A Perfect Web Solution For Time & Attendance User Guide
CONTENTS 5-17 1 • INTRODUCING & INSTALLING THE TIMETEC TimeTec – An Introduction Installing The System 18-24 2 • MANAGING TERMINALS Adding Terminals to TimeTec Updating Terminals Information in TimeTec Deleting Terminals from TimeTec Adding A Terminal Group Editing A Terminal Group Deleting A Terminal Group Displaying The Data Audit List Viewing The Data Managing Terminals Uploading User Installing FingerTec TimeTec 25-31 3 • MANAGING USERS Enrolling Users Into FingerTec Terminals Downloading User Info
2-37 4 • CONFIGURING TIMETEC Creating Company Profile Creating A Username Account Editing A Username Account Changing Sign In Password of Username Account Deleting Username Account Suspending A Username Account Setting Up System Settings Configuring Day Type Editing Default Day Type Configuring Work/Overtime/Different Overtime Work Wages Configuring Leave Type Adding Leave Types Editing Leave Types Deleting Leave Types Setting Up A Departments Editing A Department Deleting A Department Setting Up A Sectio
5-48 6 • SETTING UP GROUP DUTY ROSTER, DUTY PLANNER AND COMPANY HOLIDAYS & LEAVES Understanding Group Duty Roster Type of Shift in Working Calendar Description of Columns in Duty Roster Adding A New Group Duty Roster Editing Group Duty Roster Understanding The Group Duty Calendar Editing Work Calendar Resetting Work Calendar To Default Viewing Group Duty Roster List Setting Up Duty Planner Listing Users in User Duty Planner Setting Up Company Holidays and Leaves 49-52 7 • MANAGING USERS Understanding At
1• Introducing & Installing the TimeTec TimeTec – An Introduction THE BASIC UNDERSTANDING OF TIMETEC TimeTec is a web based FingerTec application for managing employee data and attendance records. Administrators can manage employees easily as they are able to transfer user data within the terminals with TimeTec. Attendance data from FingerTec terminals are downloaded into TimeTec to provide an overview of the staff’s attendance.
TimeTec allows administrators to setup working schedules to fit a specific working environment, for example normal working hours, overnight working hours, factory shifts working patterns and flexi working hours. The First in and last Out are the MUST have columns under the working schedules; the others are optional. The 7-pairs (14) of columns maximize the slots for attendance capturing and also provide detailed check points of all employees.
You’ll need to configure the following in the FingerTec terminal: • IP, Gateway and Subnet mask of the terminal • Webserver IP (static IP of the TimeTec server) • Port number (recommended to use 80) THE SYSTEM OVERVIEW HEADQUARTERS Collecting Time Data Viewing & Scheduling Processing, Reporting & Editing Payroll Interfacing Fingerprint Face Password Time attendance rules automatically applies Web check-in Card Reports attendance records Interface with third party system Supervisor edits and appro
Installing The System For TimeTec to function properly, these components need to be installed first: 1. 2. 3. 4. 5. Internet Information Service (IIS) Microsoft .Net framework 4.0 MySQL database version 5.0 MySQL Connector ODBC 3.51 TimeTec INSTALLING THE INTERNET INFORMATION SERVICE (IIS) The IIS comes with the Windows Operating System and should be installed by the administrator. To install it, follow the steps below.
INSTALLING MICROSOFT .NET FRAMEWORK 4.0 Download the installation file at http://www.microsoft.com/download/en/details. aspx?id=17851 > Run the installation file and follow the instructions to start to install Microsoft .Net Framework 4.0 Read and accept the license agreement > The installation requires an Internet connection to download and install the component into the server. Make sure an Internet connection is available. > Follow the on-screen instructions to complete the installation.
INSTALLING THE MYSQL SERVER V5.5 TimeTec requires the MySQL server version 5.5 to run smoothly. Download the installation file at http://www.mysql.com/downloads > Run the installation file to begin installation. Click Next > Read and accept the License Agreement > Click Next to proceed.
Select Typical > Click Install to begin the installation process. Wait for the installation of the MySQL to be complete > Check the checkbox to Launch the MySQL Instance Configuration Wizard > Finish > Start to configure the MySQL server.
If the server is installed with an older version of MySQL server, the system will advise the administrator > Select to use the latest version, v5.5.
Select Database Support (DSS)/OLAP > Click Next Select Standard Character Set > Click Next Uncheck Modify Security Settings if the administrator does not want to change the default login name and password of the MySQL server (default login name = root, password = ) > CLick Next If the Administrator would like to change the login name and password, check Modify Security Settings and Insert Login password to proceed.
