.

    ADP EXPORT: Use the Custom Field to track the employees ADPPayroll ID. Refer to the ADP Export User guide installed with theADP Payroll Export for instructions.

    System: These fields display on the bottom of the Custom Fieldspage.

    Employee: These fields display on the bottom of each employeesEdit Employee page. Follow the instructions below to set yourCustom Fields.

    1. Type the title for the custom information in the Title forField X field (X being the field number).

    2. Select where this custom field should display from the AssignField X to drop-down menu (X being the field number).

    3. Click Submit to save your settings and return to the Homepage.

    4. Go to the new custom field on the page specified and enterinformation as needed.

    23

  • Chapter 3: Setting Up Your Employees After setting up your payperiod and other preferences, set up the employees in thesystem.

    Adding employees

    Setting up automatic lunch deductions

    Set up Web Punch entry TotalPass Small Business Premium comeswith a 100 employee limit and can be upgraded to handle up to atotal of 500 employees.

    Employee List

    A list of your employees and their ID numbers are in the ListsMenu under Employees. By clicking on the column header to sort bythat particular column.

    Make Employees Inactive Making an employee inactive removes themfrom the Employee List and hides the employee data from thereports. Inactive employee punch data remains stored in thedatabase.

    24

  • To make an employee inactive, deselect the checkbox in the farleft column, click Submit.

    To select all employees, and make them active, click on SelectAll.

    To make all employees inactive, click Select None.

    To show inactive employees, click on the Show Inactiveoption.

    Time Remaining Before Overtime

    The Daily column displays the number of hours left in the daybefore the employee starts earning daily overtime.

    The Weekly column displays the number of hours left in the weekbefore the employee starts earning weekly overtime.

    The Consecutive Days column displays the number of days left inthe work week before the employee starts earning consecutive dayovertime, when this option is enabled in Pay Preferences.

    To edit employee information, click the employee ID number inthe Display ID column. This displays the Edit an Employeescreen.

    Adding Employees

    To customize an employee, select an employee or one of theavailable employee slots. Follow the instructions below to set upan employee.

    Employee Information

    First Name: Enter the employee's first name.

    Middle Initial: Enter the first initial of the employee's middlename.

    Last Name: Enter the employee's last name.

    Display Name: Enter the name that the employee will see at theclock and on reports.

    25

  • Address: Enter the employees address. This field isoptional.

    Employee Settings

    Display ID: Type the assigned company Employee ID number orPayroll ID number , or PIN number. The Display ID is the numberthat will appear on the timecard reports.

    PIN/Badges: The employee PIN number is used to clock In or Outat the time clock. Type the custom PIN you want to assign to theemployee. The default PIN length is set to four digits; you cancustomize the PIN length up to nine digits under DevicePreferences.

    Departments: Select departments to assign to the employee. Theemployee is able to transfer into these at the time clock. If youare tracking paid breaks, set the first department to Break.

    Specify a wage the employee is paid for working in the assigneddepartment.

    If Employee Inputs are enabled under Punch Preferences, you willsee an additional check box option in the departments table totrack employee input.

    If you are assigning more than one department, specify the orderthat the departments will be displayed at the clock when theemployee clocks In.

    For additional information on setting up departments, refer toChapter 6: Departments and Supervisors.

    Active: All employees default to an active status. Deselect thischeckbox to make the employee inactive and to hide their name fromreports.

    Entry Method: This option determines the procedure for punchingin and out by the employee at the employee time clock. Select thedesired method from the drop-down menu.

    Review the description of the time clock entry methods below andchoose your entry method carefully.

    26

  • Validated: The employee is required to either punch in or out atthe employee time clock. The correct option blinks on the timeclock display. The employee is required to press the correct key atthat 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 currentshift. The punch information can be edited in the software so theproper punch out time and date is recorded on the reports.

    Non Validated: In and Out displays under the employee's name atthe employee time clock. The employee is required to press thecorrect key at that time, either In or Out. Either entry isaccepted by the employee time clock.

    Automatic: This is also known as Swipe and Go. After theemployee enters their PIN/badge number, the time clock displays theemployee name and the message, Entry Recorded. The employee is notallowed to make any other selections at the time clock. Thisprovides a simple and quick method to punch at the time clock.Youcannot make lunch overrides or hours adjustments to these types ofpunches. Refer to the Adding a Punch section on page 42 foradditional information.

