SW IPTime09
SW IPTime09
SW IPTime09
81 Chapter 9: Advisor
Getting Shortcuts to the Most Useful Features of IPtime
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Chapter 1
Installation And Basic Setup
This chapter guides you on your initial IPtime installation and basic setup you need
to do to get your IPtime up and running.
Get ready with the installation CD provided with your IPBio purchase.
Getting Started
To install the IPtime from a CD
• Insert the CD into your computer. It’s important to note that one copy of IPtime can be
installed in only one computer. Don’t attempt installation of the same copy in another
computer.
• Once the CD is inserted, it will auto-run. Click “Run Start.exe” to view the flash introduc-
tion.
• Click on Software and choose “Software Installation”
• Follow the steps to install the IPtime software. Specify your preferred destination folder
to install the software and proceed to install the software. The location will remain at its
default location if no changes are made.
• When the installation completes, you will find the IPtime shortcut icon on your compu-
ter desktop.
• Click on this icon the next time you want to run the IPtime.
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Using IPtime for the First Time
• Double click on the IPtime icon on your computer to run the software
• Select your preferred language
• The system will prompt you to enter the “Product Key” for authorization to use the
software. All information including “Product Key”, “Activation Key” and “Terminal Serial
Number” is available at the CD.
You have successfully installed and configured the initial setup of your IPtime. Explore more functions to get the
best out of IPtime.
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Chapter 2
Connecting Terminals to IPtime
This chapter guides you on the basic connection and activation of IPBio terminals
in the IPtime
Get ready with your timeclock terminal’s IP address, serial number and activation key
before you proceed with this chapter. The product key that you have keyed in during
installation will appear in the IPBio Terminal window. There are several ways to connect
to IPBio terminals, including TCP/IP, USB and Serial Port (RS485 or RS232). Choose your
connection method and let’s start.
6. Saving Information
It is crucial that you save the information to avoid a connection loss between the IP-
time and the terminal.
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Once the terminal is activated in the IPtime, all icons on the software will be activated,
and you are now ready to configure and use the IPtime.
Activating a Terminal in the IPtime for the first time via COM Port
for Serial Connection RS485 or RS232
1. Choosing the Terminal Model
The terminal of which the Product Key being used to install IPtime will appear on the
first line in the “IPBio Terminal” window.
2. Choosing Connection Type
To connect your terminal via COM port, make sure that you have connected the ter-
minal with the computer installed with IPtime using a serial cable. It is recommended
to maintain the RS232 cable length at 1 meter to avoid data loss and for RS485, the
maximum distance is 1km, but excellent data repeaters should be installed with it.
Once the cable is connected, you can start activating your terminal.
3. Determining the Baudrate
Baudrate is the speed of data transfer via serial connection and this field is only ap-
plicable for serial connection RS485 and RS23. The value in the terminal must be the
same as shown in the IPtime.
To check the baudrate value of the terminal, press Menu > Comm > RS232/485 >
Baudrate
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4. Uncheck the Disabled Button
There is a checker labeled Disabled on the far right of IPBio Terminal window. Uncheck
the Disabled button for the system to start connecting with the terminal.
5. Inserting Serial Number of the Terminal
When the connection is established, the system will prompt you to insert the Serial
Number of your terminal. Insert the correct serial number, which can be found on the
same hologram sticker pasted at the CD.
6. Inserting the Activation Key & Saving Information
Now, you will be prompted to insert the Activation Key of the terminal. Insert the infor-
mation, and then click OK > Save > Close.
This establishes the connection between the IPtime and the terminal via USB and you
can now start downloading data from the terminal to the software.
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5. Specifying Key Value
The Key function is intended for security purposes, where the number specified in the
terminal is identical as the number/password specified in the IPtime in order to obtain
connection.
In the terminal, go to Menu > Comm > Security > Determine the password
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Additional Features for TCP/IP and Serial Port
Connection
The IPtime lets you configure the settings of your terminal(s) directly from the software.
This feature is useful for management of multiple terminals in an environment. Once the
connection is established via TCP/IP or COM connection, the Advanced Settings button in
the IPBio Terminal window will be enabled. Click to setup your terminal(s).
IPBio
Click Get Settings for the IPtime to obtain the relevant information from a specific time-
clock terminal.
Learn the description of every field in the table below:
Terminal ID - Terminal’s identification number
Model - Terminal model’s number
Description - Terminal’s details for easy reference for example: Level 1, Sales or Level 2,
Marketing
Pulling Host IP - Retrieve IP address, only a computer with the mentioned IP address will
be connected to the IPtime
No Attendance Records - A check on this box will provide you with no attendance record;
this function is suitable for IPBio terminals functioning as a door access device only.
Language - This is the language selection for the terminal. Select your preference.
Date format - Choose the date format for the terminal.
Voice - Enable or disable the terminal’s voice
1:N threshold - Specify the value for one-to-many matching threshold, where you don’t
need to key in your ID before scanning your finger.
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The value equivalent to the quantity of fingerprint’s minutiae points being read during
verification. Value Range: 0-50, Default Value: 35
1:1 threshold - Specify the value for one-to-one matching threshold, where you have to
key in your ID before scanning your finger.
The value equivalent to the quantity of fingerprint’s minutiae points being read during
verification. Value Range: 0-50, Default Value: 15
Only 1:1 - Specify the verification matching method preferred for the terminal. Choos-
ing Yes would require employees to key in their ID number prior to scanning a finger-
print. Choosing No, the terminal will adopt 1:N matching method.
Idle Minute - Specify the minute value before the terminal turns idle. When the terminal
is left uninterrupted for this value of time, the terminal will either power off or go into
sleep mode. Choose 0 if you want to disable this function.
Idle Action - Choose between Sleep Mode/Power off to decide on the action of the ter-
minal after it exceeds its idle minute period.
Lock Delay - Specify the timer of the door lock after any successful verification is done
and before the door is locked again. Maximum Value: 254, Default Value: 150
Wiegand Format - Specify the Wiegand bits of the terminal. Select between 26 or 34
Anti-passback - Choose the anti-passback value. Anti-passback is exclusively for door
access function where a user will be denied exit if there is no record of entry. Default value:
None, Other options: Out, in, in out, no and save
Baudrate - Choose the data transmission speed for COM communication for RS232/
RS485 Connection. Default Value: 115200
IP Address - Specify the IP address of the terminal. Only applicable for TCP/IP connec-
tion.Default Value: 192.168.1.201
Connection - Choose from the type of connection available.
Communication Key - Specify the communication key of the terminal and the value
must match with the value in the terminal. Default Value: 0
Sleep Time - Specify the time for the terminal to be in idle mode.
Power off Time - Specify the time for the terminal to shut down automatically.
Power On Time - Specify the time for the terminal to be turned on automatically.
SDK Version - Display the SDK Version of the terminal
Firmware Version - Display the Firmware Version of the terminal
Administrator - Display the total number of administrator enrolled in the terminal
Employee - Display the total number of employees enrolled in the terminal
Fingerprint - Display the total number of fingerprint templates enrolled in the terminal
Password - Display the total number of password stored in the terminal
Employee Log - Display the total number of transactions stored in the terminal
WorkCode - Workcode is a code being identified for excuse in attendance.
workcode 1 is for meeting clients, workcode 2 is for attending training, 3 is for conference, 4 is for
clinic visit and etc. Code Available: 1-99
If the workcodes have been set in the terminal, click Get Settings to obtain the informa-
tion or you could define the workcode in this window and click Set Settings to apply the
workcode in the terminal.
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Click on the checker In Use if you wish to use the workcode in the terminal.
Save the information and Close once you are done.
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Chapter 3
System Settings of IPtime
This chapter guides you to configure the system settings of IPtime for accurate
attendance and access control data that suits your business’s requirements.
The IPtime is designed to provide time attendance and access control data for workforce
management system. Please make sure that you configure all the system settings cor-
rectly to obtain accurate data and reports. Click System Settings >
Date/Hour Format
Setting of Date and Hour Format
This date and hour format will be used throughout IPtime. Choose the date and time
format you prefer for your company
The time formats available are 24-hour and 12-hour AM/PM.
