Model FR700 User’s Guide 10 :08
THIS EQUIPMENT COMPLIES WITH FCC CLASS-B REQUIREMENTS PURSUANT SUBPART J OF PART-15 This device complies with Part 15 of the FCC Rules. Operation is subject to the following two conditions: (1) this device may not cause harmful interference, and (2) this device must accept any interference received, including interference that may cause undesired operation.
CONTENTS QUICK START STEPS ................................................................................... V WELCOME........................................................................................................ 1 PACKAGE CONTENTS ........................................................................... 6 SYSTEM REQUIREMENTS .................................................................... 7 INSTALL THE FACEIN TERMINAL ...........................................................
APPENDIX C - CONNECTING THE FACEIN DIRECTLY TO THE COMPUTER’S NIC ........................................................................................ 84 APPENDIX D - FACEIN WAN INSTALLATION ...................................... 87 APPENDIX E - PAYCLOCK CLIENT SOFTWARE WAN INSTALLATION............................................................................................. 89 Copyright © 2010 Lathem Time Corporation. All rights reserved.
Quick Start Steps Verify the contents of your system. (For more detailed information turn to page 6.) Terminal Installation 1 2 Separate the mounting-plate from the FaceIN terminal by removing the Philips head screws. Retain the screws for later. (See page 8 for more details.) Install the mounting-plate to the wall using the supplied wallmount screws. Note: For best visibility mount the terminal for the shortest employee, taller employees can bend down.
Terminal Startup 5 -Set up the network communications·Press the MENU key, the Functions Menu will open. ·Press 4, the System Setting menu will open. ·From the System Setting menu, press 2 Set Network. ·Enter the IP Address for the terminal and press OK. ·Enter the Mask Code and press OK. ·Enter the Gateway Address and press OK. ·The terminal will automatically restart. (For more detailed information turn to page 10.
Software Installation 7 8 -Verify System RequirementsVerify your computer meets the Minimum System Requirements listed in this User Guide, turn to page 7. Install the PayClock Software. (For more detailed instructions turn to page 24.) Important Notes Make sure your screen saver is not showing before inserting the installation CD’s. Open and close the CD-ROM drawer if the CD is not recognized when inserted. 9 10 -Open PayClockOpen the PayClock software by clicking on the PayClock Icon.
11 12 13 -Add the FaceIN terminalClick on the Terminal Manager tab and add the FaceIN terminal. (For more detailed instructions turn to page 39). -Add the EmployeesAdd employees using the Employees button under the Setup tab. To add a new employee, click New and then enter the employee data. (For more detailed instructions turn to page 40). -Update the FaceIN terminalAfter adding the employees, update the FaceIN terminal. (For more detailed instructions turn to page 71).
P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Welcome Purpose of this User’s Guide The purpose of this user’s guide is not meant to be a complete manual for the product. It is a quick reference to get you started. Please refer to the PayClock Help for detailed product information, setup guidance, and operation information. Product Overview Reliability, functionality and ease of use are trademarks of the PayClock software and terminals.
P A Y C L O C K & F A C E I N U S E R ’ S G U I D E IMPORTANT The FaceIN terminal operates independently from the computer where the PayClock software resides. The employee punches are retained in the terminal’s memory and when you are ready simply poll the terminal. Features and Specifications • • • • • • • Embedded facial recognition system - Advanced DSP technology keeps the image processing and matching on the terminal.
P A Y C L O C K • • • & F A C E I N U S E R ’ S G U I D E PayClock software offers seamless integration with the QuickBooks accounting products for a complete “punch-topaycheck” solution. Comprehensive support agreements minimize technical difficulties. Numerous Accessory options further enhance the functionality of your PayClock and FaceIN system. Note: The USB Flash Drive Port is located on the bottom of the terminal and the Ethernet Network Port is located on the back of the terminal.
P A Y C L O C K & F A C E I N U S E R ’ S G U I D E You can access the help desk and answers to your issues in a number of different ways. In addition to resources within the PayClock software, assistance may be accessed online, via email, via telephone, or through your dealer. Don’t forget annual support contracts are also offered. PayClock Help The PayClock Help allows you to search through an index of help topics to locate the answer you need.
P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Annual Support Agreements Annual support contracts are designed to keep your terminal and PayClock software working seamlessly.
P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Package Contents Please verify that your package includes ALL of the following items. If your package is missing an item, please call the help desk at 1-800241-4990.
P A Y C L O C K & F A C E I N U S E R ’ S G U I D E System Requirements You must verify that your system meets ALL of the minimum requirements listed below in order to run PayClock on your computer.