    Lunch Time Deduction

    Enable Automatic Lunch Deduction to have the time clockautomatically deduct the employee lunch time for the day or thepunch pair.

    In the Lunch At field, enter the number of hours the employee isrequired to work before the lunch period automatically deducts fromthe employees 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 Inpunch is used to calculate the lunch deduction time. If an employeegoes to break or punches Out before the lunch time is deducted, theLunch At trigger will be started again.

    When Per Day is selected, the total amount of the employeeshours for the day will be added up to determine whether the LunchAt threshold has been met. Lunch deduction will occur once thethreshold has been met.

    27

  • Note: Only one lunch deduction will occur per day when Deduct isset to Per Day. Manually entering a lunch deduction will prevent anautomatic lunch deduction from occurring that day.

    Web Punch Time Clock Settings Web Punch Time Clock Settings: TheTotalPass Small Business Premium allows for up to 15 employees topunch 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 tobiometric entry by default and have biometric entry enabled. Todisable the biometric entry option for an individual employee,select Disabled. Once biometric entry is disabled, any fingerprinttemplates that may be stored in the system, from employeeenrollment, will be deleted when biometric entry is disabled. Referto Chapter 4: Using Biometric Fingerprint Entry, for instructionson setting up and using biometric fingerprint entry for yourempoyees.

    Accrual Settings (Upgrade Required) Accrual Settings: used withthe benefit tracking and accruals feature included with the BenefitTracking upgrade. Benefit Accruals allow you to track and manageVacation, Sick, and Personal Time benefits. Benefit Tracking andAccruals allow you to automate maximum accrual amounts, yearlycarryover, and borrowing of benefits. Use these settings when theBenefit Tracking upgrade has been enabled and Benefit Accruals areallowed. For additional information on this option, refer toChapter 11: Software Upgrades.

    Delete Employees Punches Delete All Punches for this Employee:This is typically used when an employee leaves the company and youwant to re-use the employee ID (PIN).

    1. To delete the employee's punches, click Delete all punchesfor this employee.

    2. Click OK.

    Note: Before purging employee punches, we recommend that yousave a backup of your data. This allows you to view that employee'sdata at a later date.

    28

  • Chapter 4: Using Biometric Fingerprint Entry Prevent buddypunching and enroll employees to punch In and Out using theirfingerprint:

    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

    Supervisor Mode

    Clear

    Enter

    Info/Hours Lookup

    Break/Dept. Transfer

    Speaker

    Camera Indicator LED

    Fingerprint Reader Up / Down

    29

  • 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 timeclock terminal options.

    Info - Displays daily and weekly hourly totals for theemployee.

    Break/Dept. Transfer - Used by the employee to transfer into aDepartment or Paid Break.

    In/Out - Used by the employee to punch IN or OUT.

    Fingerpring Reader Used by the employee to punch In or Out withbiometric verification.

    Camera Used for Photo Verify, when enabled, takes a picture ofthe employee and emails a notification to the Supervisor(s) after 3failed finger scans.

    Enrolling Employees Fingerprints Using Self Enroll

    Enrolling employees fingerprints for biometric entry is simpleand fast with the TotalPass self enroll option. Employees assignedto biometric entry must have their fingerprints enrolled in thesystem in order to begin clocking In and Out. A printable EmployeeEnrollment Guide is available for use. Post this guide next to thetime clock to assist employees with initial fingerprintenrollment.

    Follow the instructions below to enroll employees.

    1. In the time 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 Listand post it next to the time

    clock. Employees can refer to this list for their PIN whenenrolling their fingerprint.

    2. Enter the assigned PIN/badge number on the time clockterminal. The employee name displays on the time clock. Theterminal will then prompt the employee to scan their finger.

    30

    http://www.icontime.com/index.php/support/knowledge-base-search/44-user-manuals/1024-totalpass-biometric-fingerprint-enrollment-guide

  • 3. Place the employee finger centered in the scanner. Thescanner will light up. When prompted remove the finger from thescanner.

    If the scan was successful you will be prompted to scan thefinger two additional times.

    If the scan fails and the clock is unable to get a good image ofthe fingerprint, a prompt to enter the assigned PIN/badge numberagain will display.