View the example of date & time format that you choose before saving the information
for future use.
Day Type
Setting Day Type
It is crucial that you describe the day types being used by your company in order to
obtain time attendance data that your company understands.
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Understanding Day Type
The default descriptions are as shown in the picture above. It is recommended that you maintain the
default descriptions. Changes are possible but you have to make sure that the descriptions you provide are
consistent all throughout the IPtime to avoid confusion in the future.
Normal Working Day - Define normal working days for your company. Default: WORKDAY
Non-Working Holiday - Define non-working holiday for your company. Default: HOLIDAY
Other Non-Working Days - Define other non-working days which are not holidays for
your company. Default: WEEKEND and OFFDAY
First Day of the Week - Define the first day of the week for your company/country.
Default: SUNDAY
Payroll Cycle - Determine your company’s Payroll Cycle. There are 4 options available,
which include Weekly, Bi-Weekly, Semi-Monthly and Monthly. Default: Monthly
Payroll Cycle Start Date - Determine your company’s Payroll Cycle starting date by
clicking on the calendar and choosing the date.
The symbol for currency - Select the symbol of currency being used for your compa-
ny’s payroll.
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Understanding Wage Calculation
Labor law is different from one country to the other. Salary calculation also differs based on the labor law
of a country.
In each day type, you have the option to determine the value in the work wages. For ex-
ample: the work wages is 100%, the overtime wages is 150% and the different overtime
wages is 200%.
Do not forget to “Save” your settings before you close the window.
Leave Type
Setting Leave Type
Define the leave types that are applicable to your company. Determine the keyword that
you want to use to describe ‘absent on working day’. The default keyword in the IPtime
is Absent.
Define other types of leave applicable to your company. Default types include Annual,
Sick, Holiday, Vacation, Unpaid Leave, PTO (Paid Time Off). There are a maximum of 20
columns of leave type to fill up.
Save the page once you have made amendments to it.
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Clocking Schedule
Understanding Clocking Schedules
Clocking Schedule configurations are crucial to calculate attendance data accurately.
Every setting and rule of the clocking schedules will affect the outcome of time attend-
ance and its corresponding reports. This setting is to set the daily schedule for each
day of a week. The clocking time is defined as the time someone clocks in or clocks out
from the office. The IPtime offers 1000 different clocking schedules to be configured.
Weekly - Working schedule for weekly basis. This is the most commonly used working
schedule worldwide where working days fall on weekdays and offdays fall on week-
ends.
Daily - Working schedule for daily basis. This is suitable for multiple shifts, overnight
shifts, open shifts, rotational shifts, etc. where the work schedules change everyday.
Flexi - Working schedule that does not include any late ins, early outs or overtime. This
is suitable for groups of workers with flexible working time.
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1• CLOCKING RULES
Clocking refers to the time someone clocks in and clocks out from timeclock terminals.
IPtime offers 6 attendance columns in 3 pairs. Learn about clocking pair as explained in
the table below.
In-Out - In-Out pair refers to the times when an employee clocks in for work (IN) and
clocks out after work (OUT). Any clocking time that exceeds the OUT time will be consid-
ered as overtime (OT). In-Out pair is a compulsory pair.
Break-Resume - Break-Resume pair refers to the times that a break such as lunch or dinner
starts (BREAK) and the times that a break ends (RESUME). You can choose to deduct the
break time from the total working time or you can include this time into the total working
time. This pair is optional.
OT-Done - OT-Done refers to the time that overtime (OT) starts and the time it finishes
(DONE). It is recommended to use this pair if OT is optional in the schedules time pe-
riod.
Define the times for each pair on every day of the week. For Weekend, all the columns will
be in black shade and you cannot input any time onto the fields.
At every clocking column, you can determine the Round to nearest minutes which means
that the attendance recorded will be rounded to the nearest minutes as specified in the
field
Examples of Rounding:
• If you choose to round up 15 minutes, when an employee clocks in at 9:06am, his IN time will be recorded as
9:15am
• If you choose to round down 15 minutes, when an employee clocks in at 9:06am, his IN time will be recorded as
9:00am.
• If you choose to take a midpoint of 15 minutes, when an employee clocks in at 9:06am, his IN time will be recorded
as 9:07am
2• RANGE RULES
Range is to determine the maximum time that one slot could record before it is consid-
ered as the time for the corresponding slot. For example, if a value for IN is 12:00 and
when a staff clocks in at 12:01, the time will be recorded in Break column instead of in the
IN column. When you set the range for OUT is at 6:00, any time that falls after 6:00 will be
recorded on the next column which is OT column.
You need to set the time for the clocking range of the clocking columns.
Replace with the latest clocking –When you click this checker, IPtime will replace the
clocking data with the latest clocking data after the download process is done. It is rec-
ommended that you select this checker for OUT and DONE columns only because IPtime
will always check the latest OUT time of the users and will publish it on the Attendance
Sheet.
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3 • GENERAL RULES
General is to determine whether you want to consider the times that are recorded in OT
and DONE columns to be considered as overtime or as normal working time. Click the ap-
propriate radio button to determine your choice. If you choose as OT, the extra time will
be calculated in the overall time of the staff that is using this clocking schedule.
You can also determine whether an employee needs to press a key button to define his/
her status during clocking. Click Yes if you want to.
4 • TOLERANCE RULES
Tolerance is to determine the rules of grace period allowed during clocking activities.
Learn about them in the table below:
Tolerance Rules Examples
Deduct the amount of late-in time Given you choose 15 mins and the IN time is 9.00
from Work Time if employee come in a.m., If an employee arrives at 9:20 a.m., the system
late more than __ minutes will deduct 20 mins from his work time.
Deduct the amount of early time out Given you choose 15 mins and the BREAK time is
from Work Time if employee goes for 12.30p .m., If an employee leaves at 12:10 p.m., the
lunch early more than __ minutes system will deduct 20 mins from his work time.
Deduct the amount of late-in time Given you choose 15 mins and the RESUME time is
from Work Time if employee resumes 12.30 p.m., If an employee arrives at 12:50 p.m., the
late more than __ minutes system will deduct 20 mins from his work time.
Deduct the amount of early time out Given you choose 15 mins and the OUT time is 6:00
from Work Time if employee leaves p.m., If an employee leaves at 5:40 p.m., the system
early more than __ minutes will deduct 20 mins from his work time.
Specify the rules based on your company’s policy. Leave them blank if it’s not applicable
to your environment.
5 • ROUNDING RULES
Rounding is to determine the “rounding of minutes” rules allowed in the clocking sched-
ule and the rules will determine the presentation of time in the attendance sheet. Learn
about it in the table below:
Round the work time to the nearest (minutes)
Work hour is rounded up to the nearest minute Work hour is rounded down to the nearest
and is set to 15, hence all minutes will be minute and is set to 15, all minutes will be
rounded up as per below: rounded down as per below:
1-15 minutes = 15 1-15 minutes = 0
16-30 minutes = 30 16-30 minutes = 15
31-45 minutes = 45 31-45 minutes = 30
46-59 minutes = 1 hour 46-59 minutes = 45
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Once you insert a value here, the software will calculate the value’s midpoint. For example if you set
the value at 15 min, the midpoint would be at 7 min. The clocking schedule’s IN time is 9.00am and
the midpoint is 7 min.
If the user verifies in less than 7 minutes after the IN time, for example 9.07 a.m., the software will round
down the transaction data to be displayed as 9.00am. If the user verifies more than 7 minutes after the
IN time, the software will round up the transaction data to be displayed as 9.15 a.m.
OT is rounded up to the nearest minute and OT is round down to the nearest minute and is
is set to 15, all minutes will be rounded up as set to 15, all minutes will be rounded down as
per below: per below:
1-15 minutes = 15 1-15 minutes = 0
16-30 minutes = 30 16-30 minutes = 15
31-45 minutes = 45 31-45 minutes = 30
46-59 minutes = 1 hour 46-59 minutes = 45
Once you insert a value here, the software will calculate the value’s midpoint. For example if you set
the value at 30 min, the midpoint would be 15 min. The clocking schedule’s OT time is 6.00pm and the
midpoint is 15 min.
If the user verifies in less than 15 minutes after the OT time, for example 6.15pm, the software will round
down the transaction data to be displayed as 6.00pm. If the user verifies more than 15 minutes after the
IN time, the software will round up the transaction data to be displayed as 6.30pm.
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6 • BREAK RULES
Break is to determine the rules for break time allowed in the clocking schedule and the
rules will determine the presentation of time in the attendance sheet.
Learn about it in the table below:
Break Rules
Deduct actual lunch time Click Yes if you want to deduct lunchtime, which is the pe-
(Resume-Break) from work riod you clock out (Break) until you clock in again (Resume)
time from the total work time.
Deduct actual dinner time (OT- Click Yes if you want to deduct dinnertime, which is the pe-
OUT) from work time riod you clock out for dinner (OUT) until you clock in again
(OT) from the total work time.
Do not deduct any lunch time if If this is the rule of your company, please click on the
employee works half day only checker. Leave it if it’s not applicable to your company.
Break time duration for flexi- Specify the minutes your company allows for staff to have
lunch range in minutes flexible lunchtime. If the staff exceeds the time allowed, the
extra minutes will be deducted from the total work time.
Dinner time duration for flexi- Specify the minutes your company allows for staff to have
dinner range in minutes flexible dinnertime. If the staff exceeds the time allowed,
the extra minutes will be deducted from the total work
time.
Do you want to Apply Auto Add Click Yes if you want to apply the rule. It means that the
Break Rule when you include remaining lunch/dinner time will be added into the work
lunch/dinner break? time. This is to add the work time for the users who work
during their lunch/dinner break.
Do you want to deduct extra Click Yes if you want to limit the break time to only the
lunch/dinner time from work- permitted hour by the company; any extra minutes taken
ing hour? will be deducted from the total work hours.
Auto deduct for break time (in If you want to deduct the break time from the overtime,
no. of hours) from overtime define number of hours that should be deducted if the
hour overtime hour taken exceeds a certain value.
Specify the rules based on your company’s policy. Leave them blank if it’s not applicable to your environ-
ment.
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7 • OVERTIME RULES
Overtime is to determine the rules for overtime in the weekly clocking schedule you de-
fine here. Learn about the rules in the table below:
Record early login Sometimes employees come early for overtime for example the over-
as OT time starts at 8pm and they arrive at 7pm. If they logged in at 7pm,
would you like to count the extra one-hour as overtime? Click Yes if
your company allows this rule.
Define time IN and There is some overtime sessions required by a company on as-and-
OUT to treat as when basis. Define the IN and OUT time for this specific overtime ses-
special OT sions.
Minimum minutes Sometimes a staff would work only for a few minutes and considered
to work to claim it as an OT; define the minimum minutes required by the company for
OT a staff to work in order for him/her to qualify for an OT claim.
Maximum hours to Put a limit to a number of hour a staff could claim for overtime and the
allow to claim OT default maximum is 24 hours.
Deduct short time There are cases where an employee has short time in his/her total
from OT work hour and he/she is taking overtime. If the company wants to
replace the short time on his/her total work hour from the OT taken,
click Yes.
The overtime rules set in the schedule will be applied to any group that is under this schedule. All rules and
calculations will reflect in the attendance sheet of the staff involved in this clocking schedule.
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1 • CLOCKING RULES
Clocking refers to the time someone clocks in and clocks out from timeclock terminals.
IPtime offers 6 attendance columns in 3 pairs.
There are 6 clocking columns to be defined in the Daily Clocking Schedule. When you
define the clocking time(s) in the clocking slots, IPtime would accept the time and place
them into the appropriate clocking columns. For example, if you put 9:00 a.m. as the IN
time, whoever that clocks in at 9:00a.m., the clocking time will be in IN column.
Round the Clocking Time to the nearest minutes as specified in the column and you can
choose to round up, down or choose the midpoint for the time.
Specify the time to be considered as a certain clocking time before it
is recorded as the corresponding clocking time. For example, if you specify the clock-
ing range for IN as 12:00 p.m., any clocking activities that fall before 12:00 p.m. will be
recorded as IN and the clocking after 12:00 will be recorded as Break.
A check on this function will replace the most recent clocking within the
clocking range. For example, if you checks in at 9:00 a.m., and then you checks out at 9:05
a.m. and checks in again at 9:10 a.m., as long as the time falls under the clocking range
of that time slot, the software will take the most recent clocking time to be recorded in
your attendance record.
: It is recommended that you only apply this rule for OT and DONE only because these two clocking col-
umns should be recording your latest time for the clocking activities.
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2 • GENERAL RULES
General is to determine whether you want to consider the times that are recorded in OT
and DONE column to be considered as overtime or as normal working time.
Click the appropriate button. If you click as OT, the time will be calculated in the overall
time of the staff that is using this clocking schedule. If you click Normal work time, the OT
will not be calculated even though the staff works passed that time.
You can also determine whether an employee needs to press a key button to define his/
her status during clocking. Click Yes if you want to.
Daily clocking schedule could be used as schedules for rotational shifts. You can specify
the qualified minutes before the shift starts. Rotational shift means that a work schedule
with hours that change at prescribed intervals. For example a person may work for four
days from 8:00 a.m. to 4:00 p.m., continued with four days from 4:00 p.m., to midnight,
and followed by four days from midnight to 8:00 a.m. The cycle is then repeated.
3 • TOLERANCE RULES
Tolerance is to determine the rules of grace period allowed during clocking activities.
Learn about them in the table below:
Tolerance Rules Examples
Deduct the amount of late-in time Given you choose 15 min and the IN time is 9.00
from Work Time if employee come in a.m., If an employee arrives at 9:20 a.m., the system
late more than __ minutes will deduct 20 mins from his work time.
Deduct the amount of early time out Given you choose 15 min and the BREAK time is
from Work Time if employee goes for 12.30 p.m., If an employee leaves at 12:10 p.m., the
lunch early more than ___ minutes system will deduct 20 min from his work time.
Deduct the amount of late-in time Given you choose 15 min and the RESUME time is
from Work Time if employee resumes 12.30 p.m., If an employee arrives at 12:50 p.m., the
late more than ___ minutes system will deduct 20 min from his work time.
Deduct the amount of early time out Given you choose 15 mins and the OUT time is 6:00
from Work Time if employee leaves p.m., If an employee leaves at 5:40 p.m., the system
early more than ___ minutes will deduct 20 mins from his work time.
Specify the rules based on your company’s policy. Leave them blank if it’s not applicable to your environ-
ment.
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4 • ROUNDING RULES
Rounding is to determine the “rounding of minutes” rules allowed in the clocking sched-
ule and the rules will determine the presentation of time in the attendance sheet. Learn
about it in the table below.
Round the work time to the nearest (minutes)
Work hour is rounded up to the nearest minute Work hour is rounded down to the nearest
and is set to 15, all minutes will be rounded up minute and is set to 15, all minutes will be
as per below: rounded down as per below:
1-15 minutes = 15 1-15 minutes = 0
16-30 minutes = 30 16-30 minutes = 15
31-45 minutes = 45 31-45 minutes = 30
46-59 minutes = 1 hour 46-59 minutes = 45
Once you insert a value here, the software will calculate the value’s midpoint. For example if you set
the value at 15 min, the midpoint would be 7 min. The clocking schedule’s IN time is 9.00am and the
midpoint is 7 min.
If the user verifies in less than 7 minutes after the IN time, for example 9.07am, the software will round
down the transaction data to be displayed as 9.00am. If the user verifies more than 7 minutes after the
IN time, the software will round up the transaction data to be displayed as 9.15am.
OT is rounded up to the nearest minute and OT is rounded down to the nearest minute and
is set to 15, all minutes will be rounded up as is set to 15, all minutes will be rounded down
per below: as per below:
1-15 minutes = 15 1-15 minutes = 0
16-30 minutes = 30 16-30 minutes = 15
31-45 minutes = 45 31-45 minutes = 30
46-59 minutes = 1 hour 46-59 minutes = 45
Once you insert a value here, the software will calculate the value’s midpoint. For example if you set
the value at 30 min, the midpoint would be 15 min. The clocking schedule’s OT time is 6.00pm and the
midpoint is 15 min.
If the user verifies in less than 15 minutes after the OT time, for example 6.15pm, the software will round
down the transaction data to be displayed as 6.00pm. If the user verifies more than 15 minutes after the
IN time, the software will round up the transaction data to be displayed as 6.30pm.
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First rounding time range
This function is entitled for the IN time only. You can round the IN time into the preferred
time. For example: any transactions between 9.01am – 9.15am will be shown as 9.00am.
Last rounding time range
This function is entitled for the OUT time only. You can round the OUT time into the
preferred time. For example: any transaction between 5.01pm – 5.15pm will be shown
as 5.00pm.
Specify the rules based on your company’s policy. Leave them blank if it’s not applicable
to your environment.
5 • BREAK RULES
Break is to determine the rules for break time allowed in the clocking schedule and the
rules will determine the presentation of time in the attendance sheet. Learn about it in
the table below.
Break Rules
Deduct actual lunch time Click Yes if you want to deduct break time which is the period
(Resume-Break) from work you clock out (Break) until you clock in again (Resume) from the
time total work time.
Deduct actual dinner time Click Yes if you want to deduct dinnertime which is the period
(OT-OUT) from work time you clock out for dinner (OUT) until you clock in again (OT) from
the total work time.
Do not deduct any lunch If this is the rule of your company, please click on the checker.
time if employee works half Leave it if it’s not applicable to your company
day only
Lunch time duration Specify the minutes the company allows for staff to have flex-
for flexi-lunch range in ible lunchtime. If the staff exceeds the time allowed, the extra
minutes minutes will be deducted from the total work time.
Dinner time duration Specify the minutes the company allows for staff to have flex-
for flexi-dinner range in ible dinnertime. If the staff exceeds the time allowed, the extra
minutes minutes will be deducted from the total work time.
Do you want to Apply Auto Click Yes if you want to apply the rule it means that the remain-
Add Break Time when in- ing lunch/dinner time will be added into work time. This is to
clude lunch/dinner break? add the work time for the users who work during their lunch/
dinner break.
Do you want to deduct Click Yes if you want to limit the break time to only the permit-
extra lunch/dinner time ted hour by the company; any extra minutes taken will be de-
from working hour? ducted from the total work hours.
Do you want to include Since dinner usually exceeds OUT time, click Yes if you want to
lunch/dinner time into include the dinner time into the overtime hour. Leave it if the
overtime hour? company’s policy does not allow that.
Deduct no. of hours for If you want to deduct the break time from the overtime, define
break time from overtime number of hours that should be deducted if the overtime hour
hour taken exceeds a certain value.
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Specify the rules based on your company’s policy. Leave them blank if it’s not applicable to your environ-
ment.
6 • OVERTIME RULES
Overtime is to determine the rules for overtime in the weekly clocking schedule you
define here. Learn about the rules in the table below.
Overtime Rules
Record early login Sometimes employees come early for overtime for example the over-
as OT time starts at 8pm and they arrive at 7pm. If they logged in at 7pm,
would you like to count the extra one-hour as overtime? Click Yes if
your company allows this rule.
Define time IN and There is some overtime sessions required by a company on as-and-
OUT to treat as when basis. Define the IN and OUT time for this specific overtime ses-
special OT sions.
Minimum minutes Sometimes a staff would work only for a few minutes and considered it
to work to claim as an OT; define the minimum minutes required by the company for a
OT staff to work in order for him/her to qualify for an OT claim.
Maximum hours to Put a limit to a number of hour a staff could claim for overtime and the
allow to claim OT default maximum is 24 hours.
Deduct short time There are cases where an employee has short time in his/her total work
from OT hour and he/she is taking overtime. If the company wants to replace
the short time on his/her total work hour from the OT taken, click Yes.
The overtime rules set in the schedule will be applied to any group that is under this
schedule. All rules and calculations will reflect in the attendance sheet of the staff in-
volved in this clocking schedule.
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1 • CLOCKING RULES
Clocking refers to the time someone clocks in and clocks out from a terminal. IPtime of-
fers 6 attendance columns in 3 pairs. Learn about clocking pair as explained in the table
below:
Clocking Pair Descriptions
In-Out In-Out pair refers to the times when an employee clocks in for work (IN) and
clocks out after work (OUT). Any clocking time that exceeds the OUT time
will be considered as overtime (OT). In-Out pair is a compulsory pair.
Break-Resume Break-Resume pair refers to the times that a break such as lunch or dinner
starts (BREAK) and the times that a break ends (RESUME). You can choose to
deduct the break time from the total working time or you can include this
time into the total working time. This pair is optional.
OT-Done OT-Done refers to the time that overtime (OT) starts and the time it finishes
(DONE). It is recommended to use this pair if OT is optional in the schedules
time period.
Define the time for each pair on every day of the week. For Weekends, all the columns
will be in black shade and you cannot input any time onto the fields.
At every clocking column, you can determine the “Round to nearest minute” which
means that the attendance recorded will be rounded into the nearest minutes as speci-
fied in the field.
Example of Rounding:
• If you choose to round up 15 minutes, when an employee clocks in at 9:06am, his IN time will be recorded as
9:15am
• If you choose to round down 15 minutes, when an employee clocks in at 9:06am, his IN time will be recorded as
9:00am.
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• If you choose to take the midpoint of 15 minutes, when an employee clocks in at 9:06am, his IN time will be
recorded as 9:07am
There is a button where you can choose to apply Rounding for first-in and last-out for
the purpose of job costing. Leave it blank if you do not wish to use this rule in your at-
tendance data.
2 • GENERAL RULES
There are general rules that you need to set to flexi clocking schedules because the em-
ployee who are going to be used this schedule will not be adhere to the normal work-
ing schedule like weekly and daily. Learn about the rules of flexi schedule in the table
below:
Rules Descriptions
Please specify the maxi- The maximum pairing of clocking time in IPtime is 3 (IN-OUT, Break-
mum number of in-out Resume, OT-DONE). Since flexi-clocking is flexible as the name sug-
clocking pairs for this gests, you can choose to use only one pairing only or a few. Select
flexi-hour schedule your preference accordingly.
Enable/Disable User Click Yes if you want the user to press the relevant key button to
Define In/Out records define status during attendance reporting. Leaving this checker un-
checked will prompt the system to accept the clocking times of the
user and slot them into the appropriate clocking slots.
Enable/Disable User Click Yes if you want the user to enter his/her workcode to specify
Define work code for his/her tasks in attendance report.
job costing records.
Maximum work hours There are cases where an employee reports to work late at night and
to consider as same the working hours are extended until the next day. To avoid this con-
work day fusion, you need to specify the maximum work hours of an employee
for him/her work time to be considered as the same workday. For ex-
ample if you start work at 10:00 p.m., you can work only 8 hours for
the work time to be considered on the same day. Hence, you’ll have
to clock out at 6a.m.
Separation hours Following the rule above, you need to specify the duration in between
between an out clock- a clock out and a clock in to qualify an employee for the next day pay.
ing and subsequent in For example, the employee who checks out at 6a.m just now must not
clocking to qualify for check in again immediately and consider it the next day work time.
next day The hour specified here will determine the duration of ‘rest’ required
before the same employee could clock in to work and qualify for the
next day work time.
Last log out time to As being mentioned in the column above, if an employee checks in
consider as same work late at night and the work hour extends to the next day but still is
day considered the same work day, you need to specify the last log out
time that the company allows to consider as the same work day. For
example, if you put 9am as the last log out time, the clock in after 9:00
will not be considered as the same day clocking.
Double punch for All clocking activities within this predefined time interval will be con-
consecutive clocking sidered for one time only. For example if the IN time is 9:00am and the
in a clocking slot if it’s time interval is 15 min, any verification done by the same ID within
within minutes of the 15 minutes will be considered as IN time, taking the first time he
clocks in.
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3 • ROUNDING RULES
Rounding is to determine the rounding of minutes rules allowed in the clocking sched-
ule and the rules will determine the presentation of time in the attendance sheet. Learn
about it in the table below.