P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Install the FaceIN Terminal Step 1: Select a site to install your FaceIN terminal that will be convenient to employees clocking in and out. When deciding where the terminal will be installed, keep in mind that an 115vAC power outlet should be within 6 feet of the mounting location as well as a connection to the network (LAN).
P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Step 3: Plug the RJ45 network cable into the Ethernet port and the Power Adapter plug into the Power Adapter port which is located in the compartment on the back of the terminal. Ethernet Port Power Adapter Port Step 4: Align the FaceIN terminal with the pins on the mountingplate and secure the two together with the 2 Philips head screws. Be careful not to pinch the AC cord or network cable.
P A Y C L O C K & F A C E I N U S E R ’ S G U I D E FaceIN Terminal Startup After completing the installation and power-up, the terminal will display the normal screen with the date, day of week and time. You are now ready to set up the network communications and define the initial administrator. Note: You must set up at least one administrator. Set up the Network Communications The FaceIN terminal must be configured to communicate with the PayClock software over the network.
P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Set up an Administrator After setting up the network communications you will need to set up at least one administrator. Note: You can have up to 5 administrators. • Press the MENU key, the Functions Menu will open. • Press 1, the Set Admin menu will open. • From the Set Admin menu, press 1 - Admin 1. • The image collecting screen will display.
P A Y C L O C K & F A C E I N U S E R ’ S G U I D E When the face is successfully enrolled the terminal will display, “Add as User?”. Ask yourself this question. Will the administrator be using the door access function or punching In and Out on the terminal? Yes - The administrator will be using the door access function or punching In and Out at the terminal. • If the administrator will be punching In and Out or using the door access function at the terminal, press the OK key.
P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Face Enrollment Guide Follow these guidelines for trouble-free enrollments. During the enrollment process the employee should keep their eyes centered on the screen at all times. Try to keep a solid green box around your face by following the steps below. Position yourself and bend at the waist to bring your face 1 - 2.5 ft. from the screen on the terminal. The white dashed box is preparing to locate points.
P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Slowly move your face closer until the whitedashed frame appears and then move away until the white-dashed frame appears. Slowly turn your head fully to the right, and then fully to the left, all the while keeping you eyes centered on the screen. Tilt the head down slightly (chin lowered) while keeping your eyes on the screen, then tilt the head back slightly (chin upward).
P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Enrolling Employees at the Terminal The FaceIN terminal utilizes an “embedded facial recognition” system, meaning that employees will punch in and out by presenting their face in front of the terminal’s “Dual Camera System”. The FaceIN terminal verifies the face image and records the punch. When you’re ready, you simply poll the terminal to add the punches to the database. Before enrolling the employees update the FaceIN terminal first.
P A Y C L O C K & F A C E I N U S E R ’ S G U I D E • The administrator should present and position themselves for a facial scan. The Functions Menu will display upon a successful verification. • Press 2 or select User Management and press OK, the User Management menu will display. • Press 2 or select the Modify User menu and press OK. • Use the numeric keys to enter the user number and press OK. The user number is the same as the badge number that was set up in the PayClock software.
P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Eye Glasses - It is recommended for the employee to register with the eye glasses on for half the process, then remove the eye glasses and complete the registration. Hair Style - If the employee has a hair style that has their hair covering or blocking their eyes, move the hair away from the eyes during the registration process. Direct Sunlight - It is not recommended to have the terminal mounted in a location where it is exposed to direct sunlight.
P A Y C L O C K & F A C E I N U S E R ’ S G U I D E • The progress bar at the bottom of screen will display the process of the imaging. • When the face is registered the terminal will display, “Permit Open Door?” press ESC. Note: Door access is not currently supported. • When “Permit Attendance?” displays, press OK. Note: You must press OK; otherwise punches will not be recorded for polling. • The screen will display “Finished” and will return to the “Input User No” screen.
P A Y C L O C K & F A C E I N U S E R ’ S G U I D E • The image collecting screen will display, start the face recognition enrollment. • Perform 2 small head circles to the right. • Perform 2 small head circles to the left. • Move the face closer to the terminal until the white dashed square appears. • Move the face back until there is 9 to 25 inches between their face and the terminal. • Turn the head fully to the right. • Turn the head fully to the left. • Raise the head up slightly.
P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Using the FaceIN Terminal The FaceIN will be ready for use when the facial enrollment process is complete. To punch, the employee will simply approach and look at the terminal, within seconds they are identified and punched In or Out. Upon successful verification the terminal will play a confirmation sound and the screen will display the employee’s first name and time of punch.