    4. Once the fingerprint reader has taken 3 good images of theemployee fingerprints the message Enrollment Successful willdisplay. The employee is then able to clock In and Out.

    Biometric Settings

    Biometric Settings by Employee Enabling and disabling biometricentry requirements for an employee can by done on the Edit anEmployee page. Refer to Biometric Settings on page 28 forinstructions on how to do this.

    System-wide Biometric Preferences Customize the system-widebiometric preferences by going to Settings | BiometricPreferences.

    Photo Verification Preferences Even the most well-made biometricfingerprint systems have a difficult time scanning and verifyingdirty, warn, or light fingerprints. Punch Photo Verification offers100% verification, even in the even that the fingerprint cannot beread by the reader.Enable Photo Verification to have the time clockautomatically take the employees picture, if the fingerprint scanis rejected after a select number of times. The employees photowill be taken, the supervisor(s) will receive an alert of theactivity, and the punch will be flagged on the report forsupervisor approval. The employee will not be notified of thefailed finger scan or their Disabling this option will prevent theemployee from punching in without having their fingerprint verifiedby the time clock.

    After Number of Attempts allows you to customize at which pointthe photo should be taken, after 1, 2, or 3 failed biometric fingerscans.

    Note: When the photo is taken on a failed finger scan, theemployee is able to punch In/Out. They are not notified of thefailed finger scan or of their photo being taken.

    31

  • Chapter 5: Clocking In and Out This section describes employeefunctionality at the clock including:

    How to clock In and Out with a PIN, proximity badge, or throughthe 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 mayvary depending on the entry method selected. Refer to Chapter 3:Setting Up Your Employees, for additional information.

    Biometric Finger Scan Entry When using the biometric finger scanentry option, employees can enter one of two ways; through IdentifyMode, where an employee scans their finger and the clock

    Tips for Best Finger Scan Quality

    Employees with fine fingerprints (light ridges) may have a moredifficult time with finger scan acceptance. Ensure that the fingeris clean and dry.

    Very dry fingers may not have a high quality scan. Applying handlotion make the fingerprint ridges more visible and increase thequality of the fingerprint scan.

    Press down with gentle pressure when scanning the finger.

    If the finger scan is continually rejected, enroll the employeesfinger again. If the employee has fine fingerprints (light ridges),enroll the thumb or other finger that has the most visibleridges.

    32

  • Identify Mode Identify Mode allows the employee to scan theirfinger for clock In/Out without entering a PIN first.

    1. Scan the enrolled employee finger. The employee name displayson the time clock. Under the display name, the In and Out optionsdisplay. One of these options will be flashing.

    2. Press the corresponding In or Out key on the time clock. Oncethe punch is accepted, a message displays stating they punched Inor Out.

    3. After an employee punches Out, the total hours worked for theshift displays on the time clock display. Additional hoursinformation can be viewed by pressing the Up or Down key on thetime clock.

    4. If the fingerprint scan is rejected, tips for improving thequality of the scan will display on the clock.

    Verify Mode (with Photo Verify Option)

    1. Enter the assigned PIN/badge number on the time clockterminal. The employee name displays on the time clock. Under thedisplay name, the In and Out options display. One of these optionswill be flashing.

    2. Press the corresponding In or Out key on the time clock. Oncethe punch is accepted, a message displays stating they punched Inor Out.

    3. After an employee punches Out, the total hours worked for theshift displays on the time clock display. Additional hoursinformation can be viewed by pressing the Up or Down key on thetime clock.

    Proximity Badge Entry Refer to Chapter 8: Alternate EmployeeEntry Options for instructions on assigning proximity badges toyour employee(s) and for instructions on clocking In/Out usingproximity badges.

    Web Punch Time Clock Entry For instructions on assigning WebPunch Time Clock licenses, refer to Chapter 8: Alternate EmployeeEntry Options.

    33

  • Tracking Paid Breaks

    The TotalPass system allows better management of employee paidbreaks. Tracking paid breaks allows you to better manage the timeyour employees are taking during their paid break periods.

    Note: This option must be activated for each individualemployee, as discussed in Chapter 3: Setting Up Your Employees.

    To track time that an employee spends on their paid break, theemployee must be assigned to the break department and must transferinto the break department.

    To transfer into the break department, follow the instructionsbelow. The employee must already be punched In to the employee timeclock.