Click Execute > Wait for the system to complete the configuration > Click Finish to end the process. INSTALLING THE MYSQL CONNECTOR ODBC 3.5.1 TimeTec requires the MySQL Connector ODBC 3.51 to work with the MySQL database. Download the installation file at http://www.mysql.com/downloads/connector/odbc/3.51.
Select Typical > Click Next > Click Install > Click Finish INSTALLING TIMETEC Run the installation and follow the on-screen instructions. Read and accept the software license agreement to proceed.
The installer will set a default installation path for the software. It is recommended to use the default location for installation. Click Finish and launch TimeTec Database Installer. the Configuring the TimeTec Database Installer is an important step. The administrator must ensure that they configure it correctly. Any mistakes or improper settings in this page can disrupt TimeTec from working with the MySQL database.
Field Description Server Type The type of database. The default is set to MySQL. Do not change this. Host The IP address of the server that the MySQL database is installed in. Insert “localhost” if the MySQL database is installed in the same server as the TimeTec. Admin The login username to access the MySQL database. The default is “root” which can be changed during the MySQL database installation process. Password The login password to access the MySQL database.
2• Managing Terminals This chapter guides you on how to add, define and identify all FingerTec terminals to TimeTec in a connected environment for a complete management of employees and their attendance data. Adding Terminals to TimeTec To track employees’ attendance records, you must add the terminals that are being used to report attendance.
Field Description Terminal ID Identify terminals that are being connected to TimeTec with a unique ID for example 110, 111, 112, etc. Terminal Group Define which group that a particular terminal belongs to i.e Terminal 111 belongs to Group 1, normal hours workers., Terminal 110 is being used by Group 2 who has shifts. Description Describe the location of the terminal for easy reference and identification for, example main entrance, biology building entrance, laboratory 1 entrance, etc.
Adding a Terminal Group TimeTec allows you to add terminal(s) into the same Duty Group for staff management. Choose Device > Terminal Group > Add > Enter Group Number and its description > Submit. The newly added Terminal Group will appear on the list Editing a Terminal Group Any information that you have keyed in for the terminal group can be edited by click. Once the editing is confirmed, click on to save the changes.
Field Description Log ID Log ID is a unique ID for each transaction in TimeTec, displayed in a descending order, the later the time, the higher the Log ID number. Terminal The terminal ID as described when you add a terminal into TimeTec.
UPLOADING USERS Managing users from TimeTec has been made easy. Click on Upload User > Select Terminals > Upload Users. TimeTec will upload users from TimeTec to the terminals in no time. You can check the information of the terminals by checking Terminal Info. DOWNLOADING USERS To download users from a terminal to TimeTec, click on Download User > Select Terminals > Download Users. TimeTec will download users from the terminals to TimeTec in no time.
ERASING ALL USER INFO This command will erase all user information in the selected terminals so please be very sure before attempting this command. Choose Erase All User Info > Select Terminal > Erase User Info. You can check the information of the terminals by checking Terminal Info. If you have mistakenly erased all user info, you can always upload them back to the terminal. DISPLAYING TERMINAL INFO This command will return the terminal information in detail for your reference.
ATTENDANCE CAPTURE TIMER This feature lets you set an automatic download interval to download transaction logs/attendance records from the database. The logs are always uploaded to the TimeTec database after a verification process. However, you’ll need TimeTec to retrieve the records from the database and proceed to process the attendance logs.
3• Managing Users This chapter explains how to manage and control user information and their biometrics data in TimeTec effectively for an improved attendance system. Enrolling Users into FingerTec Terminals TimeTec can only pull user data once the biometrics data e.g. fingerprint is available and the users have been enrolled into FingerTec terminals. To learn how to enroll users into the terminals, please refer to user.fingertec.com/manual.
Field Description User ID Enter User ID - maximum of 9 digits. If the ID is less than 9 digits, prefix zeros will be automatically added i.e. for ID 3061 will be 000003061. The User ID must be similar to the ID used during enrollment at the terminal. Any mismatched of the user ID could cause failure of data transfer, improper reporting and creation of irrelevant new user to the system. Note: It is advisable to use the Enrollment Form to record detailed and correct information during registration.
A click on User > User Profile will present you with a list of users available in TimeTec. at the far left of each row. A popup To delete any of the users; you need to click on will prompt you to confirm that you want to delete the selected user. Click Yes or No to confirm. and a popup will prompt you to confirm Choose User > User Identity > Click on that you want to delete the selected user. Click Yes or No to confirm.