Rounding the work time to the nearest (minutes)
Work hour is rounded up to the nearest minute Work hour is rounded down to the nearest
and is set to 15, all minutes will be rounded up minute and is set to 15, all minutes will be
as per below: rounded down as per below:
1-15 minutes = 15 1-15 minutes = 0
16-30 minutes = 30 16-30 minutes = 15
31-45 minutes = 45 31-45 minutes = 30
46-59 minutes = 1 hour 46-59 minutes = 45
Once you insert a value here, the software will calculate the value’s midpoint. For example if you set the
value at 15 min, the midpoint would be 7 min. The clocking schedule’s IN time is 9.00am and the midpoint
is 7 min.
If the user verifies in less than 7 minutes after the IN time, for example 9.07am, the software will round
down the transaction data to be displayed as 9.00am. If the user verifies more than 7 minutes after the IN
time, the software will round up the transaction data to be displayed as 9.15am.
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Rounding the OT time to the nearest (minutes)
OT is rounded up to the nearest minute and OT is rounded down to the nearest minute and
is set to 15, all minutes will be rounded up as is set to 15, all minutes will be rounded down
per below: as per below:
1-15 minutes = 15 1-15 minutes = 0
16-30 minutes = 30 16-30 minutes = 15
31-45 minutes = 45 31-45 minutes = 30
46-59 minutes = 1 hour 46-59 minutes = 45
Once you insert a value here, the software will calculate the value’s midpoint. For example if you set the
value at 30 min, the midpoint would be 15 min. The clocking schedule’s OT time is 6.00pm and the mid-
point is 15 min.
If the user verifies in less than 15 minutes after the OT time, for example 6.15pm, the software will round
down the transaction data to be displayed as 6.00pm. If the user verifies more than 15 minutes after the
IN time, the software will round up the transaction data to be displayed as 6.30pm.
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4 • BREAK RULES
Break is to determine the rules for break time allowed in the clocking schedule and the
rules will determine the presentation of time in the attendance sheet. Learn about it in
the table below.
Break Rules
Deduct break time from Click Yes if you want to deduct break time from the total work
work time time. If you don’t click on the checker, the time will be calculated
in this formula, the last clocking - the first clocking = work time.
Lunch time duration For flexi-schedule, it is important for you to specify the time al-
for flexi-lunch range in lowed for the employee to take lunch because their schedule is
minutes different from the other regular schedule staff.
Dinner time duration Specify the length of dinnertime allowed for a flexi-schedule em-
for flexi-lunch range in ployee in this schedule.
minutes
Do you want to Apply Click Yes if you want to apply the rule it means that the remain-
Auto Add Break Time ing lunch/dinner time will be added into work time. This is to add
when include lunch/din- the work time for the users who work during their lunch/dinner
ner break? break.
Do you want to include Click Yes to include the time taken for lunch/dinner into the to-
lunch/dinner time into tal working hour. Leaving the uncheck will deduct the break time
working hour? from the total working hour. However, you need to specify the
maximum break time that an employee can take for his/her break.
If it exceeds the break time duration, the additional minutes will be
deducted from the total work hours.
Do you want to include Click Yes to include break time into overtime.
lunch/dinner time into
overtime?
Do you want to exclude If you click Yes for this function, when an employee takes a break
full lunch/dinner if it’s i.e. lunch or dinner more than the allowed minutes, the whole
greater than allowed? break minutes will be deducted from the total work time. For ex-
ample, if the total work time is 8 hours and an employee takes a
lunch for 1 hr 30minutes, exceeding 30 minutes from the allowed
break time of 1 hour. By doing this, the software will deduct 1 hour
from the total work hour of the staff.
Deduct no. of hours for Specify the hour of break time from overtime hour if the overtime
break time from overtime hour exceeded the value specified in this column. If you put 1 hour
hour … if overtime and 8 hours, it means that if an employee takes an overtime of
exceeded … 9 hours, the overtime will be deducted by 1 hour of break time.
Therefore, the total overtime is 8 hours.
Deduct no. of hours for Specify the hour of break time from flexi hour if the flexi hour ex-
break time from flexi hour ceeded the value specified in this column. If you put 1 hour and 8
… if flexi hour exceeded hours, it means that if an employee takes flexi hour of 9 hours, the
… total time will be deducted by 1 hour of break time. Therefore, the
total flexi hour is 8 hours.
Add no. of hours into flexi- Specify the hour of break time from flexi hour if the flexi hour ex-
work hour…. If flexi-work ceeded the value specified in this column. If you put 1 hour and 8
hour surpassed… hours, it means that if an employee takes flexi hour of 9 hours, the
total time will be added by 1 hour of break time. Therefore, the
total flexi hour is 10 hours.
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Specify the rules based on your company’s policy. Leave them blank if it’s not applicable to your environ-
ment.
5 • OVERTIME RULES
Overtime is to determine the rules for overtime in the flexi locking schedule you define
here. Learn about the rules in the table below.
Overtime Rules
Overtime if total flexi- Define the number of hour considered ‘normal’ working hour for
work hour exceeds flexi-work for example 8 hours. If an employee exceeds that 8 hours,
work hour of the next hour and after are considered as overtime.
Differential overtime In some companies, their employees are given a different overtime
if total flexi-work hour rate after a certain work period. Define how many hours the em-
exceeds work hour of ployee is required to work before he/she is entitled for different
overtime.
Minimum minutes to Sometimes a staff would work only for a few minutes and consid-
work to claim OT ered it as OT; define the minimum minutes required by the company
for a staff to work in order to qualify for an OT claim.
Maximum hours to Put a limit to a number of hour a staff could claim for overtime and
allow to claim OT the default maximum is 24 hours.
Overtime & double time In some companies, employees are entitled for overtime and double
for restday work time if they work on a rest day. Tick the checker to enable the em-
ployee for the overtime & double time.
The overtime rules set in the schedule will be applied to any group that is under this schedule. All rules and
calculations will reflect in the attendance sheet of the staff involved in this clocking schedule.
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• Click System Settings > Add Schedule
• Select a schedule code, for example “1” and describe it as “Office” and select the Work
Schedule as Weekly.
• Define all the rules required for the normal working roster. • Click Save once done
and it will bring you back to the main page where you can see Schedule 1 being dis-
played onscreen. Click Close to save settings.
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Setting Overnight Working Roster with 1 Break As Overtime
IN BREAK RESUME OUT
Monday- Saturday 11:00pm 3:00am 4:00am 6:00am
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Group Duty Roster
Understanding Group Duty Roster
Group Duty Roster refers to an annual working calendar for all groups of staff in your
company. IPtime provides 999 groups to be configured with 2 types of Duty Roster avail-
able.
Weekly Duty Roster – Weekly Duty Roster is a roster applicable to working hours that
are based on a weekly basis
Rotational Daily Shift with a maximum of 3 shifts within a day - Shifts refer to duty
roster that changes daily and they could be multiple shifts, open schedules and rotational
shifts.
Adding Group
• Click Add Group > Select the Group from the list of the drop down menu.
• The Groups available on the list is the same group that you have configured earlier in
the Clocking Schedule. If you haven’t configured the Clocking Schedule, you need to
do that first before you could attempt this step.
• Once you have selected the “Group” from the list, the type of Roster will be displayed
to match your earlier configuration.
• Provide the description of the Group > Click “Okay”
• The Group Duty Roster window will be displayed, ready for you to configure.
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Overtime Only After - IPtime treats extra working time as overtime or OT when it ex-
ceeds the predefined value. You can choose to accumulate extra time either by week or
by month. Options: Weekly, Bi-weekly, Semi-Monthly or Monthly
Check on Daily OT, Auto Calculate OT and 7th Day OT if the rule applies.
If a predefined working hours a week is 40 hours and an employee works a total of 45 hours for that
particular week, she would get a 5 hours to be considered as OT.
If the total working hour doesn’t exceed 40 hours, IPtime will treat it as normal working
time.
Holiday List - Every company has its own holiday list. Click Holiday List and configure the
holidays applicable to your company. When the holiday is activated, that particular date’s
box will turn purple as shown in the picture above.