    1. Enter the assigned PIN/badge number on the time clockterminal, or wave the proximity badge in front of the numberpad.

    2. Instead of pressing Out, press the Break/Department Transferkey on the time clock.

    3. A message stating Going To... Break displays on the timeclock. To clock into break, press Enter. This punches the employeeout 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, orwave the proximity badge in front of the number pad.

    2. Instead of pressing In or Out, press the Break/DepartmentTransfer key on the time clock.

    3. A message stating Going To... Break displays on the timeclock. Press Up or Down to select the work department. To punch outof break and into work, press Enter. This punches the employee outof the break department and into the work department.

    Department Change (Punch In and Transfer)

    The TotalPass Small Business Premium can track time spent by anemployee in a particular department. Employees can be assigned tomultiple departments and will be prompted to select theirdepartment when punching In.

    34

  • Once the employee has been assigned to their departments, followthe instructions below for transferring to the department.

    1. Enter the assigned PIN/badge number at the time clock or wavethe proximity badge in front of the number pad, then press In.

    2. Use the Up or Down key to select the applicabledepartment.

    3. Press Enter.

    By pressing the Break/Department Transfer key, the employee hasthe ability to quickly transfer from one department to another.

    1. If an employee needs to punch out of one department and intoanother department, enter the assigned PIN/badge number at the timeclock or wave the proximity badge in front of the number pad, thenpress 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 isautomatically punched out of the previous department.

    Entering Tips, Job Numbers or Piece Counts

    The TotalPass Small Business Premium allows an employee to enteradditional data at the clock (Employee Inputs) on either an In orOut punch. Employee Inputs are used to track employee tips, piececounts, or job numbers. This optional data will be recorded on theTimecard Report. Follow the instructions below to collect employeeinput data on the In punch.

    Note: This option must be activated under Setting Your PunchPreferences and for each individual employee, as discussed inChapter 3: Setting Up Your Employees.

    Collecting Employee Inputs on an In Punch

    1. Enter the assigned PIN/badge number at the time clock or wavethe proximity badge in front of the number pad, then press In.

    2. If multiple departments are assigned, use the Up or Down keyto select the applicable department.

    3. Press Enter.

    35

  • 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 wavethe 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

    36

  • Chapter 6: Departments and Supervisors

    Track employees time by deparment

    Assign an employee to a supervisor with custom supervisorpermissions

    Departments

    The TotalPass Small Business Premium system has the ability totrack and report labor on a departmental level. Hours worked andlabor costs are included in these reports. Overall the systemsupports up to 32 different departments and each employee can beassigned to one, multiple or all 32 departments.

    Customize Your Departments To view the departments list, selectLists | Departments. Click an available department in theDepartment column to open the Edit A Department screen.

    1. Type a name for the department in the Department Namefield.

    2. All departments default to Active status. Uncheck the Activecheckbox to make them inactive.

    3. Enter any notes to be associated with this department in theNote field.

    4. If you have purchased the Benefit Tracking upgrade, you havethe option to set Revision Zones by department. Revision Zonesround punch hours to the start and end times of a specific shift.For additional information, refer to Revision Zones on page 68.

    5. Click Submit.

    37

  • Assigning/Changing Departments Each employee is automaticallyassigned to the first department in the list and must be assignedto at least one department. Follow the instructions below to assigna department(s) to an employee.

    1. Select Lists | Employee.

    2. Select an employee. On the Edit an Employee screen, locatethe Departments table.

    3. Select the department that you wish to assign to the employeefrom the drop-down menu.

    4. If you are assigning more than one department, enter theorder that the departments display at the time clock when theemployee punches in.

    5. The Add Department option automatically populates withadditional departments.

    6. Click Submit at the bottom of the screen to save yourchanges.

    Note: If employees punch for break, the break department is atthe top of the list and does not have an order number.

    Removing a Department To remove a department, select RemoveDepartment from the drop-down menu in place of an existingdepartment.

    Note: Employees who are assigned the Automatic Entry Method inthe program are not able to select departments at the employee timeclock terminal.

    Supervisors

    The TotalPass Small Business Premium allows for each supervisorto have their own separate time clock software login. Supervisorscan be assigned unique permissions settings to access differentareas of the system and specific employees.

    38

  • Setting Supervisor Permissions Follow the instructions below tosetup your supervisors.

