Icon Time Systems TOTALPASS Small Business Premium User manual

TOTALPASS PROXIMITY
USER GUIDE
TotalPass Small Business Premium
Icon Time Systems, Inc.
[email protected]om
www.icontime.com

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Copyright © 2018 Icon Time Systems, Inc. All rights reserved.
Reproduction of this document in whole or in part is strictly prohibited. This
document may contain typographical or copy errors. TotalPass, Icon Time
Systems, the Icon Time Systems logo, and all other Icon Time Systems
product names mentioned in this document are registered trademarks of
Icon Time Systems.
All other products, brand names, or company names mentioned in this
document are properties and trademarks or registered trademarks of their
respective companies.
Icon Time Systems, Inc.
9650 SW Nimbus Ave.
Bldg. 14
Beaverton, OR 97008
Phone: [phone]
[email protected]om
www.icontime.com

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TotalPass Small Business Premium User Guide
Table of Contents
Chapter 1: Getting Familiar with Your Time Clock.......................................................... 7
Introduction.................................................................................................................................................................................7
Welcome..............................................................................................................................................................7
System Requirements.....................................................................................................................................8
Features ...............................................................................................................................................................8
Available TotalPass Upgrades .....................................................................................................................9
Connection / Setup ...................................................................................................................................... 10
http://www.icontime.com/images/docs/collateral/TotalPass_Wifi_Proximity_Time_Clock_QS
G_Web.pdfLogging In.................................................................................................................................. 10
Support and Troubleshooting.................................................................................................................. 10
Integration with Payroll .............................................................................................................................. 10
Register your Time Clock ........................................................................................................................... 11
Navigating the Time Clock Software ...............................................................................................................................11
Home Page...................................................................................................................................................... 11
Lists Menu........................................................................................................................................................ 12
Reports Menu................................................................................................................................................. 13
Payroll Menu................................................................................................................................................... 13
Files Menu........................................................................................................................................................ 13
Settings Menu ................................................................................................................................................ 13
Help Menu....................................................................................................................................................... 14
Chapter 2: Setting Your Time Clock Preferences........................................................... 15
Setting Your Pay Preferences .............................................................................................................................................15
Setting Your Overtime Preferences..................................................................................................................................16
Setting Your Punch Preferences........................................................................................................................................17
Setting Employee Input Preferences................................................................................................................................19
Setting Your Device Preferences .......................................................................................................................................20
Create Payroll Export File.....................................................................................................................................................23
Email / Backup Preferences:................................................................................................................................................23
Outgoing Email Settings (SMTP Server)............................................................................................... 23
Common SMTP Server Settings............................................................................................................... 24
Setting Your Alert Preferences...........................................................................................................................................26
Alert Setup....................................................................................................................................................... 27
Creating Custom Fields.........................................................................................................................................................27
Chapter 3: Setting Up Your Employees .......................................................................... 29
Employee List............................................................................................................................................................................29
Make Employees Inactive........................................................................................................................... 29
Customizing the Columns.......................................................................................................................... 30
Time Remaining Before Overtime........................................................................................................... 30
Adding Employees..................................................................................................................................................................30

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Employee Information................................................................................................................................. 31
Employee Settings ........................................................................................................................................ 31
Lunch Time Deduction ................................................................................................................................ 32
Web Punch Time Clock Settings ............................................................................................................. 33
Create Payroll Export File.....................................................................................................................................................35
Accrual Settings (Upgrade Required).................................................................................................... 35
Delete Employee’s Punches ...................................................................................................................... 35
Chapter 4: Clocking In and Out....................................................................................... 36
Time Clock Keypad Functions ............................................................................................................................................36
Punching In and Out..............................................................................................................................................................37
Proximity Badge Entry................................................................................................................................. 37
Create Payroll Export File.....................................................................................................................................................37
Web Punch Time Clock Entry.................................................................................................................... 37
Create Payroll Export File.....................................................................................................................................................37
Tracking Paid Breaks..............................................................................................................................................................37
Department Change (Punch In and Transfer)...............................................................................................................38
Entering Tips, Job Numbers or Piece Counts...............................................................................................................39
Collecting Employee Inputs on an In Punch....................................................................................... 39
Collecting Employee Inputs on an Out Punch................................................................................... 39
Chapter 5: Departments and Supervisors ...................................................................... 41
Departments .............................................................................................................................................................................41
Customize Your Departments.................................................................................................................. 41
Assigning/Changing Departments ......................................................................................................... 42
Supervisors ................................................................................................................................................................................43
Setting Supervisor Permissions................................................................................................................ 43
Assigning Employees to a Supervisor ................................................................................................... 43
Supervisor Login......................................................................................................................................................................44
Chapter 6: Generating Reports........................................................................................ 46
Reports Overview....................................................................................................................................................................46
Adding a Punch ............................................................................................................................................. 46
Adding Non-Work Hours (Holiday and Non-Worked)................................................................... 47
Editing a Punch.............................................................................................................................................. 48
Viewing Additional Reporting Details................................................................................................... 49
Using the Attendance Report.............................................................................................................................................51
Using the Timecard Report .................................................................................................................................................51
Using the Individual Timecard Report.............................................................................................................................52
Using the Department Report............................................................................................................................................52
Using the Timecards by Department Report................................................................................................................53
Creating Custom Reports.....................................................................................................................................................53
Generating Reports on Custom Field Values –Labor Distribution ......................................................................54
Step 1: Set Up the Custom Field Title and Assignment.................................................................. 54
Step 2: Assign the Custom Field Value to the Employee............................................................... 55
Step 3: Generate the Custom Report Using Create Report .......................................................... 55
Chapter 7: Sending to Payroll ......................................................................................... 56

