User Guide

EMAIL/BACKUP PREFERENCES
The TotalPass Small Business Premium application allows payroll reports and system alerts to be automatically e-
mailed to one or more supervisors. The system will send email alerts if an employee has a photo punch that needs
verification, as employees come and go, before they accumulate overtime, if they leave early, and more.
In addition, backups of your time clock data can be automatically emailed to one or more recipients, daily, weekly
or monthly.
WHAT IS AN SMTP SERVER?
An SMTP server works like a postal assistant, handling the sending of emails from an email client to an email
server. It receives outgoing mail messages from users and routes them to the intended mail recipients.
OUTGOING EMAIL SETTINGS (SMTP SERVER)
To assign your SMTP server settings, go to Device Preferences by clicking Settings | Preferences | Device find
Email/Backup Preferences.
 Type your complete SMTP e-mail server
address in the SMTP Server Address field. If
you do not have this information, contact your
network administrator or your service
provider.
 If you enable SSL, you may need to specify the
mail server port by entering a colon and then
the port number after the server address.
Example:
smtp.gmail.com:587 connects to
smtp.gmail.com and uses port 587. If a port
number is not defined, default port number 25 is used.
 Check the Use SSL checkbox to use data encryption when sending e-mails. Using SSL may be a
requirement for some SMTP server providers and may require that you define the SMTP port.
Note: A Network connection is required to use email functionality in the clock.
Important: To send emails, you must have a SMTP server available. Contact your network administrator to
find out if your company has SMTP server. We recommend using Google’s free Gmail account for
companies that don’t have an available SMTP Server. To use this service, you must have a Gmail account.