    1. Select Lists | Supervisors.

    2. Click Add Supervisor.

    3. Type the supervisors Username, Supervisors First and LastName, and Password in the applicable fields.

    4. Designate the access Permission Level and Permission Typeusing the radio buttons.

    Click No Access to make the area off limits for thesupervisor.

    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 thatarea. Edits are not allowed.

    5. Once complete, click Submit to save user settings.

    After setting up a new supervisor account, it is recommended toassign employees to the supervisor. If you chose not customize thesupervisors assigned employees, they will have access to allemployees by default.

    Note: Once you click Submit, you cannot change the username. Tochange the username, you must create a new supervisor account anddelete the old one.

    Assigning Employees to a Supervisor Supervisors can be givenrestricted access to view and edit data for only those employeesassigned directly to them. They will also receive Home page andemail 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 AssignedEmployees.

    4. Select one of the available options:

    39

  • Select All Employees to assign all employees to thesupervisor.

    Select Selected Employees to assign specific employees to thesupervisor. Selecting this will display additional options allowingyou to assign individual employees to the supervisor.

    5. The Unassigned Employees column displays a list of availableemployees that are not currently assigned to the supervisor.

    6. The Assigned Employees column displays a list of employeesthat 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 theUnassigned Employees column by department assignment.

    12. Select View All Assigned Employees to generate a report ofemployees 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 theinstructions below.

    At the employee time clock Login page, have the new user entertheir username and password in the applicable fields. Click Submitto log in to the time clock software.

    If a supervisor attempts to access an unauthorized page or triesto edit a page with Read Only access, an Access Denied errormessage displays.

    40

  • Chapter 7: Generating Reports

    Overview of the reporting options

    Adding and editing punches

    Entering Holiday and Non-work time Reports in your applicationare designed to be intuitive to read and edit; this creates easeand simplicity when generating your reports on payroll day.

    Reports Overview

    TotalPass Small Business Premium Biometric comes with thefollowing standard reports:

    Attendance Report displays all employee punch data sorted bydate.

    Timecards Report displays punches and hours info sorted byemployee.

    Department Report shows punches and hours sorted byDepartment.

    Timecards by Dept. lists employee punches and hours sorted firstby employee, then by department.

    Punch Verification report shows punches associated with a failedbiometric fingerprint scan, where the employees picture wascaptured and the punch is pending supervisor approval.

    Create Report allows you to customize the report based onemployee, date, time and department filters.

    41

  • Adding a Punch From a report screen, to display the Add Punchscreen.

    Perform the following when adding a punch:

    1. Confirm or select the correct employee.

    2. Select the punch type to add from the Type drop-downmenu.

    Automatic allows the time clock to select the appropriate punchtype.

    When adding or editing an Automatic punch in the TIME OUTcolumn, change the punch type from Automatic to Out, to add a lunchor hours adjustment.

    3. Click in the Date field to use the calendar to select thepunch date.

    4. Type the time for the punch in the Time field. Theapplication assumes a.m. unless otherwise specified.

    5. For In punches, select the department from the Departmentdrop-down menu.

    6. For an Out punch, you have the option to enter an additionallunch deduction. Type the number of minutes for the employee lunchdeductions in the Lunch field.

    7. For an Out punch, you have the option to enter an additionaltime adjustment. Type positive or negative values to adjust timefor the shift in the Adjust field.

    8. Type any applicable notes in the Note field. You have anadditional option to print notes that coincide with each particularpunch. This feature is often used to track an event that happenedwith that punch. A plus sign (+) accompanies that punch.

    9.

    42

  • 10. Click Submit to save your changes.

    Adding Non-Work Hours (Holiday and Non-Worked) From a report,click Add Non-Work at the top of the report, to add a non-workpunch. A non-work punch is a punch where the employee was notactually working, but was using benefit time like holiday or juryduty.

    Non-work hours can be assigned to one or more employees acrossone or more days. Perform the following when adding a non-workpunch:

    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 fromthe Type drop-down menu.

    The available punch types are:

    NonWorked used for employees working off site or other benefittime.