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Create Payroll Export File.....................................................................................................................................................56
Chapter 8: Alternate Employee Entry Options............................................................... 61
Web Punch Employee Entry................................................................................................................................................61
Setting Up Your Employees - Web Punch Time Clock.................................................................... 61
Punching In/Out Using Web Punch Entry............................................................................................ 62
Clocking In/Out from GPS Enabled –Location Tracking ............................................................... 63
IP Address Restriction.................................................................................................................................. 63
Setting Authorized IP Addresses by Employee.................................................................................. 64
Running Reports with the Web Punch Time Clock .......................................................................... 65
Using Proximity Badges........................................................................................................................................................65
Assigning Proximity Badges to an Employee..................................................................................... 65
Locking the Time Clock Terminal Keypad............................................................................................ 66
Punching In/Out Using Proximity Badges ........................................................................................... 66
Chapter 9: Maintaining Your Time Clock ....................................................................... 67
Setting up Scheduled Automatic Backups ....................................................................................................................67
Creating a Data Backup ........................................................................................................................................................68
Wifi Connection.......................................................................................................................................................................68
Connecting Using the Clock Interface................................................................................................... 68
Connecting Using a WPS Button............................................................................................................. 68
Connecting Using a WPS with PIN ......................................................................................................... 68
Connecting Using the Software Interface............................................................................................ 68
Ethernet Connection..............................................................................................................................................................68
Data Backup from the Software Interface............................................................................................ 68
Data Backup to a USB Flash Drive .......................................................................................................... 68
Restore Time Clock Data Backup......................................................................................................................................69
Restore a Time Clock Data Backup from the Software Interface................................................ 69
Restore a Time Clock Data Backup from a USB Flash Drive ......................................................... 69
Removing Data from Your Time Clock ...........................................................................................................................70
Updating Your Time Clock...................................................................................................................................................70
Updating Your Time Clock from the Software Interface................................................................ 70
Updating Your Time Clock Using a USB Flash Drive........................................................................ 71
Resetting Your Time Clock Passwords ............................................................................................................................73
Changing Your Time Clock Software Interface Password.............................................................. 73
Resetting the Software Interface Password......................................................................................... 73
Resetting the Supervisor Mode Security Code.................................................................................. 74
Chapter 10: Time Clock Terminal Supervisor Mode...................................................... 75
Log Into Supervisor Mode...................................................................................................................................................75
Parent Clock Supervisor Mode Settings.........................................................................................................................75
View IP Address ............................................................................................................................................. 75
Network Settings........................................................................................................................................... 76
Assign Badges ................................................................................................................................................ 76
Set Date/Time................................................................................................................................................. 76
View Serial #.................................................................................................................................................... 77
View Version # ............................................................................................................................................... 77

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Download Backup......................................................................................................................................... 77
Restore Backup .............................................................................................................................................. 77
Enable Upgrade ............................................................................................................................................. 77
Reset Password.............................................................................................................................................. 77
Erase All Memory .......................................................................................................................................... 78
Convert to Child............................................................................................................................................. 78
Download Log................................................................................................................................................ 79
Additional Child Clock Supervisor Mode Settings......................................................................................................79
View Parent IP................................................................................................................................................. 79
Force Connect ................................................................................................................................................ 79
Force Full Sync................................................................................................................................................ 79
Show Sync Status .......................................................................................................................................... 79
Convert to Parent.......................................................................................................................................... 79
Chapter 11: Connect to the Clock ................................................................................... 80
Wifi Connection.......................................................................................................................................................................80
Connecting Using the Clock Interface................................................................................................... 80
Connecting Using a WPS Button............................................................................................................. 81
Connecting Using a WPS with PIN ......................................................................................................... 82
Connecting Using the Software Interface............................................................................................ 83
Ethernet Connection..............................................................................................................................................................83
Chapter 12: Software Upgrades...................................................................................... 85
Enabling Software Upgrades ..............................................................................................................................................85
Employee Capacity Upgrades.............................................................................................................................................86
Web Punch Employee Entry................................................................................................................................................86
Create Payroll Export File.....................................................................................................................................................86
Benefit Tracking Upgrade ....................................................................................................................................................86
Benefit Tracking and Accruals .................................................................................................................. 86
Non-worked Hours and Benefit Time (Vacation, Sick, Personal)................................................ 87
Chapter 13: Multi-clock Configuration .......................................................................... 91
System Requirements.................................................................................................................................. 91
Connecting Multiple Time Clocks.....................................................................................................................................91
Set Up the Parent Clock.............................................................................................................................. 91
Set Up the Child Clock(s)............................................................................................................................ 92
Continuing Multi-clock Setup .................................................................................................................. 93
Multi-Clock Software Settings and Optimal Configuration....................................................................................94
Child Clock Connection Data.................................................................................................................... 95
Updating the Multi-Clock System.....................................................................................................................................95
Chapter 14: Configure the Time Clock for Remote Access........................................... 97
System Requirements............................................................................................................................................................97
Step 1: Set Up the TotalPass on the Local Network...................................................................................................98
Step 2: Router Configuration..............................................................................................................................................98
Assign a Static IP Address to the Time Clock ..................................................................................... 98
Set Up Port Forwarding on the Router...........................................................................................................................99
Step 3: Connect to Your TotalPass over the Internet .............................................................................................100

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Remote Connection Frequently Asked Questions................................................................................................... 101
Troubleshooting Remote Connection Problems...................................................................................................... 102
Standard Remote Connection Setup Diagram .........................................................................................................103
Connect Clocks Remotely with Multi-clock Diagram............................................................................................. 104
Warranty Information....................................................................................................105
FCC Part 15 ......................................................................................................................107

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Chapter 1: Getting
Familiar with Your
Time Clock
Everything you need to get your time clock up and running:
✓Getting your time clock connected and logging into the software for the first time
✓How to get help
✓Navigating through the software
Introduction
Welcome
Thank you for choosing Icon Time Systems, we appreciate your business.
Our mission is to provide our customers with ease-of-mind through our quality products and
excellent customer service. All of us at Icon Time Systems wish to thank you for placing your
trust in our products. We pride ourselves on being innovators in the time and attendance
industry, by developing products that are quick to install, simple to operate and reliable.
Use this guide to learn how to use the TotalPass Small Business Premium time and attendance
system to perform essential tasks that will make tracking employee time, as well as your payroll
processes, more efficient.
The TotalPass Proximity system offers breakthrough web-enabled technology that brings the
simplicity of embedded software to your time and attendance system, all without requiring
Internet access.

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System Requirements
For Network Access
•Any Web browser on PC, Mac, tablet or smartphone.
•An available Ethernet port or wireless network.
•Remote Internet access also requires Internet and port forwarding to port 9844 or port
80.
For Direct Connection
•Any Web browser on a PC or Mac that the clock is directly connected to.
•Available USB port on Windows PC or available Ethernet port on Windows PC or Mac.
Payroll Export Utilities
•Paychex Flex, SurePayroll, Paychex Preview, Paycom, Paylocity, ADP Workforce Now,
and QuickBooks Online exports are compatible with all operating systems.
•Windows Vista or above required for QuickBooks Plug-in* and the ADP Export.
* Only available with QuickBooks desktop versions.
Internet Connection Required
Ethernet connection is required for the following functionality:
•Emailing alerts, backups or payroll reports
•Connecting multiple time clocks together
•Accessing the time clock from more than 1 computer (Network connection required)
Features
The TotalPass Small Business Premium Proximity is the perfect fit for a growing business
that requires a time clock that can keep up with changing needs. This time clock is ideal for
those companies looking for a feature-rich product that is fully supported by a nationwide
network of experts.
•Capacity of 50 employees and upgradeable to 500 employees
•PIN (4-9 digits) or proximity badge entry (15 badges included. Additional badges sold
separately.)
•5 employee web punch entry licenses included, upgrade to a maximum of 50

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•Configurable for remote Internet access
•Paid break tracking
•Import employees to the time clock from a CSV file
•Email supervisor alerts of high/low hours worked, or approaching overtime
•Automatic backup of time clock data, via email
•Email employee timecard reports
•Labor distribution reports
•Export to QuickBooks, ADP, Paychex Flex, Paychex Preview, SurePayroll, Paycom or CSV
•SSL data encryption for secure data transfer over the Internet
•Configurable for remote Internet access
•Automatic lunch time deduction
•Timecard, Attendance, and Department based reports
•Enter Holiday and NonWorked Hours for one or more employees
•Track tips, job numbers, or piece counts with employee entry at the clock
•Department tracking with department transfers at the clock
•Individual supervisor logins with employee assignment
•Connect up to 32 clocks together, sharing one software (500 employee max)
Available TotalPass Upgrades
Benefit Tracking and Accruals
This upgrade allows for automatically calculating vacation, sick, and personal time off. Accrual
rates and tracking are customized per employee for maximum policy flexibility.
Upgrade Employee Capacity
Expand your system with your business; upgrade the employee capacity from the standard of
50 employees to 100, 250 or 500 employees.
Employee Web Punch Entry
Provides the employees with an option to punch In and Out from their Web browser; on their
office computer, smart phone or tablet. The system has 5 employee Web Punch Entry licenses
included, with an available upgrade for a maximum of 50 employee Web Punch licenses.