Auto Schedule - With Auto schedule, you can assign one or more clocking schedules to be
applied for a group for a week or a month. Once you have set this, IPtime will automati-
cally apply the said schedule(s) to the group duty roster.
• Define Day type as Weekend or Workday.
• Define the clocking schedule for the particular day.
• Define the date range for this schedule to take effect.
• Click Okay to save settings.
Different Restday - You can assign a specific user from a group for a different restday or
off day. Click Different Restday > Select User ID > Define the day as Restday or Offday >
Click OK to save settings.
Import Roster - If you already have a preconfigured group duty roster, you can choose
to import the group into IPtime without having to redo the roster again.You can choose
to import from two formats, EXCEL or ASCII. Click View Sample to view the corresponding
format.
Erase Roster - You can delete any duty roster from IPtime by clicking on Erase Roster.
Select the year and the group that you want to delete and click Okay.
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Setting Rotational Working Roster
Rotational Working Roster is applicable in a factory-like environment, where users always
rotate to another working shift periodically. The roster normally is not circulated weekly
but the management defines it for example a 12-day cycle.
Let’s see how to configure the below scenario:
Day 1 2 3 4 5 6 7 8 9 10 11 12
Shift 3 3 3 R 4 4 4 R 5 5 5 R
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Let’s see how to configure the below scenario:
SHIFT CLOCKING IN BREAK RESUME OUT
SCHEDULE
Morning 3 8:00am 12:00pm 1:00pm 4:00pm
Evening 4 4:00pm 8:00pm 9:00pm 12:00am
Night 5 12:00am 4:00am 5:00am 8:00am
Change Password
Changing Password for IPtime
The IPtime requires you to input 2 sets of password to protect your system from unau-
thorized access. You can set a login password and an administrator password to protect
your system. Always use alphanumeric characters to set your password. Click Save to
keep the information.
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Preferred Language
Choosing the language for your IPtime
The IPtime offers 21 languages to suit different requirements for our clients worldwide.
Choose the language you prefer. The default language is English.
Definition Department
Defining Your Company’s Departments
It is important that you define your company’s department in the IPtime because each
staff will be placed in a department he/she belongs to and his/her attendance sheet and
all the records will display the department that he/she is in.
Adding A Department
• Click on Department Definition
• Move the cursor to Department column and define the department in your company
• Create a password for the Department and you can assign a manager to be in charge of
this department by assigning him/her. The employee ID of the manager will be chosen
from the list of staff.
• Predefine all the departments that are available in your company.
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Deleting A Department
To delete any of the department, just delete the description in the Department column
and press Save.
Section Definition
Defining Your Company’s Sections
Section can be either above or below department level. For example, if a section is de-
fined by category such as Domestic and International, the department could be placed
under a section. If a section is labeled as Support and Repair, they could be under a de-
partment which in this case, Technical Support.
Adding A Section
• Click on Section Definition
• Move the cursor to Section column and define the Sections available in your company
• Predefine all the sections you wish to include in IPtime
Deleting A Section
To delete any of the Section, just delete the description in the Section column and press
Save.
Remark Definition
Defining Remarks
Remark is a tag that explains employee’s clocking activities. It is in combination with the
workcodes used by a terminal. An employee can insert a predefined workcode during his
or her fingerprint verification at the terminal. The code is meant to identify an activity for
example 20 for Emergency Leave and 10 for Meeting a Supplier.
The clocking time will be displayed with the work code in IPtime, published in Attend-
ance Sheet, Terminal Data Audit List and Monitor Terminal Activity.
42
Adding A Remark
• Click on Remark Definition
• Move the cursor to Remark column and define the remark applicable in your company
Deleting A Remark
To delete any of the remarks, just delete the description in the Remark column and press
Save.
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Chapter 4
Devices - Terminals Management in IPtime
This chapter guides you to manage all IPBio timeclock terminals from IPtime. After
reading this topic, you will know how to manage employees in your timeclock/
door access terminals, manage their access in select terminals, and administer
data management and so much more.
IPtime is a software to manage time attendance and access control data recorded on all
IPBio terminals. Please configure all your connected terminals correctly to obtain accu-
rate data for your reports. Click Devices >
Employee Management
Understanding Employee Management
Set the cursor to Employee Management > Set. A window with 12 columns as shown
below will be displayed for you to configure. Let’s see what is required in this page:
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Privilege - There are 4 levels of authority offered in the IPBio terminal.
• – Not permitted to access the terminal once the Admin privilege is activated.
• – Has the authority to enroll employees only.
• – Has the authority to access the terminal except for the Terminal Advanced Settings.
• – Has full authority to access the terminal.
Assign the privileges appropriately to avoid unauthorized access to the terminal.
Password - This is the optional password enrolled at the terminal. This password is edit-
able in the IPtime. Any changes made must be uploaded to the appropriate terminal(s)
before it could take effect.
Card ID - The card ID enrolled at the terminal. This card information is editable and you
can also replace this information with a new card information. Any changes made must
be uploaded to the appropriate terminal(s) before it could take effect.
Disabled - A click on the checker will disable the employee from obtaining verification
at the specific terminal.
1 - This is the terminal ID number. If the IPtime is connected to multiple terminals, all the
terminal ID will be displayed in this column. If the specific employee ID is uploaded onto
any of the connected terminals, there will be a check under the terminal ID number.
Select Department - To assign the employee into his/her department.
Enroll Employee - To enroll fingerprint directly using the OFIS scanner for new or exist-
ing employee.
Download Employee - To download employees from terminals to IPtime.
Update Employee - To update employee information from IPtime to terminals before
the changes are reflected in your terminal.
Delete Employee (Terminal) - To delete employees from the terminal only.
Delete Employee (PC) - To delete employees from the PC only.
Save Employee - To save information being updated.
Undo - To undo a certain command.
Enrolling Employees
• At the Employee Management window, click on an employee’s name and click the
Enroll Employee button. This will prompt an “Enroll Employee Fingerprint” window.
• For new employees, click New and fill in the necessary details.
• Click Enroll and select a finger to enroll.
• Place the finger on the OFIS scanner 4 times.
• Press Okay to complete the enrollment.
45
• Select the terminal ID you want to download the employees from. All the connected
terminals’ IDs will be shown in the dropdown menu. Once you have made your selec-
tion, all employees from the terminals will be displayed.
• Select the employees you want to download to the IPtime. You have the option to se-
lect all or some. Once you choose to select some, you need to click on the employees
that you want to download to the IPtime. To undo your selection, click none.
• Choose the type of data you want the IPtime to download from your terminal. It is
recommended that you select all the 4 checkers.
• Check on Do not overwrite PC employee info if no terminal data is downloaded,
if you already have employee data in the Employee Management, you have the op-
tion to choose whether to keep or overwrite the existing employee data. If you are
downloading employees from the terminal for the first time, you may ignore this fea-
ture.
• Click Apply once you have confirmed your selection.
All the selected employees will appear on the Employee Management list, click Save
Employee to save the data in the IPtime.
Deleting Employees
Staff turnover and changing of department often occurs in various companies. This
would require Human Resource Department or Administration to always perform
housekeeping to keep the updated data relevant to the company. The IPtime allows
employee deletion. You can select either to delete them on the terminal or to delete the
employee from the computer/IPtime.
Make sure you are certain with your decision because the deleted data cannot be recovered.
46
• Click Delete Employee (Terminal) and you will be prompted with a pop-up window
Delete Employees from Terminal.
• Select the ID of terminal you want to delete the employees from. Select the employees
which you want to delete, select data that you want to delete and click Apply.
• Once you have clicked Okay, the deleted data couldn’t be found in the terminal but the
data is still available in the IPtime for other purposes.
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Naming Access Codes
There are a total of 50 Access Codes to be defined in the IPtime. Define the access codes
that are applicable to your company.
• Click Employee Access Codes > Set
• Click on the Access Code you want to define and fill up the column with the descrip-
tion.
• Save changes when done.