    Holiday

    4. Click in the Start Date field and use the calendar to selectthe date when the non-work hours should begin.

    5. Type the number of days to assign to the employee(s) in theNumber of Days field.

    6. Type the number of hours to assign to the selectedemployee(s), for each day, in the Hours Per Day field.

    7. If you have selected only one employee, select the departmentto assign the non-work hours to in the Department drop-down menu.If you have selected more than one employee, the Department fieldwill auto-populate and hours will be assigned to each employeesdefault department.

    8. Type any applicable notes in the Note field. You have anadditional option to print notes that coincide with each particularpunch. You can use a NOTE to describe the type of non-workedbenefit hours used . A plus sign (+) accompanies that punch. Click(+) to make the note visible.

    43

  • 9. Click Submit, you will be directed to the Add Non-Work HoursConfirmation page.

    10. Review the information on the Add Non-Work HoursConfirmation 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 thedata.

    Editing a Punch Modifying or editing a punch on the reports issimple.

    1. Click on the In or Out time you want to edit. Each punchentry on the report is a link that will take you to the Edit aPunch window.

    2. Follow the instructions in the Adding a Punch section to edityour punch data.

    Note: All edited and manually entered punches will be flagged onthe report with an 'E' next to the

    punch. Refer to Setting Your Punch Preferences for instructionson disabling this option.

    Viewing Additional Reporting Details Customizing your reportsand viewing additional details on a reports is uncomplicated. Theblue links in the reports are Web links that allow you to customizeor view details of your data. Some reports have additional detailoptions.

    Edit Employee Info: Click the employees name in the Employeecolumn 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.

    44

  • Click the appropriate predefined timeframe link or use the Fromand Thru date fields to enter a custom timeframe to run thereport.

    Click Submit after entering custom dates.

    Daily: This option displays the total hours worked for each dayin a report. This is convenient if the employee clocks in and outmultiple times during the day.

    Note: You can also click the date in the Employee column of thereport to view daily totals for a specific day. Click the dateagain 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 theattention of the payroll manager. Exception types and settings arefound under Setting Your Alert Preferences. Descriptions of theexception flags are listed below.

    H Punch pair reached the Alert High Hours L Punch pair is belowthe Alert Low Hours M Punch pair reached the Alert Maximum Time

    Refresh: Click this link to update the report with all recentpunch changes.

    Punches from Failed Biometric Punch Verification

    Even the most well-made biometric fingerprint systems have adifficult time scanning and verifying dirty, warn, or lightfingerprints. Managing this can be cumbersome and time consumingfor the time clock manager. Punch Photo Verification offers 100%verification, even in the even that the fingerprint cannot be readby the reader. In the event that the fingerprint scan fails, thecamera will take the employee photo, the punch will be flagged witha camera icon on the reports.

    45

  • Refer to System-wide Biometric Preferences in Chapter 4 forinstructions on customizing Punch Verification settings.

    Using the Attendance Report

    To view the Attendance Report, go to Reports | Attendance. TheAttendance Report is designed to give you a quick at-a-glance viewof your employees daily attendance. Most companies use this reportto view who has clocked In or Out for the day. Click on the datelink in the upper left corner to choose the time period for thereport. From the resulting page, you can perform edits.

    Using the Timecard Report

    This report includes reporting options not available on theAttendance Report. The Timecard Report allows you to run a reportfor one specific employee, or all employees. To view the TimecardReport, go to Reports | Timecards.

    To filter by employee or date, click the date link at the top ofthe report.

    46

  • CSV Export: Exports a report in comma-delimited (CSV) format.This report is used for importing employee punch data into programsthat use CSV files.

    o Click Export at the top of the report to save the report incomma-delimited (CSV) format.

    Summary: Click Summary at the top of the Timecard Report todisplay a summary of total hours without the punch detail.

    Signature: Click Signature at the top of the Timecard Report todisplay an employee signature line when you print timecards. Thisalso creates a page break between employee timecards. This optionis often used by companies that keep a printed record of employeetime and to show employee timecard approval.

    Using the Department Report

    To view the Department report, hover over Reports, and thenclick Department. The Department report is designed to give you areport with a summary of hours worked per department.

    Using the Timecards by Department Report

    To view the Timecards by Department report, hover your cursorover Reports, and then click Timecards by Department. This reportis designed to give you a report of each employees timecard, withhours grouped and totaled by department

    47

  • Creating Custom Reports

    The application offers advanced report functionality, allowingyou to filter reports by employees, dates, or by departments. Fromthe N

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