P A Y C L O C K & F A C E I N U S E R ’ S G U I D E • When the employee’s face is in the correct position, a green lined frame will display on the screen, and a green bar will scan the employee’s image from top to bottom. • During the face recognition process, the terminal will provide guidance for the employee, such as: “Please Get Closer”, “Please Get Farther” or “Adjust Your Action”.
P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Clocking IN/Out - Card & Face Verification • Move the badge over the badge reader symbol on the front of the FaceIN. • When the badge is in close proximity to the FaceIN, a confirmation beep will sound. • The employee should step towards the terminal and stop when within 9 - 25 inches; the terminal will detect the employee and start the face recognition automatically.
P A Y C L O C K & F A C E I N U S E R ’ S G U I D E • Move the badge over the badge reader symbol on the front of the FaceIN. • When the badge is in close proximity to the FaceIN, a confirmation beep will sound and prompt the employee to take a photo. • The employee should step towards the terminal; a snapshot will be taken of the person presenting the badge. • The terminal will play a confirmation sound and the screen will display the employee’s first name and time of the punch.
P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Install the PayClock Software The PayClock install loads the client and server application as well as your database. CAUTION: Before proceeding with your PayClock installation, verify that your PC meets ALL of the System Requirements listed on page 7! Standard Install Follow these instructions for these scenarios whether it is a new install or an upgrade: • You want PayClock to only run on one computer.
P A Y C L O C K & F A C E I N U S E R ’ S G U I D E ¾ Double click on the drive that contains the PayClock installation CD. Follow the Setup Steps • It may take the install a few minutes to start, please be patient. • From the Install PayClock window click on Next. • Read the License Agreement and select I accept the terms of the license agreement and Next to move forward. • The Standard Install (Recommended) will be selected, click Next to continue.
P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Client Installation in a Multi-User System Follow these instructions when you want to run PayClock on more then one computer. These client instructions apply whether it is a new install or an upgrade. The PayClock Server must be installed before installing the Client software. Note: The multi-user license must be activated if you wish to access the PayClock software from different computers on your network. Additional license fees may apply.
P A Y C L O C K & F A C E I N U S E R ’ S G U I D E • Read the License Agreement and select I accept the terms of the license agreement and Next to move forward. • Select the Custom option and click Next to continue. • At the Install Client Only or Client & Server window, select Client Only and click Next to continue. • At the Ready to Install screen, click Next. • At the Installation Complete screen click Finished.
P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Setting up a Multi-User System PayClock is by default a single user system. You must purchase and enable the multi-user feature in order to access PayClock from other computers on your network. Note: You must register your PayClock software before enabling the Multi-User feature even if you have already paid for the feature. After registering PayClock, call the help desk for a feature un-lock code.
P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Using the PayClock Software PayClock utilizes a sleek user interface that allows you to get more out of the functions you use most. The interface provides centralized navigation to all parts and functions within the software. Navigation panes allow you to quickly manage payroll rules, employees, payroll data and reports. Simply click on a tab or button to open the pane and associated window.
P A Y C L O C K & F A C E I N U S E R ’ S G U I D E • Home Tab: The Home tab contains information on how to start using PayClock along with quick action buttons in a flow chart of the routine process of use. • Timecards Tab: The Timecards tab contains functions for polling your terminal(s), editing employee timecards, globally editing a group of employees, exporting data for payroll and closing the pay period.
P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Logging into PayClock PayClock is a single user system by default with one user account, Administrator. The Administrator account gives the user full access to PayClock. Open the PayClock software by clicking on the located on your desktop. PayClock Icon Log In To begin using PayClock, you must first Log In to the system at the Log In window. PayClock has one default user; the Administrator.
P A Y C L O C K & F A C E I N U S E R ’ S G U I D E 3. Click OK and the software will open. A welcome tone will let you know that PayClock is ready for use. Create and Change Your Password You should create your own unique password to protect sensitive payroll data. 1. At the Log In screen, click the Change button. 2. Type in your Old Password (remember, the default is “lathem”). 3. Type in your New Password (the one you would like to create). 4. Confirm your new password by typing it in. 5.
P A Y C L O C K & F A C E I N U S E R ’ S G U I D E There are three ways to register your software: • Complete the Registration Wizard by clicking the Register Now button on the Get Started window that appears upon log-in. Fill in the requested information and submit. If you do not have an internet connection, select Print at the end of the wizard to print and fax your information to the help desk at 1-800-252-2208.
P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Setting up PayClock How does PayClock calculate time? PayClock uses an open shift to define the start of the workday. An employee’s open shift starts with his/her first punch of the day and continues until the day change or for 14 hours if working past the day change. The work day length is set to 14 hours by default. Example 1: • Jane Doe's first punch Monday morning was at 7:30 am. • She didn’t punch out to leave for the day until 10:00 pm.
P A Y C L O C K & F A C E I N U S E R ’ S G U I D E From the Getting Started window click the Setup Now button or click the Setup tab on the ribbon bar. Use the buttons on the Setup tab to set up your basic company structure. Pay Period Setup • At the Setup tab, click the Pay Class button. • Select the Standard pay class item from the List box on the left side of the window. The Standard pay class will open on the General tab. • Select the Pay Period Type.
P A Y C L O C K • & F A C E I N U S E R ’ S G U I D E To set up weekly overtime, select the pay code and set the limit. Click the Help button is you need assistance setting up the overtime. • Click Save to keep your changes. Rounding Setup • With the Standard pay class item still selected, click on the Advanced tab. • Select the rounding option. Note: The “Not Selected” option will set the rounding to true time or minute to minute.
P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Additional Software Setup The Setup tab of the ribbon bar is used to configure the PayClock software for your company, pay period rules, departments, employees, shifts, payroll exports, PayClock users and preferences. See the PayClock Help for detailed information on the Setup tab. Company Button At the Company button of the Setup tab you define your basic company information.
P A Y C L O C K & F A C E I N U S E R ’ S G U I D E automatically deducted, or a combination of both. They can also be unpaid or paid. Breaks are applied to shifts. For example, you have a shift that starts at 7:30am and ends at 4:00pm with a 30 minute punched unpaid break that can be taken between 11:30am and 2:00pm. After defining the breaks assign them to shifts. Shifts Button At the Shifts button of the Setup tab you define the work day for employees.
P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Add the FaceIN Terminal After completing the set up of your company and payroll policies you will need to open the Terminal Manager tab and add the FaceIN terminal. Adding the FaceIN Terminal • Select the Terminal Manager tab on the ribbon bar and click the Add Terminal button. The Select Terminal Type window will open. • Select FaceIN from the drop down list and click OK. • The FaceIN terminal properties will display on the right.
P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Add Employees and Assign Badges The Employees button under the Setup tab is used to maintain the employees in the PayClock software. This will include adding, editing and terminating employees. The Employees button has nine tabs - General, Overrides, Schedules, Benefit Time, Departments, Personal, Messages, Terminals and Advanced. General Tab - Set up employee’s name, badge and PIN. Overrides Tab - Override global break settings for an employee.
P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Add New Employees General Tab After adding the employees click on the Terminal Manager tab and update your terminal(s). 1. From the Ribbon Bar, click the Setup tab and click on the Employees button. The Employees window will display. 2. Click the New button, the next available blank employee template will display. 3. Type in the employee’s last name, first name and middle initial.
P A Y C L O C K & F A C E I N U S E R ’ S G U I D E 5. If your company uses an Employee Number, enter it here. Usually, payroll services require an employee number for exports. 6. Use the Name at Terminal field if you have more than one employee with the same first name. This will allow you to differentiate the employee at the FaceIN terminal. 7. PayClock automatically fills in the Employee PIN but you can change it if you like. To change the PIN, enter the number in the Employee PIN field.
P A Y C L O C K & F A C E I N U S E R ’ S G U I D E 15. The Enable Lockouts option is not supported with the FaceIN terminal. 16. Enter the employee’s hire date under Date of Hire. 17. Click Save to keep your changes. The next section covers each topic briefly to give you an overview of the system. See the PayClock Help for detailed information on each topic. Overrides Tab You use the Overrides tab to define punched or automatically deducted breaks for individual employees on the open shift.
P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Benefit Time Tab You use the Benefit Time tab to track an employee's benefits, such as how much sick or vacation time they have or have taken. You can track up to 5 pay codes. The software keeps track of how much time the employee has taken and how much time the employee has left. Departments Tab The Departments tab is used to assign employees to certain departments and also modify the pay rate when working in the department.
P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Editing Timecards The Timecards tab is used to manage employee punch data. You can view and edit employee punches as well as non-work time such as vacation time or dollar amounts such as tips. You can view employee data for open or closed pay periods. When you click on the Timecards tab you will see 4 areas, the Timecard Ribbon Bar, the Employee List, the Employee Timecard and the Timecard Timeline.
P A Y C L O C K & F A C E I N U S E R ’ S G U I D E employees, select which Pay Class to edit the data for, select the time period for the edits, export payroll data and clock the pay period. The Employee List and Toolbar The Employee List displays employees along with their summary data such as wages, regular time, overtime, vacation, etc. You can filter the employees that display in the list and define which columns display. You can also approve the employee timecards.
P A Y C L O C K & F A C E I N U S E R ’ S G U I D E • Department - From the list select the department or departments that hold the employees you want to display in the summary list. • Show Terminated Employees - Check this option if you want to display employees marked as terminated in the list. If you don’t want terminated employees to display in the list, uncheck the option. • Show Inactive Employees - Check this option if you want to display employees marked as inactive in the list.
P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Employee Timecard and Toolbar The Employee Timecard is used to view and edit an employees punch and non-work data. Use the Employee List to select an employee and the pay period navigation buttons to the select the pay period. When an employee is selected from Employee List their individual timecard will display with their punch data for the selected pay period. The Timecard has 3 areas; the toolbar, the employee information and the timecard table.
P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Timecard and List Tabs The Timecard Table has two tabs, Timecard and List. Timecard tab - This tab is used for the typical editing and viewing of punch data. List tab - This tab is designed specifically to be used to view the photos of employees who punch at the FaceIN terminal using the Card Verification method.
P A Y C L O C K & F A C E I N U S E R ’ S G U I D E • Light Red - A light red cell identifies that there is an exception associated with the cell or the day. In this example the employee arrived late for their shift. • Olive Green - Cells that are colored light green identify that the day contains a department transfer. Cells that are light green are disabled and do not allow punches.
P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Timecard Timeline The Timecard Timeline is a snap-shot view of the shifts and punches for the selected date. The Timecard Timeline can be expanded, collapsed or hidden entirely. When the timeline is expanded it has 3 areas; the Actual Punches, the Adjusted Punches and the Shift. • • Actual Punches area - Displays the unrounded punches. Adjusted Punches area - Displays the punches after they have been rounded.
P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Maintaining Employee Timecards The Timecards tab is used to manage employee punch data. You can view and edit employee punches as well as non-work time such as vacation time or dollar amounts such as tips. The timecard body contains an area that resembles a spreadsheet for keying in punch data. Note: Manually added punches will show bolded. Use the Employee List to select an employee and the pay period navigation buttons to select the Pay Period.
P A Y C L O C K & F A C E I N U S E R ’ S G U I D E • Type in the hour and the cursor will automatically move to the minutes. • Type in the minutes and the cursor will automatically move to AM/PM. • If your time is set to 12-hour format type an 'A' or 'P' to change to AM or PM. • Press enter or tab on the computer keyboard to save the punch.
P A Y C L O C K & F A C E I N U S E R ’ S G U I D E • Select the Timecards tab on the ribbon bar and click on the desired employee from the Employee List, the employee’s timecard will display. • Locate the non-work time column and then click on the cell for the day that you want to add the non-work time. The cell will be highlighted when it has been selected. • Type in the amount of hours and minutes for the non-work time; use the right arrow key to move from hours to minutes.
P A Y C L O C K & F A C E I N U S E R ’ S G U I D E • Select the Timecards tab on the ribbon bar and click on the desired employee from the Employee List, the employee’s timecard will display. • At the timecard table toolbar click the Insert button and select Transfer. The Add Transfer window will open. • Type in the hour and the cursor will automatically move to the minutes. • Type in the minutes and the cursor will automatically move to AM/PM.
P A Y C L O C K & F A C E I N U S E R ’ S G U I D E If the Shift column is displaying in the timecard table, simply click in the cell for the desired day and from the list select the desired shift. The shift change will take affect immediately. See the PayClock Help for detailed information on making a one-time department change in the timecard table. Adding Amounts - Insert Button You can use the Insert | Amounts button to add an amount to the timecard.
P A Y C L O C K & F A C E I N U S E R ’ S G U I D E • At the Timecard toolbar click the Notes button, the Note Editor window will open. • Enter the text for the note; up to 500 characters can be entered. • Click the Save button, the note will be added and an icon will display identifying a note is attached. Using the Exception Filter Exceptions are events that occur where PayClock will notify the user. User action may be required to resolve some exceptions, for example a missing punch.
P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Selecting the Exceptions • At the timecard toolbar click the Exception button and select Exception Filter, the Exception Filter window will open. • Select the exception(s) you wish to view from the list. To view all exceptions click the Select All option. • Click Save, your exceptions have been chosen. Searching for Exceptions • After selecting the exceptions to track select the first employee in the Employee List.
P A Y C L O C K & F A C E I N U S E R ’ S G U I D E This allows the PayClock user to verify that the correct employee presented the badge and no buddy punching has taken place. See the sample below. To enlarge the photo, float the mouse over the image. Viewing Photos of Employees Punching The List tab is designed specifically to be used to view the photos of employees who punch the FaceIN terminal using the Card Verification method.
P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Exporting Data The Export button of the Timecards tab allows you to export your data to payroll. When you click the Export button a window opens with the exporting options you have setup at the Setup tab | Exports button. The export process generates an export file in the format required by your payroll service and makes it available for your payroll software. See the PayClock Help for detailed information on exporting data.
P A Y C L O C K & F A C E I N U S E R ’ S G U I D E is re-opened it will be recalculated using the rules at the time of the re-open if changes are made to an employee’s timecard data. See the PayClock Help for detailed information on closing or re-opening a pay period. Close the Pay Period • Select the Timecards tab and click the Close button. The Select Pay Period window displays. • Select the desired pay class and click OK.
P A Y C L O C K • & F A C E I N U S E R ’ S G U I D E Click the Re-Open button. When the Re-Open Procedures window opens verify that the dates for the pay period being re-opened are correct. 1 WARNING - If you are not sure you want to re-open the pay period click CANCEL. • Type the word YES in the box and click the OK button with your mouse. • The Pay Period Status will change to “Open For Edit” and all others will change to Closed.
P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Global Scheduling The Scheduling tab presents a summary or snapshot of the estimated labor coverage in hours and dollars on a calendar. In addition the Scheduling tab is used to apply shifts to groups of employees, allowing shift assignments in mass rather than having to assign shifts to employees individually. These shift assignments will make up the employee’s work schedule.
P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Reports The Reports tab of the ribbon bar is used to obtain reports on the information that is stored in the database. When you click on the Reports tab you will see 3 areas; the Report Ribbon Bar, the Report Category List and the Report Toolbar with Viewer. Running Reports The Reports tab is used to view reports on employee data.
P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Including All Employees in the selected report To view a report with all of the employees simply double click on the report in the list. • Click the Reports tab on the ribbon bar and the Reports window will display. • Double click on the report in the list you want to view. • The report will show in the preview area with all employees.
P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Setting up your Terminal The Terminal Manager tab of the ribbon bar is used to maintain the terminals used to collect punch data. When you click on the Terminal Manager tab you will see 3 areas; the Terminal Manager Ribbon Bar, the Terminals List and the Terminal Properties and Toolbar.
P A Y C L O C K & F A C E I N U S E R ’ S G U I D E • Select FaceIN from the drop down list and click OK. • The FaceIN terminal properties will display on the right. • From the Connection tab enter the name for the terminal under Device Nickname. • Enter the IP Address in the field, this is the address that was set up on the FaceIN terminal, click Save. • Click the Test Connection button to verify communications with the FaceIN terminal.
P A Y C L O C K & F A C E I N U S E R ’ S G U I D E 3. Click Update Selected Terminal to send the changes to the terminal. Assigning Employee • From the Ribbon Bar, click the Terminal Manager tab and select the desired terminal from the list. The Terminal properties window will display. • Click on the Employees tab, from the list on the left select the desired employees and click the Add button. The employees will be added to the list.
P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Maximum days to store registrations on terminal: Select how many days to store punches in the terminals memory. The default setting is 90 days. Update/Poll Schedule tab - FaceIN Terminal The Update/Poll Schedule tab allows you to set up auto polling of the terminal. Enable Auto-Poll for this terminal - Select this option if you want to turn on auto poll for the terminal. Poll clock every - Select how often to automatically poll the terminal.
P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Recover Terminal (button) - Click this button to initiate a recovery of all data in the terminal. Reset Admin Accounts (button) - Click this button to remove any admin accounts set up on the terminal. Typically this would be used if the person or persons who were registered as the administrator are no longer available to access the terminal.
P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Update the Terminal When you add an employee to PayClock they are automatically assigned to the FaceIN terminal(s). But before you can enroll the employee faces at the terminal you will have to update the terminal with the changes. 1. From the Ribbon Bar, click the Terminal Manger tab. The Terminal Manager window will open. 2. Click Update All Terminals or select the desired terminal from list and click Update Selected Terminal. 3.
P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Polling the Terminal When you poll a terminal, you retrieve the punch information from the terminal and the punches are placed in the database making the data available in the PayClock software. It’s a good practice to poll your terminal everyday or even better, activate the automatic polling. If you can’t poll everyday, you should poll the terminal before making any edits in the PayClock software.
P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Automatic Polling PayClock allows you to set up automatic polling of the FaceIN terminal(s). With automatic polling you are always working with the most current punch data. Activating the Automatic Polling 1. Open the PayClock software and select the Terminal Manager tab. 2. Select the desired terminal from the list, the terminals properties will display as a set of tabs on the right. 3. Click on the Update/Poll Schedule tab. 4.
P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Hardware Troubleshooting The following section contains common questions and problems as well as their appropriate resolutions. To view a complete list of common problems and their solutions please visit our knowledge base located online at: http://support.lathem.com Issue Resolution I can’t communicate with the FaceIN terminal. -Make sure that all connections are secure and the cables are intact.
P A Y C L O C K & F A C E I N U S E R ’ S G U I D E not communicating with the terminal, have the network administrator or IT person make sure there aren’t any issues with the network. When an employee presents their face it is not recognized. -If the employee’s facial appearance has changed, reenroll the employee. How do I reboot/restart the FaceIN terminal? -Disconnect the AC power, wait a few seconds and reconnect.
P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Software Troubleshooting The following section contains common questions and problems as well as their appropriate resolutions. To view a complete list of common problems and their solutions please visit our knowledge base located online at: http://support.lathem.com Issue Resolution What is the password to login to the software? The default password is “lathem”. How do I add a missing punch? See page 52 - Maintaining Employee Timecards.
P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Appendix A - Exporting Punches to a USB Drive The USB Functions menu allows you to export punch data to a USB thumb drive and then import the data into the PayClock database using the PayClock software. Important Note: If you don’t have an Ethernet connection, you can transfer punch data from the terminal to the PayClock software using a standard USB thumb drive.
P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Import the data into PayClock • Plug the USB Flash Drive into a USB port on your computer. • Open PayClock and select the Terminal Manager tab on the ribbon bar. The Terminal Manager window will open. • Click on a FaceIN terminal in the list, the Import Punches button will become active. • Click the Import Punches button, the Open window will display. • Navigate to the location of the TIME .
P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Appendix B - Adding Employees at the Terminal Employees can be added at the FaceIN terminal first and then added in the PayClock software later. This could be useful when a new employee starts work before having a chance to add them to the PayClock software. Important Note: The number you enter for the User No. at the FaceIN terminal has to match what is entered for the Employee PIN Number in the PayClock software.
P A Y C L O C K • • & F A C E I N U S E R ’ S G U I D E Using the index/numeric keys enter a name. This should be the same as the first name you will enter into the PayClock software. After pressing the desired index/numeric key, use the ↑/↓ to move through the available letters. To change to caps, press the index/numeric key with the desired letter and press the ESC key. The letter group will change to caps. After entering the name, press the OK key.
P A Y C L O C K • • • • • • • • • • • & F A C E I N U S E R ’ S G U I D E Move the face back until there is 9 to 25 inches between their face and the terminal. Turn the head fully to the right. Turn the head fully to the left. Raise the head up slightly. Lower the head down slightly. Move the face back from the terminal until there is 9 to 25 inches between the face and the terminal (if adjust positioning message is still displaying).
P A Y C L O C K & F A C E I N U S E R ’ S G U I D E press ESC, ESC and ESC again to return to the normal time/date screen. Card & Face Verification Method When enrolling employee faces, take the following into consideration: Eye Glasses - It is recommended for the employee to enroll with the eye glasses on for half the process, then remove the eye glasses and complete the registration.
P A Y C L O C K • • • • • & F A C E I N U S E R ’ S G U I D E Resume small head circles to the right (if adjust positioning message is still displaying). The progress bar at the bottom of screen will display the process of the imaging. When the face is enrolled the terminal will display, “Permit Open Door?” press ESC. When “Permit Attendance?” displays, press OK. Note: You must press OK; otherwise punches will not be recorded for polling.
P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Appendix C - Connecting the FaceIN Directly to the Computer’s NIC This document describes the steps to configure FaceIN terminal to communicate with the PayClock database server when connecting directly into the computers wired NIC. This would be used when the user doesn’t have a network setup and has a computer that has a wired NIC.
P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Step #4 - At the PayClock software • • • • • Open the PayClock software and click on the Terminal Manager tab. Click the Add Terminal button and select FaceIN. Enter the IP address given to the FaceIN in the IP Address field. Click Save. Click the Test Connection button and verify the communications.
P A Y C L O C K • • • & F A C E I N U S E R ’ S G U I D E Choose Use the following IP address. Enter the values outlined in this document. Click OK and then click Close. Windows 7 • Click Start > Control Panel > Network and Internet | View Network Status and Task > Manage Network Connections. • Click on Change Adapter Settings. • Right click on the desired connection in the list and select Properties. • Select the Internet Protocol Version 4 (TCP/IPv4) item. • Click the Properties button.
P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Appendix D - FaceIN WAN Installation These instructions identify the steps to configure the FaceIN terminal to communicate with the PayClock database server across the internet. A print out of the “Server Summary” information is required for this set up. If the information was not printed during the PayClock software installation follow these steps to access the information.
P A Y C L O C K & F A C E I N U S E R ’ S G U I D E FaceIN WAN Installation • At the remote site install mount and connect the FaceIN terminal to the network. • With the FaceIN powered up and connected to the network, press the MENU key, the Functions Menu will open. • Press 4, the System Setting menu will open. • From the System Setting menu, press 2 - Set Network. Note: You may have to enter leading zeros when entering the addresses. For example, the address 10.0.0.1 would be entered as 010.
P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Appendix E - PayClock Client Software WAN Installation These instructions identify the steps to configure the PayClock Client software to communicate with the PayClock database server across the internet. Important Notes - WAN Installation Requirements • There must be a VPN tunnel connecting the local and remote sites.
P A Y C L O C K & F A C E I N U S E R ’ S G U I D E • From the menu select Support Assistant. • In the Support Assistant window, select Connection Info. • Print the Connection_Info.txt file. Step #2 - PayClock Client at the remote site • Run the PayClock Setup Program • Go to the computer where you want to install the PayClock client. • Make sure your screen saver is not showing before inserting the PayClock CD. • Insert the PayClock CD-ROM in the CD-ROM drive.
P A Y C L O C K • & F A C E I N U S E R ’ S G U I D E • At the Install on Single PC or Network window select I need multiple computers that can run PayClock and click Next to continue. • At the Install Client Only or Client & Server window select Client Only and click Next to continue. Enter the Server Information • The Select Server window will open with the message, “We were unable to locate any PayClock servers on your network. Please enter the server information.”.
P A Y C L O C K & F A C E I N U S E R ’ S A Accessories, 3 Add the FaceIN terminal, 39 Adding a FaceIN, 66 Adding a New Employee, 41 Adding a Note, 56 Adding Amounts, 56 Adding Employees, 40 Adding employees at the terminal first, 79 Adding Non-Work Time, 53, 54 Adding Punches, 52, 53 Annual Support Agreements, 5 B Benefit Time Tab, 44 C Card & Face Verification, 18 Card Verification, 18 Clocking In & Out, 20 Clocking IN/Out - Card & Face Verification, 22 Clocking IN/Out - Card Verification, 22 Clocki
P A Y C L O C K & F A C E I N E Editing Timecards, 45 Employee PIN, 42 Employee Advanced Tab, 44 Employee Button, 40 Employee List and Toolbar, 46 Employee Number, 42 Employees Tab - FaceIN, 67 Enrolling Employee Faces, 15 Enrollment Guidelines, 15 Exception Filter, 57 Exporting Data, 60 Exporting punches to a USB drive, 77 F Face & PIN Verification, 17 Face enrollment guide, 13 FaceIN Startup, 10 FaceIN WAN Installation, 87 Features & Specifications, 2 Filtering the Employee List, 46 G Global Schedul
P A Y C L O C K & F A C E I N U S E R ’ S I Install the PayClock Software, 24 Installing the FaceIN, 8 L List Tab - Timecard, 49 Logging In, 31 M Maintaining, 52 Messages Tab, 44 Minimum PayClock Set up, 34 O One-Time Department Change, 55 One-Time Shift Change, 55 Overrides Tab, 43 Overtime, 35 P Package Contents, 6 Password, 32, 76 Pay, 35 PayClock Client Installation, 26 PayClock Client Software WAN Installation, 89 PayClock orb, 30 Personal Tab, 44 Polling the FaceIN, 72 Product Overview, 1 Purp
P A Y C L O C K & F A C E I N U S E R ’ S R Recover Tab - FaceIN, 69 Registering PayClock, 32 Re-opening a closed pay period, 61 Reports, 64 Reports Tab, 30 Rounding, 36 Running Reports, 64 S Salaried Employees, 42 Schedules Tab, 43 Scheduling Tab, 30 Searching for Exceptions, 58 Selecting an Employee in the Timecard, 52 Selecting Exceptions, 58 Selecting the Pay Period in the Timecard, 52 Setting the columns in the Employee List, 47 Setting the columns in the Timecard, 50 Setting up Auto Polling, 73 S
P A Y C L O C K & F A C E I N U S E R ’ S T Telephone Support, 6 Terminal Installation, v Terminal Manager Tab, 30 Terminal Startup, vi Terminals Tab, 44 Timecard Color Legend, 49 Timecard Ribbon Bar, 45 Timecard Timeline, 51 Timecard Toolbar, 48 Timecards Tab, 30 Troubleshooting, 4 U Update/Poll Schedule Tab - FaceIN, 69 Updating the FaceIN, 71 Upgrades, 3 Using PayClock, 31 Using the FaceIN, 20 Using the List tab of the timecard table, 58 Using the PayClock Software, 29 Using the Quick Search, 47 Usi