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Terminal Employees Control
Assigning Terminals with Access Codes
Now you have named the Access Codes, you can assign the terminal with the Access
Codes. By doing this, you are controlling your terminal from unauthorized access.
• Click Devices and select Terminal Employee Control. Click on the Authorized Access
tab
• For Access Code 0, which is Allow Access, check on the checkbox in the Allowed col-
umn to enable the access.
• For Access Code 1: No Access, do not check the checkbox in the Allowed column.
• Click Update terminal to update the settings into the terminal.
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Configuring Access Zones
Understanding Access Zones
The access zone function requires the installation for 2 terminals for a single door. This
is to control the accessibility of the door and also for the employee to perform verifica-
tion when the employee enter or exit the premises. With this function enabled, the
transaction data will be compiled to generate the Entry-Exit report to check the em-
ployees’ movement. All the In and Out transaction will be recorded in pairs.
• Click Devices and select Configure Access Zone.
• Input the description for the zone, for example R&D.
• You can input a description for the 2 terminals. You can set the description for the
terminal as Entry and Exit.
• Click Apply to save the settings.
50
Set Automatic Download Interval
This setting is for the
IPtime to specify the
interval time in which
it will download the
clocking data from
the connected ter-
minals.
51
Once you click Download data from terminal, the above message will appear. You
need to read and understand the message by clicking on Apply, the data from the
connected terminals will be downloaded into the IPtime and the data will be deleted
automatically after the download process.
Please exercise caution before attempting this function.
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This is the main database of the software. All the downloaded clocking activities are
stored in this page. Click on Online and all the clocking data of the connected terminals
will be displayed on this page. Learn about the data field and function available in this
page below:
ID - ID of the connected terminal(s)
Description - Description of the connected terminal(s)
Employee ID - Employee ID of the employees that have been verified successfully at
the terminals. 0 refers to the failed verification and the terminal will only provide failed
verification records if the function is enabled at the terminal. Please refer to the terminal
hardware Employee Guide to enable this function.
Name - Full name of the employee verified at the terminal
Clocking - Date and time of clocking activity at the terminal
Transaction - Transaction code from the terminal. Ignore this if you don’t use work-
code.
I/O Mode - The IPtime allocates type of clocking activity in Attendance Sheet based on
your earlier configuration.
Event - This column only applies for door access models connected with a door sen-
sor. With the door sensor mode enabled, the column will display the description of the
terminal’s status.
Error Card - In an event that an unregistered card is used at the terminal, the terminal
will capture the card number and display in this column.
Date - This is the date for the transaction data.
I/O Slot - This column will display the slot that the particular transaction data is assigned
to. the particular transaction is assigned to In, Resume or Out column.
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Converting Clocking Data into Attendance Sheet
You can choose to filter the clocking data using a few data field as listed below:
ID - You can select the transaction from which terminal ID.
Employee ID - You can specify the employees that you wish to convert the transaction
data.
Data - You can select a date range to convert the transaction data.
Arrange the data field and the length of the data field in the column.
Target 3rd Party Software TCMS
Terminal ID (2 decimal) The format of data field is:
Employee ID (9 digits) TT, UUUUUUUUU, DD-MM-YY, hh:mm
Date format (dd-mm-yy)
Hour minute format (hh:mm)
• Enable Automatic append data to output file during data download for the
IPtime to affix the newly downloaded clocking data into the same file during each
download process.
• Click Verify to save setting
• Define the path to save the exported data to.
• You only need to click Append data to existing output file if you have enabled
Automatic append data to output file during data download earlier.
• Click Export to start the process.
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Deleting Audit Data
There will be some cases where you need to delete clocking data.
It is strongly recommended that you do not delete any contents in the Terminal Data Audit List due to
the fact that this is the main database of the software.
To delete clocking data, click Delete > Select employee IDs and define the date range >
Click Delete to start the process.
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USB Flash Disk Monitoring
While the IPtime offers various wired communication methods, there will be some cases
where USB is required to transfer data from the terminal to the software and vice versa,
for example in places where infrastructure hasn’t been built, construction buildings, at-
tendance on the go, etc.
This function lets you transfer data easily. But before you start using this function, please
select USB from the Terminal Setting and Let’s learn how.
• Click on Read clocking data from a USB disk downloaded from remote IPBio ter-
minal.
• Click Next and select the location of your thumb drive. Click From USB.
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• The transaction data from the USB disk will appear at the provided table. Click Save
to PC to save the transaction data into the IPtime.
• Click Close when the saving process is completed.
• Click Read employee info from an USB disk downloaded from remote IPBio
Terminal.
• Click Next and select the location of your thumb drive. Click From USB.
• The employee data from the USB disk will appear in the provided table. Select the
employees or simply click All and press Save to PC to save the employee data into
the IPtime.
• Click Close when the saving process is completed.
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Writing Data from the Computer to a USB Disk
• Click Write employee info into an USB disk to be uploaded into remote IPBio ter-
minal.
• Click Next and select the location of your thumb drive. Click From PC.
• The employee data from the IPtime will appear at the provided table. Select the employ-
ees or simply click All and press Save to USB to save the employee data into the thumb
drive.
• Click Close when the saving process is completed.
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Instant Message Display
The IPtime lets you type messages for display on your terminal. There are two types of
short messaging offered in the terminal which include:
1. Static message on the terminal that displays on every successful verification
2. Employee message is intended to specific employees
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• The message will be deleted from the terminal. If you don’t do earlier deletion, the
message will continue to be broadcasted until its expiry date and time.
• To delete the message on IPtime, just erase all the information on each column and
click Save.
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Uploading a Display Theme (Wallpaper)
• Click on Terminal Multimedia Management.
• On the Display Theme tab, you will see 4 pictures labeled as Desktop, Main Menu,
Submenu and Shutdown. All display themes are default. You can change them by
clicking on the arrow on the top right of any picture. Select the pictures in your folder
and click Upload Theme.
• Make sure that the picture’s size is 320x120 for 3.5” LCD Screen and 800x600 for 8.0”
LCD screen.
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Managing Advertisement Pictures
• You can also add advertisement photos that will be displayed on repeat during idle
period of the terminal.
• Select the picture(s) that you want or you can change them by clicking on the arrow on
the top right of the picture and make your selection.
• Make sure that the picture’s size is 320x120 for 3.5” LCD Screen and 800x600 for 8.0”
LCD screen.
• Upload picture(s) to the intended terminals
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Downloading Photos from the Terminal
The IPtime lets you check the photos that you have uploaded into the terminal. However,
this function is for viewing purpose in the IPtime only and it cannot be saved in any
digital format.
• Click Download Photo, and choose the Employee ID.
• The photo will be displayed on the page.
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Chapter 5
Employees
This chapter guides you to fill in detailed user information for report purposes.
In this chapter, we will discuss about the employee information related to report pur-
poses only. Please be advised that all users are required to be assigned into groups previ-
ously generated in the group duty roster in order show the accurate information in the
attendance sheet and report.
Farid LLC
You can add a new employee in this function. To add a new employee:
• Click Add Employee.
• Input the Employee ID for the new employee and click Apply. Please make sure that
the Employee ID is unique and there is no duplication with other employees.
• The new employee will be included in the Employee list.
• Input the employee’s details accordingly.
• Click Save and this will prompt a window to request you to generate the attendance
record for the new employee. Select the current payroll cycle or specify the dates.
• Click Apply upon completion.
Changing Employee ID
In an event where you want to change the existing employee’s ID to a new employee ID:
• Click Change ID.
• Select the existing employee ID that you want to change and input the new employee
ID.
• Click Apply for the changes to take effect and click Save.
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Changing Issued Date
The Issued Date is the date that you installed and used the IPtime software for the first
time. If you have any transaction data before the Issued Date, the transaction data will
not appear at the Attendance Sheet or Report. This is because the IPtime will only display
the transaction data after the Issued Date. To change the Issued Date for all the employ-
ees at once:
• Click Change Issued Date.
• Input the earlier date before the first transaction data.
• Click Apply for the changes to take effect.
Importing Employee
If you have an employee list in Excel (.xls) or ASCII (.txt) format, you can import the em-
ployee list into the IPtime. By doing this you will not have to go through the hassle to
add new employees one by one. Please make sure the employee list’s format is as per
the below screenshot.