Editing Users After users have been added into the terminal, the information could be edited acat the far right of each row. cordingly. Choose User > User Profile > Click on Edit information as necessary and save the setting. Alternatively, you could go to User > User Identity > Click on information. and edit necessary Inserting User Photos TimeTec allows attachment of user photo for every user. Choose User > User Profile > Check on the box of the fourth column after Name.
Setting Privileges TimeTec is a web-based application, which can be accessed by various users. It is important to set up privileges of each user to prevent unauthorized access to infor. Select the preferred privilege mation. Choose User > User Identity > Click on for each user and click Submit. Privilege Access Level User Only report attendance at the terminal and gain access. Enroller Only enroll “User” into the system. Enroller cannot enroll other privileges level i.e Admin or Supervisor.
Erasing User Identities Choose User > User Identity > Erase. Select users that you wish to erase from TimeTec and click Erase. However, the data of the users who are deleted using Erase will be deleted from TimeTec only and not from the terminals. Finding the Biometrics Information When each user registers for biometrics identification such as fingerprint, the data will be recorded in TimeTec.
These key numbers are important as it is used to activate the connection of TimeTec mobile of the employee. Without the activation process, employees can only report attendance via TimeTec mobile, but unable to view attendance and reports. The administrator can only see the transaction records reported by TimeTec mobile in Terminal Data Audit List, but not in the Attendance Sheet or reports.
4• Configuring TimeTec This chapter guides you on how to configure your company’s information and attendance settings in TimeTec for you to optimize your attendance data for improved productivity. Creating Company Profile Choose Configuration > Company Profile and fill up the details of your company. You are allowed to enter various company profiles but one company can only use one unique name.
Creating a Username Account Username Accounts are accounts for administrators who are given the rights to carry out various operations in TimeTec for example adding, deleting, editing or assigning privilege levels. Choose Configuration > Username Account > Add > Enter revelant information and click Submit.
Suspending a Username Account Suspension of username account will remove the TimeTec’s access rights of the user instantly and the user will no longer have access to edit or manage data in TimeTec. Go to Configuration > Username Account > Under the Suspended column, select the checkbox of the user and confirm. Setting up System Settings Configure system settings from this page to manipulate the display on your TimeTec.
Default Day Type Color Description Workday Black Workdays of the company Holiday Blue Holidays of the company Rest day Red Rest day of the company i.e. Saturday and Sunday Offday Gray Offday of the company Editing Default Day Type You can change the day type for your company based on your preference. Choose Configuration > Day Type > Click on > Write the day type you prefer in the field given. For example: Workday to Weekday, or Rest day to Weekend. Click the disk icon to save the changes.
Adding Leave Types TimeTec allows a company to add a leave type on top of the readily available default leave type provided. Choose Configuration > Leave Type > Add > Enter the leave type > Submit. The newly submitted leave type will appear in the Leave Type list. Editing Leave Types You can also edit the leave type by clicking on Configuration > Leave Type > Click > Edit the name field > Submit. The newly defined name will replace the previously given leave name.
Deleting A Department You can opt to delete a department from your company, choose Configuration > > Confirm to delete. The department will disappear from Department > Click on the list once the deletion is confirmed. Setting Up A Section Section is a categorization of a particular department, for example, sections under Sales department could be defined as “Domestic” or “International”. To add sections in your TimeTec, choose Configuration > Section > Add > Enter name of the section > Submit.
5• Setting Up Clocking Schedules This chapter guides you on how to set up clocking timetables for clocking activities to produce accurate attendance reports that match your company’s rules and policies. Scheduling configuration is crucial for your company’s attendance records. Understanding how to do scheduling will help you create an efficient attendance system and failure to do so could cause loss of attendance display onscreen and on the reports.
Clocking Columns Each schedule supports a maximum of 14 columns as stated below but TimeTec allows renaming of each column based on your company’s requirements: Column Description IN The first time stamp that the terminal captures when you come to work in the morning i.
Note: Only Weekly Schedule will display weekdays and weekends in the Weekday column and you can select the Day Type. Please see the differences of the Clocking Time for different schedules. Inputting Clocking Time You need to configure a specific clocking time for every clocking schedule. Click on the Clocking Time tab and you’ll be presented with 7 days of clocking schedule that you need to setup.
employee takes a 10-min break to do something at 1130am. This is considered “flexible break time”. A company can set the duration of time allowed for each employee to take “flexible break time” and an employee’s accumulated flexible break time should not be more than the permitted duration. Once an employee exceeds the given time, the extra time will be deducted from the total work hours.
This rule is to allow TimeTec to arrange attendance data accordingly. Clocking Range option is not compulsory and if it’s not predefined, TimeTec will arrange the attendance data based on the default settings, where the allocation of the data will be done based on the midpoint of the IN time or the current OUT time. For example: If IN time is predefined as 8:00 am and AM Tea is predefined at 10:00am, the midpoint between the IN time and the AM Tea time is 9:00am.
