Aquarius Soft Server BePunctual User manual

Copyright © 2010 Aquarius Soft Pte Ltd.
All rights reserved.
Version 9.0
User Manual
BePunctual Server

User Manual of BePunctual Server Version 9.0
Copyright © 2010 Aquarius Soft Pte Ltd. Page 2 of 37
All rights reserved.
1Table of Content
1 TABLE OF CONTENT................................................................................................................ 2
2 INTRODUCTION......................................................................................................................... 5
W HAT IS B E P UNCTUAL S ERVER ?.....................................................................................................5
F EATURES AND B ENEFITS .................................................................................................................5
M INIMUM S YSTEM R EQUIREMENTS ..................................................................................................6
3 INSTALLATION AND REMOVE.............................................................................................. 8
I NSTALLING THE APPLICATION ..........................................................................................................8
R EMOVING THE APPLICATION ........................................................................................................... 8
4 KNOWING THE USER INTERFACE....................................................................................... 8
M AIN A PPLICATION W INDOW ..........................................................................................................8
M AIN M ENU ........................................................................................................................................ 9
M AIN T AB .........................................................................................................................................11
S ETUP O VERVIEW V IEW ..................................................................................................................11
S ETUP O RGANIZATION V IEW ......................................................................................................... 11
S ETUP D EPARTMENTS V IEW ........................................................................................................... 12
S ETUP S TAFF T YPES V IEW .............................................................................................................. 12
S ETUP S TAFFS V IEW ....................................................................................................................... 12
S ETUP H OLIDAYS V IEW ..................................................................................................................12
S ETUP L EAVE T YPES V IEW .............................................................................................................. 13
S ETUP V ISITOR T YPES V IEW ..........................................................................................................13
S ETUP V ISITORS V IEW ...................................................................................................................13
T ODAY V IEW .................................................................................................................................... 14
P UNCH C ARDS V IEW .......................................................................................................................14
A PPROVED L EAVE V IEW ..................................................................................................................15
P UNCH S TATIONS V IEW ..................................................................................................................15
5 GETTING STARTED ................................................................................................................ 16
R UNNING THE A PPLICATION ...........................................................................................................16
H IDING THE A PPLICATION ..............................................................................................................16
S HOWING THE A PPLICATION .......................................................................................................... 16
E XITING THE A PPLICATION ............................................................................................................. 16
S ETUP W IZARD ................................................................................................................................16
V IEWING W HO ' S I N /O UT ...............................................................................................................17
V IEWING S TAFF P UNCH C ARDS .....................................................................................................17
V IEWING S TAFF A PPROVED L EAVE ................................................................................................17
V IEWING P UNCH S TATION S TATUS ...............................................................................................17
V IEWING O RGANIZATION I NFORMATION ......................................................................................18
V IEWING D EPARTMENTS .................................................................................................................18
V IEWING L EAVE T YPES ................................................................................................................... 18
V IEWING H OLIDAYS ........................................................................................................................ 18
V IEWING S TAFF T YPES ................................................................................................................... 18
V IEWING S TAFF I NFORMATION ...................................................................................................... 19
V IEWING V ISITOR T YPES ................................................................................................................ 19
V IEWING V ISITOR I NFORMATION ..................................................................................................19
V IEWING V ISITOR P UNCH C ARDS .................................................................................................19
E NROLLING S TAFF F INGERPRINT ...................................................................................................20
I MPORTING S TAFF F INGERPRINT T EMPLATE ..................................................................................20
V ERIFYING S TAFF F INGERPRINT ....................................................................................................20
I DENTIFYING S TAFF F INGERPRINT ................................................................................................. 20

