Icon Time Systems TotalPass Proximity User manual

PLEASE READ THIS FIRST
TOTALPASS
SMALL BUSINESS PREMIUM•PROXIMITY
QUICK START GUIDE
Version: 062015

Please confirm the contents of your system. If any item is missing,
contact our support line for a replacement: 1-800-847-2232.
Mounting
Bracket
15’Ethernet
Cable
15’USB
Cable Power
Supply
TotalPass Proximity Time Clock
2 Screws 2 Keys
1UNPACK THE BOX
The comprehensive User Guide is available for download at:
www.icontime.com/totalpassproximityuserguide
15 Proximity Badges

2MOUNT ON THE WALL
A.
C.
E.
F.
D.
Use the 2 wall mount screws to
mount the bracket to the wall, at the
desired height.
Insert the key, turn it clockwise a
quarter of a turn.
Push the time clock onto the mount-
ing bracket so that the tabs fit into the
3 matching slots on the back of the
clock.
Slide the clock downward
until the tabs click into place.
Use the key to lock the clock
to the mounting bracket.
Remove the key.

3
A. Plug the power supply into the power supply port located on the bottom
of the clock.
B. Plug the power supply into the wall outlet.
C. The display will state Set Date/Time.
D. Press or on the time clock to select the current month. Press Enter.
E. Follow the same procedure to advance through each step, setting the
date and time. If a mistake is made, press Clear to go back.
F. Once complete, the time clock will display Date and Time Set.
^
^
3SET THE DATE AND TIME
B. Power Supply
A. TotalPass Proximity Time Clock
Wall Outlet

A. Plug the power supply into the power supply port located on the bottom
of the clock.
B. Plug the power supply into the wall outlet.
C. The display will state Set Date/Time.
D. Press or on the time clock to select the current month. Press Enter.
E. Follow the same procedure to advance through each step, setting the
date and time. If a mistake is made, press Clear to go back.
F. Once complete, the time clock will display Date and Time Set.
The TotalPass Small Business Premium time clock includes two standard
connection options. Choose your preferred connection method below, follow
the corresponding instructions later in the guide.
System Requirements
• Compatible with Windows PC,
Mac, smartphone, or any
other device using a web
browser
• Available network port on
router, DSL modem, or wall port
System Requirements
• Windows PC (Vista or above)
• An available USB Port on
the PC
4CHOOSE YOUR CONNECTION OPTION
For Network Connection instructions, go to
panel 5
For USB Connection instructions, go to
Panel 6
Ethernet Connection
Recommended Method
USB Connection
Benefits
• Access to full system features
including, multi-user access
and employee web punch
entry
• Option to connect remotely
over the Internet *
Benefits
• Offers a connection option
if network connection is not
available
PLEASE CHOOSE
ONE CONNECTION OPTION
BEFORE MOVING FORWARD
* Additional Network set up required

A.Plug the Ethernet cable into the Ethernet port located on the bottom
of your clock.
B. Connect the other end of the Ethernet cable into an available port on
your router, switch or wall port.
C. Disconnect the power supply from the time clock and reconnect it
again to power cycle the time clock.
D. Check to see that the green and amber Ethernet link lights turn on where
the Ethernet cable plugs into the clock. This verifies that your time clock is
connected to your network. If the lights do not turn on, check
the cable connections.
Tip: Network connection is not required at all times. Network connection is
required for accessing the time clock application and running reports.
5CONNECT VIA NETWORK
Connecting your time clock to the Network

B. Enter the default
security code – 00 00 00
5CONNECT VIA NETWORK - continued
Find the clock’s IP address
A. Press Padlock Key
SECURITY CODE?
CODE# 00 00 00
A. Press the key on the time clock, to enter Supervisor Mode,
where additional administrator options are found.
B. Enter the default
B. Enter default security code – 00 00 00.
C. On the clock, pressto scroll through and find the View IP Address option.
Press Enter.
D. Write down the clock’s assigned IP address below, for later reference.
E. Open your computer’s Web browser and enter the clocks IP address in the
address bar, press Enter.
F. Go to Panel 7.
^
IP Address: _____________________
E. Open Web browser, enter
the clocks IP address