Setting Tolerance Time Before Shift Starts in Daily Schedule Note: This option is available for rotational shift working shift only. Insert a value in the box after “Quantity Minutes Before Shifts Start for Rotational Shift Only” and that will be the time of tolerance given for rotational working shift staff. Choose Schedule > Clocking Schedule > Edit > Clocking Range: For example: Shift A clock IN time is at 8:00am and clock OUT time is at 5:00pm.
Setting Clocking Rules for Overtime Hour This setting page is applicable to Weekly, Daily and Flexi Schedules. It provides an option for you to determine the rules for overtime work hour. Choose Schedule > Clocking Schedule > Edit > Setting tab Column Description Minimum minutes must work to quality for overtime An employee must work more than the value of minutes defined here to qualify to entitle for overtime.
6• Setting Up Group Duty Roster, Duty Planner and Company Holidays & Leave This chapter guides you on how to set up your company’s Duty Roster, Duty Planner, Holidays and Leaves for the whole year of each staff. Understanding Group Duty Roster Group Duty Roster is an annual working calendar applicable to all employees of the Company based on the clocking schedules that you have set up earlier in Clocking Schedules, Chapter 6.
Adding A New Group Duty Roster Choose Schedule > Group Duty Roster > Add > Enter Duty Group, Description of the Duty Roster, Select Type of Roster > Submit. The newly added Group Duty Roster will appear on the list. Editing Group Duty Roster Choose Schedule > Group Duty Roster > Click on . clicking on the and edit accordingly > Save by Understanding The Group Duty Calendar A click on any year under the Group Duty Calendar, you will be presented with a yearly calendar.
Editing Work Calendar Setting Up Weekly or Flexi Working Calendar Choose Schedule > Group Duty Roster > Click on the year of the calendar you want to edit > Click Auto Schedule > In the Auto Schedule, change the schedule number for each day of the week and choose the dates that these changes would apply for.
Listing Users in User Duty Planner Choose Schedule > User Duty Planner > Column Header > Point your cursor for the selection > Click on your selection Column Description User ID You can select to view user ascending or descending, or you can search a particular User ID by pointing to the User ID column header and select on a choice. Duty Group Choose one Duty Group to view or you can view them ascending or descending. Select all if you want to choose all.
7• Managing and Viewing Attendance This chapter guides you on how to read, view, edit and generate Attendance Sheet. Understanding Attendance Sheet Attendance Sheet displays all attendance data and detailed information of users available in TimeTec for easy viewing. Given acceptable circumstances, attendance data is editable but the changes, which are done manually will be recorded for future reference and audit.
Column Description PM Tea The time stamp when user checks out for an afternoon tea and comes back to work Dinner The time stamp when user checks out for a dinner and comes back to work Supper The time stamp when user checks out for an evening supper and comes back to work OUT The time stamp when user checks out from the office Overtime The time stamp when user checks in and out for an overtime session Work Showing calculated work time for a day/shift Overtime Showing calculated overtime for a
Editing Attendance Sheet Under exceptional circumstances, an administrator is given permission to edit employee’s attendance to suit his work flexibility for example, always meeting clients outside of the office, coming late to the office due to permissible reasons. By giving reasons to such peculiarity in attendance data, it gives an administrator flexibility to present the attendance sheet as close to what’s been happening as possible.
Note: It is crucial that you generate attendance data in the Attendance Sheet if you have done one of the following activities. 1. Change any settings in clocking schedules and/or group duty roster 2. Assign new users into Group Duty Roster 3. Change users into different Group Duty Roster It is also crucial for you to generate attendance sheet towards the end of the year to prepare for the next year’s sheet.
8• Attendance Reports This chapter explains in detail type of attendance reports available in TimeTec and how to generate the relevant reports for your company needs. Understanding TimeTec Attendance Reports In total TimeTec provides 26 different types of reports under 5 major categories. Different type of report is intended for various purpose in human resource management.
Column Description Electronic Time Card The most general attendance record of employee comprises of detailed clocking activities of an employee in a month including calculated work time, overtime and short time. The summary of attendance, tardiness and leave taken are available in this report.
Column Description Month by Month Analysis This report details out the work rate, tardiness, total work time, OT and short for workdays/rest day and off day for each employee monthly. Gross Wages Report This report is useful for companies that pay their employees by hour. The report shows total work time and OT for different day types with different pay rates for wages calculation.
9• Introducing TimeTec Mobile This chapter guides you on how to use TimeTec Mobile for iPhone and iPad. Introducing TimeTec Mobile TimeTec Mobile is an application developed by FingerTec for iPhone and iPad users, to report and check attendance on mobile devices. The application pairs your iPhone or iPad unique device ID, TimeTec username and password that are issued by TimeTec server and current location during time attendance reporting.
Group Check In Using A Single Device It is possible to use a single device to allow many users to report their attendance, however this mode is only granted to those with the authorization level of Manager / Supervisor. The manager/supervisor can turn the device into an attendance-capturing machine for users, after the administrator assigns his user ID to a “Manager” or “Supervisor” authorization level. Now every user can login via the manager’s/supervisor’s device to report their attendance.
These key numbers are important as it is used to activate the connection of TimeTec mobile of the employee. Without the activation process, employees can only report attendance via TimeTec mobile, but unable to view attendance and reports. The administrator can only see the transaction records reported by TimeTec mobile in Terminal Data Audit List, but not in the Attendance Sheet or reports.
CONNECTING TIMETEC MOBILE VIA IP ADDRESS In the event that you are connecting directly to the TimeTec server via LAN (Local Area Network), you must insert the IP address of the TimeTec server to connect. IP Address: Please insert IP Address of TimeTec Server Port: Insert port number in this field, for example 8080. Tap Connect after you have inserted all the information. SIGNING IN TIMETEC MOBILE If all the information you inputted is correct, you will see this login screen.
IMPROPER DNS Improper DNS inserted. If the DNS is correct, check with system administrator. It could be due to offline server, or weak connection. NO CONNECTION ESTABLISHED There is no Internet connection established, check your iPhone/iPad settings, or WiFi settings to establish a connection before you could access to TimeTec Server. Using TimeTec Mobile The first user to login into the TimeTec Mobile in the iPhone or iPad is the default user.
CHECKING HISTORY ATTENDANCE Tap History to view the history attendance. You can search the history attendance by date and time. Tap Search by Date and Time > Insert date and time to search. VIEWING CURRENT LOCATION Tap Location to view your current location. It is advisable to check your location before you report your attendance to avoid misunderstood attendance data. This is to make sure you’ve already reached the working place.
CHECKING PERSONAL ATTENDANCE RECORDS A tap on Attendance icon will bring you to the Attendance Sheet. Tap Filter to define the preferred display screen. Choose between Today, This Week, This Month or you can Select Date Range. Tap a column to see the details of that particular attendance record. CHECKING DEPARTMENT/EMPLOYEE’S ATTENDANCE RECORDS The System Administrator can check the attendance record of other employees or the entire department.
VIEWING AND PRINTING REPORTS Tap Report to view the electronic time card. The display format changes according to your preference. For example you choose This Week in Attendance tap, the report will be displayed by week. Tap Print to print the report. VIEWING AND PRINTING REPORTS For system administrator, TimeTec will download all the reports from server during the viewing session. To speed up the process, it is recommended to define the date range before downloading the reports.
Time Format – You may change the time format either 12hour or 24-hour based on your preference Date Format - You may change the date format either MM/DD/YYYY or YYYY/MM/DD based on your preference. Search Options - Change the searching option from searching by Day, Type or Date Sound – You can enable/disable the notification sounds during verification. Contact Us - Send us feedback to help to improve the product or visit our website to see more details.
Setting Up a Manager Device If you want to be assigned a higher authority level such as “Manager” or “Supervisor”, you can request the System Administrator to update your device to become a Manager level device. The administrator will configure the TimeTec server to upgrade the mobile ID of your iPhone/iPad to that of a higher authority, referred to as a Manager Device. Now your staff can use your iPhone/iPad to login with their personal username and password to report their attendance.
10• Index A 19 39 43 43 Access Rights AM Tea Attendance Record Attendance Sheet I T 7 Installation 6 Internet Connectivity 7 ISS 11 11 13 14 L B 21 Branch C 29 51 32 31 14 23 23 Clocking Columns Clocking Schedule Clocking Time Clocking Range Command Queue Company Profile Configuration 26 Leave 26 Leave Type Login to TimeTec 39 Lunch M U 7 Microsoft .NET Framework 4.
11• Other Resources Information About FingerTec TO LEARN ABOUT GO TO? Company and the products www.fingertec.com The latest updates Facebook Fan Page: FingerTec Worldwide Twitter: FingerTec Worldwide To subscribe for FingerTec Newsletter: info.fingertec.com/subscribenewsletter Technical Tips and Latest Product Updates and Upgrades user.fingertec.com Email info@fingertec.com (Sales) support@fingertec.com (Technical) Register for Warranty info.fingertec.
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