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6
ORGANIZATION INFORMATION ........................................................................................ 21
7 DEPARTMENTS........................................................................................................................ 21
A DDING A N EW D EPARTMENT ........................................................................................................ 21
STAFF TYPES .................................................................................................................................... 21
A DDING A N EW S TAFF T YPE ........................................................................................................... 21
8 STAFFS ....................................................................................................................................... 22
A DDING A N EW S TAFF .................................................................................................................... 22
S TAFF G ENERAL I NFORMATION P AGE ............................................................................................ 22
S TAFF P UNCH I N /O UT S ETTINGS P AGE ........................................................................................23
S TAFF W ORKING D AYS & H OURS S ETTINGS P AGE ..................................................................... 23
S TAFF P AY S ETTINGS P AGE ............................................................................................................ 24
S TAFF C ONTACT I NFORMATION P AGE ...........................................................................................26
S TAFF B IOMETRIC F INGERPRINT P AGE .........................................................................................26
9 HOLIDAYS ................................................................................................................................. 27
A DDING A N EW H OLIDAY ...............................................................................................................27
10 LEAVE TYPES ....................................................................................................................... 28
A DDING A N EW L EAVE T YPE ........................................................................................................... 28
11 APPROVED LEAVE.............................................................................................................. 28
A DDING A N EW A PPROVED L EAVE .................................................................................................28
12 PUNCH CARDS AND PUNCH ENTRIES........................................................................... 29
V IEWING A S TAFF P UNCH C ARD .................................................................................................... 29
A DDING A P UNCH E NTRY ................................................................................................................29
13 PUNCH STATIONS ............................................................................................................... 30
C ONNECTING A P UNCH S TATION TO THE S ERVER S OFTWARE ....................................................30
C ONFIGURING A P UNCH S TATION .................................................................................................. 30
D ELETING AN I NACTIVE P UNCH S TATION ..................................................................................... 31
B ROADCASTING A M ESSAGE TO A CTIVE P UNCH S TATIONS ........................................................ 31
C ONTACTING A S TAFF ON AN A CTIVE P UNCH S TATION ..............................................................31
14 REPORTS................................................................................................................................ 32
G ENERATING A R EPORT .................................................................................................................. 32
15 WORKING DAYS AND HOURS TEMPLATES ................................................................ 33
E DITING D EFAULT W ORKING D AYS AND H OURS T EMPLATE ....................................................... 33
S AVING S TAFF W ORKING D AYS AND H OURS AS A T EMPLATE ....................................................33
A PPLYING A S TAFF W ORKING D AYS AND H OURS T EMPLATE ...................................................... 33
16 STAFF PAY TEMPLATES ................................................................................................... 34
E DITING D EFAULT S TAFF P AY T EMPLATE ......................................................................................34
S AVING S TAFF P AY AS A T EMPLATE ............................................................................................... 34
A PPLYING A S TAFF P AY T EMPLATE .................................................................................................34
17 VISITOR TYPES .................................................................................................................... 35
A DDING A N EW V ISITOR T YPE .......................................................................................................35
18 VISITORS ............................................................................................................................... 35
A DDING A N EW V ISITOR ................................................................................................................35
19 CUSTOMIZATIONS.............................................................................................................. 36

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R
UN W HEN L OG O N W INDOWS ..................................................................................................... 36
S HOW I CON IN T ASKBAR N OTIFICATION A REA ............................................................................ 36
P REVENT S TANDBY AND H IBERNATE .............................................................................................36
P REVENT C HANGING OF S YSTEM T IME .......................................................................................... 36
C ONNECTION P ORT N UMBER ..........................................................................................................36

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2 Introduction
What is BePunctual Server?
Aquarius Soft BePunctual Server i the central configuration, management and reporting
component of the Aquarius Soft BePunctual computer employee biometric fingerprint time clock
oftware, vi itor management olution and cla room attendance y tem.
You would u e thi Server oftware to perform the following ta k :
• Configure your organization detail like organization name and logo image to di play in
report
• Add your company department
• Add your company taff type and vi itor type
• Add the taff who would be u ing BePunctual to punch in and out
• Enroll or import your taff fingerprint
• Setup your taff detail like working day and hour , pay, punch ID and PIN etc.
• Pre-regi ter your vi itor
• Add tudent and cla e .
• Setup cla tudent and taff .
• Add holiday applicable to your company
• Add leave type applicable to your company
• Add taff approved leave
• Check taff attendance and punctuality
• Check vi itor tatu
• View and edit taff computer punch card
• Generate report
• Configure punch tation
• Broadca t me age to punch tation
• Contact taff at the punch tation via in tant me aging
One copy of thi erver oftware will have to be running in order for the punch tation oftware to
connect to it to perform punching in/out.
Features and Benefits
Save Time
Manager no longer need to pend hour manually going through paper punch card to con olidate
taff worked hour and calculate their pay. BePunctual generate worked hour and pay report
in tantly.
Save Money
With it build in payroll and approved leave upport, mall companie may not need to buy
additional payroll and leave tracking oftware.

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Easy to Setup
It take le than 1 minute to in tall the BePunctual Server oftware...and another few minute more
to add the taff detail and the olution i all ready to u e.
Easy to Use
Like all other Aquariu Soft product , we pent much time in making ure that the oftware i very
ea y to learn and u e by both the admini trator and your taff.
Single or multiple distributed punch stations
You can etup BePunctual olution on one ingle computer or on multiple computer in your network.
For ingle computer etup, you would in tall the Server oftware and the Group Punch Station
oftware in the ame computer.
For multiple di tributed computer etup, you would in tall the Server oftware on one computer and
in tall the punch oftware on other networked computer .
Instantly heck Who's Not In/In/Out Today
Every taff can check who' not in, who' in and who' out today on the punch tation oftware. Thi
feature can be di abled for any punch tation if needed.
Prevent Buddy Punching
One main problem of paper y tem i that of buddy punch, i.e. taff a king another per on to
punch in/out for him. With BePunctual, you can in tall a fingerprint canner to verify your taff
during punch in/out. A webcam can al o be in talled to capture a photo of the taff when the taff i
punching in/out. The admini trator can then perform random check at the Server oftware to ee if
the photo matche the taff.
Build in Payroll Functions
BePunctual come integrated with imple yet comprehen ive taff payroll function . For mall
companie , they may not need eparate payroll oftware to generate taff pay report .
Build in Leave Records
Approved taff leave (paid and no pay leave) can be recorded in BePunctual. BePunctual report will
take into account of taff leave.
When a taff doe not report for work today becau e hi i on leave, the y tem will al o reflect that
on the Who' In/Out view o that other will know why the taff i not in.
If you are currently u ing a paper leave y tem, you can u e BePunctual to record your taff
approved leave.
Integrated Visitor Management System
With it' built in vi itor management y tem, you can pre-regi ter your vi itor , check their ign
in/out tatu and et vi itor alert .
Integrated lassroom Attendance System
With it' built in cla room attendance y tem, cla attendance taking i now a breeze and
paperle .
Minimum System Requirements
Hardware:
• Computer that can run Window 7, Vi ta, XP or 2000 moothly.
• 1 GB of RAM or higher recommended.
• Super VGA (800 x 600) or higher-re olution video adapter and monitor
• 20 MB of hard di k pace for BePunctual Server oftware. Additional of up to 10 GB
required for databa e.
• Network adapter to acce your local network if the Server oftware and punch tation
oftware are run on eparate computer .
• BePunctual Biometric Fingerprint Scanner to enroll taff fingerprint .
Software:
• Windows 7, Vista, XP or 2000.

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3Installation and Remove
Installing the application
NOTE: Plea e en ure that you log into Window with an admini trator account before tarting the
in tallation.
After downloading the application etup file BePunctualServer.EXE, double click on the file to run
the etup program that will guide you through a imple in tallation proce .
For detailed in truction on how to etup a complete olution, plea e vi it
http://www.bepunctual.com/bepunctual/In tallation.a p
Removing the application
You can remove the oftware via ontrol Panel -> Add and Remove Programs -> Aquarius
Soft BePunctual Server -> hange/Remove
If will be prompt to enter the oftware pa word if it i et.
If you forget the pa word, plea e end an email to upport@aquariu oft.com together with the file
BePunctualOD.bpd
You can find thi file via BePunctual Server -> Setup -> Options ->Backup -> Open Data
Folder
Do give u your invaluable feedback and ugge tion on how we can improve the oftware to work
for you. Feedback Now.
4Knowing the User Interface
Main Application Windo
The main application window con i t of the following component :
• Title Bar: Move and ize the application.
• Main Menu: Provide acce to all the oftware function
• Time Display: Show the current time.
• Date: Show the current date.
• Main Tab: The Main Tab i for electing the content to di play in the Content Area.
• ontent Area: Show the elected content.
• Status Bar: Show help text and tatu .

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Main Menu
Menu Sub-Menu De cription
File New Staff Add a new taff
New Staff Type Add a new taff type
New Department Add a new department
New Approved Leave And a new approved leave
New Leave Type Add a new leave type
New Holiday Add a new holiday
Print Print the data in the current view
Export Export the data in the current view
Hide BePunctual Server Hide the application in the background
Exit BePunctual Server Exit the application
Edit Add Add a new item
Edit Edit the elected item
Delete Delete the elected item
Select All Select all item
View Today View who' in and out now today
Punch Card View taff punch card
Approved Leave View taff approved leave
Punch Station View punch tation tatu
Setup View etup
Statu Bar Show or hide the tatu bar
Refre h Refre h current view
Report Working Day and Hour
Generate taff working day and hour
Attendance Report Generate taff attendance report
Punctuality Report Generate taff punctuality report
Staff Punch Card Generate taff punch card with punch in/out
information
Worked Hour Report Generate taff worked hour report
Pay Report Generate taff pay report
Vi itor Attendance Report
Generate vi itor attendance report
Cla Attendance Report Generate cla attendance report
Setup Setup Wizard Run the etup wizard
Organization Setup organization information
Department Add, edit or delete department
Staff Type Add, edit or delete taff type
Staff Add, edit or delete taff
Holiday Add, edit or delete holiday
Leave Type Add, edit or delete leave type
Vi itor Type Add, edit or delete vi itor type
Vi itor Add, edit or delete vi itor
Student Add, edit or delete tudent
Cla e Add, edit or delete cla e
Option Configure BePunctual Server oftware option
Admini trator Pa word Change the admini trator pa word
Tool Identify Fingerprint Let you check if a taff fingerprint i enrolled
in the y tem.
Help Help Di play BePunctual Server help
About
Di play BePunctual Server product information,

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