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• To import the employee list, click Import Employee.
• Select the file format, click either EXCEL or ASCII.
• Locate the file in your hard drive and click OK.
• The employee data will display at the Import Employee Records window.
• Press Apply to proceed with the import.
Deleting Employee
There are circumstances where the company needs to delete any employee from the
IPtime. Follow the steps below to delete an employee:
1. Click Employees to open the Employee Record page.
2. Double click on the Dustbin icon.
3. Select the Employee ID that you wish to delete.
4. Click Delete to proceed with the deletion process.
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Chapter 6
Attendance Sheet
This chapter guides you on how to read, view, edit and generate Attendance
Sheet.
All the transaction data downloaded from the IPBio timeclock terminals are stored
and processed in the IPtime. The IPtime processes the transaction data based on your
Clocking Schedule and Group Duty Roster settings. The Attendance Sheet displays
the processed transaction data for final viewing and editing before you proceed to the
Report section.
Data Viewing
Employee ID - This is an Employee ID, unique for every employee. You can assign a 1-9
digit numerical code as an employee ID for every enrollment.
Name - The employee’s full name.
Day Type - The Day Type for the particular day.
Schedule - The working schedule assigned to the employee for that particular day.
In - The time the employee clocks in for work.
Break - The time the employee goes for lunch/tea break.
Resume - The time the employee returns from lunch/tea break.
Out - The time the employee clocks out from work.
OT - The time the overtime starts.
Done - The time the overtime ends.
Work - Total work time for the day.
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Overtime - Total overtime for the day.
Work Shortage - Total work shortage for the day.
Late-In - Total Late-In time for the day.
Leave Taken - The leave taken by the employee for the particular day.
Hour - The hourly leave taken by the employee for the particular day.
Remark - To notify reason to the employee’s attendance for the particular day.
If the Overtime per week/month option is applied in the Group Duty Roster, there will be 3
extra columns appearing in the Attendance Sheet. Understand the description below:
Total Hr. - Total working hours in a week or a month.
Total OT - Total overtime claim in a week or a month.
Work Shortage - Total work shortage time in a week or a month.
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• Overtime - Displays attendance data of employees who worked overtime.
• On Leave - Displays attendance data of employees who are on leave.
• Absent - Displays attendance data of employees who are absent.
Schedule - Displays the attendance data of employees according to the created clocking
schedule.
Department - Displays the attendance data of employees according to their depart-
ment.
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Adding Employee Leaves Into Attendance Sheet
The administrator can add the leave taken by employees into the Attendance Sheet. By
using the Leave Taken function, the IPtime will prompt an Enter Leave Taken window for
the administrator to input the absent employee’s leave details.
• Click Edit and the Leave Taken button will replace the Generate button.
• Click Leave Taken and this will prompt the Enter Leave Taken window.
• At the Enter Leave Taken window, input the details for the multiple absent users.
• Click Okay to save the Leave Taken settings.
• Therefore, the employee’s information will be changed from absent to taking leave on
that particular dates.
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• The Multi-Shifts window displays all users assigned under the daily schedules. Select
the date for the user and assign the clocking schedule for shift 2 and 3.
• Click Okay to save the setting.
• You can also sort the employee list according to their departments. Click on the De-
partment drop down list and select the department that you wish to show.
• Select the relevant employees that you want to generate their attendance data or
select All. Define the date range.
• You can generate the employee’s attendance data with a different clocking schedule.
Select the Clocking Schedule at the drop down list to generate for the selected us-
ers.
• In an event where you had previously edited the data manually at the Attendance
sheet and you wish to preserve it, please make sure you have checked the option
Keep user changed data.
• Click Generate and Okay to start the process.
• After the process is completed, click on Attendance to check the attendance data
with the new settings.
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Exporting Attendance Data from IPtime to Third
Party Software
The attendance data from the IPtime can be exported to integrate with third party soft-
ware such as payroll software, Human Resource software and etc.
Payroll software compatible with the IPtime:
• Malaysia - Founder DiGiPay, WinCom Payroll, UBS, Emas Software
• Australia - MYOB, Unipay
• America - BDB payroll service
The available export file formats are text (.txt), Microsoft Excel worksheet (.xls), ODBC man-
ager or VFP. There are two types of data export, Export Details and Export Summary.
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• Click Apply to save the settings.
• Select the type of file that you wish to export the data.
• Click Export Detail to initiate the export process.
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Chapter 7
Report
This chapter explains the types of reports available in the IPtime and how to gen-
erate/print the relevant reports for your company requirements.
All the transaction data downloaded from the IPBio timeclock terminals are stored Af-
ter the configurations are properly imposed at the Attendance Sheet, you can proceed
to the Report function to produce the desired reports for your company’s needs. The
IPtime offers a total of 29 report templates for you to choose from and apply the attend-
ance data in order to generate different reports for different purposes.
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Weekly Attendance Time Card - This report generates the employee’s weekly attend-
ance into a page with its summary of attendance at the bottom of the report.
Name List - A list of all or selected employees’ names.
Department List - A list of all department names.
Section List - A list of all section names.
Remark List - A list of all remark names.
Duty Calendar - This is an annual working calendar checklist of a particular work group.
Clocking Schedule - This is a checklist showing detailed settings of the clocking sched-
ule.
Attendance Sheet - This report is a comprehensive report detailing activities of all em-
ployees in a month including their leaves, absents, tardiness. The report also provides the
option to show first IN time and the last OUT time of every employee.
Job Cost Analysis - This report is exclusively for the Job Cost Option at the flexi schedule.
It displays the users’ multiple break times and also the job’s work code for the particular
break time.
Detailed Employee Time Card - This report is exclusively for the Job Cost Option at the
flexi schedule. It displays the users’ multiple break times and also the job’s work code
for the particular break time. Unlike the Job Cost Analysis, this report will summarize the
attendance details.
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 wage calculation.
Weekly Staff Duty Roster - This is a weekly working calendar checklist of a particular
work group.
Monthly Staff Duty Roster - This is a monthly working calendar checklist of a particular
work group.
Terminal User List - This report displays all users that are enrolled into each terminal, so
that you are able to check and audit them from time to time.
Staff Movement Analysis - This report lists the details of attendance by User ID.
Terminal Activity Report - This report details the transaction record of the users by ter-
minal ID.
Terminal Transaction Listing - This report records all transaction data downloaded
from every terminal.
Terminal Event Triggered Report - This report is applicable to all IPBio door access
terminals that are connected to door sensors. The report displays detailed information
of the following description: Open Suddenly, Door Opened, Go Off Button, Door Closed
and False Log.
Entry-Exit Transaction Listing - This report works with the In-Out terminal system and
the anti-passback system. The report shows the transaction data of users in pairs and it
also serves as the fire roll report.
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Previewing/Printing Report
The IPtime lets you preview and report the complete reports based on your require-
ments. Learn how to view employee’s attendance data using the Employee Time Card
report template.
• Click Reports and this will prompt the Report Generation window.
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• Select the desired file format and click Save. This will prompt a Save As window for
you to select the file’s save path and file name.
• Input the file name for the file and select the save path.
• Click Save to start saving the report.
Emailing Report
You can also send the generated report to email recipients.
• Select the report and preview it. Make sure that you have all the dates, users and at-
tendance data correct.
• Click at the drop down menu below the Preview Button. This will prompt the list of
file formats.
• Select the desired file format and click Email. This will prompt a Recipient email ad-
dress window.
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• Enter the recipient’s email address, CC, Subject and Message.
• Click Apply to generate the report and send the email with the attached report file.
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Chapter 8
Fire Roll Call Report
The IPtime constantly checks users who are entering and leaving the zone by gathering
transaction logs from these 2 readers. The report will ONLY display the user ID of any
person who has not checked out from a zone.
To generate Fire Roll call report, click the icon shown above and the IPtime will print the
report.
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Chapter 9
Advisor
81
Chapter 10
New Release
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A Central Solution for Time Attendance and Access Control
2012 IPTEC General Trading LLC. All rights reserved. 102012