6CONNECT DIRECT TO PC - USB
Connect your clock to the PC using USB
A. Plug the USB cable into the USB port located on the bottom of
your clock.
B. Plug the other end of the USB cable into the USB port on your PC.
C. Download the USB Communication Drivers from our website at:
D. Follow instructions listed to complete the driver installation.
E. Once complete, open your Web browser and navigate to:
Important: USB connection is compatible with Windows Vista and above.
If you are using a Mac, give us a call for alternative options.
www.icontime.com/connectusb
http://totalpass.timeclock or http://172.20.20.1

A. Enter the default login information, click Submit.
• Default User Name: admin
• Default Password: admin
Submit
B. Set Your Password – type the default Administrator password admin
Submit
• Enter the Current Password
• Enter your New Password
• Confirm your New Password
C. For instructions on adding your employees and completing setup click
the Help menu on the navigation bar to download the User Guide.
| Home | Lists | Reports | Print | Files | Settings | Logout | Help |
7LOG INTO YOUR TIME CLOCK

8SET UP PAY PERIOD, ADD EMPLOYEES
Step 1 - Set up your Pay Period
Go to the Settings menu, click on
Preferences.
Under the Pay tab, select the applicable
Pay Period type. Complete the rest of the
settings accordingly.
Step 2 - Add Employees
To access the Employee List go to Lists,
click on Employees.
The Employee List is used for
maintaining employees in the time clock
including; adding, editing and
terminating employees.
Each employee is assigned a default
4-digit PIN. The PIN can be customized to any number, 4-9 digits.
Step 3 - Clocking In and Out
Post the Clocking In and Out Guide by the time clock. Have the
employees follow the instructions listed to clock In and Out. For
instructions on setting up and using proximity badges, refer to Chap-
ter 4 of the User Guide.

Web Punch Entry:
• Allows designated employees to punch
using a browser.
• Licenses can be reused and reassigned
to other employees, as desired.
• Add additional employee Web Punch Entry
Licenses for a one-time license fee. 5 Web
Punch Entry licenses are included free, with
a maximum of 50 licenses available
per system.
9AVAILABLE UPGRADES
Benefit Tracking:Benefit tracking and accruals, sick, vacation and personal
time. Set revision zones for In/Out punches in up to 32 departments.
Employee Capacity: Need to add more employees? Purchase a software
code to instantly unlock more employees in your time and attendance
system. The system-wide maximum employee capacity is 500.
Email Alerts:
Receive email alerts before employees hit overtime, as they come and go
and more.
• IP Restriction and GPS location tracking make it an ideal solution to track
remote and mobile employees.
• Network connection is required, additional Network setup required for 
remote employee access.

Technical Support You Can Count On
Annual support contracts allow you to
optimize the convenience, productivity
and peace-of-mind of your time and
attendance system.
With an annual support contract you have
unlimited access to highly trained Technical
Support Specialists on our toll-free support line.
Web Punch Entry:
• Allows designated employees to punch
using a browser.
• Licenses can be reused and reassigned
to other employees, as desired.
• Add additional employee Web Punch Entry
Licenses for a one-time license fee. 5 Web
Punch Entry licenses are included free, with
a maximum of 50 licenses available
per system.
• Time clock insurance that covers both hardware and software issues
• Unlimited telephone and email support
• Remote login assistance to fix any issues that may arise
• If anything were to happen to your clock,we will replace it, along with all
purchased upgrades, and ship overnight
Gold Support includes:
• Unlimited telephone and email support
• Remote login assistance to fix any issues that may arise as well as
perform annual maintenance
Call 1-800-847-2232, option 1
10 TECHNICAL SUPPORT CONTRACTS
Platinum Support is the most popular option for new customers, includes: