Icon Time Systems TOTALPASS Small Business Premium User manual

TOTALPASS BIOMETRIC
USER GUIDE
TotalPass Small Business Premium
Biometric Time Clock
Icon Time Systems, Inc.
[e-mail]
www.icontime.com

Copyright © 2015 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]
[e-mail]
www.icontime.com
1

TotalPass Small Business Premium User Guide
Table of Contents
Chapter 1: Getting Familiar with Your Time Clock.......................................................... 6
Introduction................................................................................................................................................................................. 6
Welcome..............................................................................................................................................................6
System Requirements.....................................................................................................................................7
Features ...............................................................................................................................................................7
Available TotalPass Upgrades .....................................................................................................................8
Connection / Setup .........................................................................................................................................8
Logging In...........................................................................................................................................................9
Support and Troubleshooting.....................................................................................................................9
Payroll Interfaces..............................................................................................................................................9
Register your Time Clock ........................................................................................................................... 10
Navigating the Time Clock Software ...............................................................................................................................10
Home Page...................................................................................................................................................... 10
Lists Menu........................................................................................................................................................ 11
Reports Menu................................................................................................................................................. 11
Files Menu........................................................................................................................................................ 11
Settings Menu ................................................................................................................................................ 11
Help Menu....................................................................................................................................................... 11
Chapter 2: Setting Your Time Clock Preferences........................................................... 12
Setting Your Pay Preferences .............................................................................................................................................12
Setting Your Overtime Preferences..................................................................................................................................13
Setting Your Punch Preferences ........................................................................................................................................14
Setting Employee Input Preferences................................................................................................................................16
Setting Your Device Preferences .......................................................................................................................................17
Email / Backup Preferences:................................................................................................................................................19
Outgoing Email Settings (SMTP Server)............................................................................................... 19
Common SMTP Server Settings............................................................................................................... 20
Setting Your Alert Preferences...........................................................................................................................................23
Alert Setup....................................................................................................................................................... 24
Creating Custom Fields.........................................................................................................................................................24
Chapter 3: Setting Up Your Employees .......................................................................... 26
Employee List............................................................................................................................................................................26
Make Employees Inactive........................................................................................................................... 26
Time Remaining Before Overtime........................................................................................................... 27
Adding Employees..................................................................................................................................................................27
Employee Information................................................................................................................................. 27
Employee Settings ........................................................................................................................................ 28
Lunch Time Deduction ................................................................................................................................ 29
Web Punch Time Clock Settings ............................................................................................................. 30
2

Biometric Settings......................................................................................................................................... 30
Accrual Settings (Upgrade Required).................................................................................................... 30
Delete Employee’s Punches ...................................................................................................................... 30
Chapter 4: Using Biometric Fingerprint Entry ............................................................... 31
Overview.....................................................................................................................................................................................31
Time Clock Functions................................................................................................................................... 31
Enrolling Employees Fingerprints Using Self Enroll ...................................................................................................32
Biometric Settings...................................................................................................................................................................33
Biometric Settings by Employee.............................................................................................................. 33
System-wide Biometric Preferences....................................................................................................... 33
Chapter 5: Clocking In and Out....................................................................................... 35
Punching In and Out..............................................................................................................................................................35
Biometric Finger Scan Entry ...................................................................................................................... 35
Proximity Badge Entry................................................................................................................................. 36
Web Punch Time Clock Entry.................................................................................................................... 36
Tracking Paid Breaks..............................................................................................................................................................37
Department Change (Punch In and Transfer)...............................................................................................................37
Entering Tips, Job Numbers or Piece Counts ...............................................................................................................38
Collecting Employee Inputs on an In Punch....................................................................................... 38
Collecting Employee Inputs on an Out Punch................................................................................... 39
Chapter 6: Departments and Supervisors ...................................................................... 40
Departments .............................................................................................................................................................................40
Customize Your Departments .................................................................................................................. 40
Assigning/Changing Departments ......................................................................................................... 41
Supervisors ................................................................................................................................................................................41
Setting Supervisor Permissions................................................................................................................ 42
Assigning Employees to a Supervisor ................................................................................................... 42
Supervisor Login......................................................................................................................................................................43
Chapter 7: Generating Reports........................................................................................ 45
Reports Overview....................................................................................................................................................................45
Adding a Punch ............................................................................................................................................. 46
Adding Non-Work Hours (Holiday and Non-Worked)................................................................... 47
Editing a Punch .............................................................................................................................................. 48
Viewing Additional Reporting Details................................................................................................... 48
Punches from Failed Biometric Punch Verification ....................................................................................................49
Using the Attendance Report.............................................................................................................................................50
Using the Timecard Report .................................................................................................................................................50
Using the Department Report............................................................................................................................................51
Using the Timecards by Department Report................................................................................................................51
Creating Custom Reports.....................................................................................................................................................52
Generating Reports on Custom Field Values – Labor Distribution ......................................................................53
Step 1: Set Up the Custom Field Title and Assignment.................................................................. 54
Step 2: Assign the Custom Field Value to the Employee............................................................... 54
Step 3: Generate the Custom Report Using Create Report .......................................................... 54
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Chapter 8: Alternate Employee Entry Options............................................................... 56
Web Punch Employee Entry................................................................................................................................................56
Setting Up Your Employees - Web Punch Time Clock.................................................................... 56
Punching In/Out Using Web Punch Entry............................................................................................ 57
Clocking In/Out from GPS Enabled Smart Phone – Location Tracking .................................... 58
IP Address Restriction.................................................................................................................................. 58
Setting Authorized IP Addresses by Employee.................................................................................. 59
Running Reports with the Web Punch Time Clock .......................................................................... 60
Using Proximity Badges........................................................................................................................................................60
Assigning Proximity Badges to an Employee ..................................................................................... 61
Locking the Time Clock Terminal Keypad............................................................................................ 61
Punching In/Out Using Proximity Badges ........................................................................................... 61
Chapter 9: Maintaining Your Time Clock ....................................................................... 62
Setting up Scheduled Automatic Backups ....................................................................................................................62
Creating a Data Backup ........................................................................................................................................................63
Data Backup from the Software Interface............................................................................................ 63
Data Backup to a USB Flash Drive .......................................................................................................... 63
Restore Time Clock Data Backup ......................................................................................................................................64
Restore a Time Clock Data Backup from the Software Interface................................................ 64
Restore a Time Clock Data Backup from a USB Flash Drive ......................................................... 64
Removing Data from Your Time Clock ...........................................................................................................................65
Updating Your Time Clock...................................................................................................................................................65
Updating Your Time Clock from the Software Interface................................................................ 66
Updating Your Time Clock Using a USB Flash Drive........................................................................ 66
Resetting Your Time Clock Passwords ............................................................................................................................67
Changing Your Time Clock Software Interface Password.............................................................. 67
Resetting the Software Interface Password......................................................................................... 67
Resetting the Supervisor Mode Security Code.................................................................................. 68
Chapter 10: Time Clock Terminal Supervisor Mode...................................................... 69
Log Into Supervisor Mode...................................................................................................................................................69
Parent Clock Supervisor Mode Settings.........................................................................................................................69
View IP Address ............................................................................................................................................. 69
Assign Badges ................................................................................................................................................ 70
Set Date/Time................................................................................................................................................. 70
View Serial #.................................................................................................................................................... 71
View Version # ............................................................................................................................................... 71
Download Backup......................................................................................................................................... 71
Restore Backup .............................................................................................................................................. 71
Enable Upgrade ............................................................................................................................................. 71
Reset Password .............................................................................................................................................. 71
Erase All Memory .......................................................................................................................................... 71
Convert to Child............................................................................................................................................. 72
Additional Child Clock Supervisor Mode Settings......................................................................................................72
View Parent IP................................................................................................................................................. 72
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Force Connect ................................................................................................................................................ 72
Force Full Sync................................................................................................................................................ 72
Show Sync Status .......................................................................................................................................... 72
Convert to Parent.......................................................................................................................................... 72
Chapter 11: Software Upgrades ...................................................................................... 73
Enabling Software Upgrades ..............................................................................................................................................73
Employee Capacity Upgrades.............................................................................................................................................74
Web Punch Employee Entry................................................................................................................................................74
Benefit Tracking Upgrade ....................................................................................................................................................74
Benefit Tracking and Accruals.................................................................................................................. 74
Non-worked Hours and Benefit Time (Vacation, Sick, Personal)................................................ 75
Chapter 12: Multi-clock Configuration ............................................................ 79
System Requirements.................................................................................................................................. 79
Connecting Multiple Time Clocks.....................................................................................................................................80
Set Up the Parent Clock.............................................................................................................................. 80
Set Up the Child Clock(s)............................................................................................................................ 80
Continuing Multi-clock Setup .................................................................................................................. 81
Multi-Clock Software Settings and Optimal Configuration ....................................................................................83
Child Clock Connection Data.................................................................................................................... 84
Updating the Multi-Clock System.....................................................................................................................................84
Chapter 13: Configure the Time Clock for Remote Access........................................... 85
System Requirements............................................................................................................................................................85
Step 1: Set Up the TotalPass on the Local Network...................................................................................................86
Step 2: Router Configuration..............................................................................................................................................86
Assign a Static IP Address to the Time Clock..................................................................................... 86
Set Up Port Forwarding on the Router...........................................................................................................................87
Step 3: Connect to Your TotalPass over the Internet ................................................................................................88
Remote Connection Frequently Asked Questions......................................................................................................89
Troubleshooting Remote Connection Problems.........................................................................................................90
Standard Remote Connection Setup Diagram ............................................................................................................91
Connect Clocks Remotely with Multi-clock Diagram................................................................................................92
Warranty Information...................................................................................................... 93
FCC Part 15 ........................................................................................................................ 95
5

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 Biometric system offers breakthrough web-enabled technology that brings the
simplicity of embedded software to your time and attendance system, all without requiring
Internet access.
6

System Requirements
For Network Access
•Any Web browser on PC, Mac, tablet or smartphone.
•An available Ethernet port.
•Remote Internet Access also requires Internet and port forwarding to port 9844.
For Direct Connection
•Any Web browser on a PC or Mac.
•Available USB port on Windows PC or available Ethernet port on Windows PC or Mac.
Payroll Export Utilities
•Windows Vista, 7 or Windows 8 required for QuickBooks Plug-in*, Paychex Online
Payroll Export, and the ADP Export
* Only available with the installed version of QuickBooks.
Features
The TotalPass Small Business Premium Biometric 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 100 employees and upgradeable to 500 employees
•Fingerprint entry
•Punch photo verification in case of failed finger scan
•15 employee web punch entry licenses included, upgrade to a maximum of 50
•Proximity badge entry option (badges sold separately)
•Email supervisor alerts upon failed finger scan, high/low hours worked, or approaching
overtime
•Automatic backup of time clock data, via email
•Labor distribution reports
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•Configurable for remote Internet access
•SSL data encryption for secure data transfer over the Internet
•Paid break tracking
•QuickBooks, ADP and Paychex Online Payroll Interface
•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
100 employees to 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 systems comes with 15 employee Web Punch
Entry licenses included, upgrade for a maximum of 50 employee Web Punch licenses.
Connection / Setup
Refer to the TotalPass Quick Start Guide for instructions on setting up your employee time
clock's connection and logging into your time clock for the first time.
You can find a copy of the Quick Start Guide at the link below:
8

http://www.icontime.com/images/docs/collateral/TotalPass_Biometric_Time_Clock_QSG.pdf
Logging In
To log in and view employee information and punch details, enter the time clock’s assigned
Internet Protocol (IP) address into your Internet browser address field.
You must enter the address exactly as displayed below. For example, if the assigned address is
192.168.2.103, enter that text directly into the address field, preceded with “http://”.
Note: If you are logging in using USB, navigate to http://totalpass.timeclock or enter
http://127.20.20.1 as the IP address.
Support and Troubleshooting
For your convenience, troubleshooting tips and how-tos can be found on our technical
support site at www.support.icontime.com.
This system includes a 30-day trial of our Gold Technical Support Plan, which includes
unlimited telephone, email, and remote assistance support. Support can be reached Monday
through Friday from 7:30am to 4:30pm (PST) at [phone] option 1 or via email at
[email protected].
Payroll Interfaces
Your time clock package includes QuickBooks, Paychex Online Payroll, and ADP Payroll Export
interfaces, as well as a CSV export.
To download the Payroll Export program, click on the appropriate link below:
•QuickBooks – www.icontime.com/utc-quickbooks-export
•Paychex Online Payroll – www.icontime.com/utc-paychex-online-payroll-export
•ADP – www.icontime.com/utc-adp-payroll-export
9

Register your Time Clock
The first time you log in to your time clock, you will be prompted to register it. Register your
time clock to ensure that you receive email notification of free software updates, your
manufacturer’s 1 year hardware warranty, and 30 days of free technical support.
Navigating the Time Clock Software
The time clock interface is designed to allow you to quickly and easily complete your tasks and
run your reports. In this section you will learn how to navigate through your time clock
application. Application navigation is done through six distinct menus: Home, Lists, Reports,
Files, Settings, and Help. Moving your mouse cursor over each icon displays the individual
drop-down menu items.
Home Page
When you first log into your time clock application, the Home page displays automatically. The
Home page provides a quick glance at the activity on your time clock, including notifications of
custom alerts. The Home page also contains helpful links to configure your software.
Current Alerts
The Home page displays important system alerts and time clock activity alerts. For instructions
on customizing your alert settings, refer to Setting Your Alert Preferences in Chapter 2.
When you no longer want to be notified of a particular task or alert, check the box next to that
item in the IGNORE column, and click Submit. If you would like to see past alerts, click Show
All. To view the details of the alert, click the alert link in the ALERT/TASK list.
10

Lists Menu
Use the Lists menu for adding, modifying or deleting employees, departments, supervisors, or
enabling or disabling additional time clocks connected to the system. Refer to Chapter 3:
Setting Up Your Employees for instructions on setting up employees, and Chapter 6:
Departments and Supervisors for instructions on configuring departments and additional time
clock supervisors.
Reports Menu
Your time clock comes with four reports that make it quick and easy to get the information
you need to complete your work and process payroll. In addition, with the Create Report
option, you can run custom filters for specific punch times, dates, employees, and
departments. Use the Reports menu to access the reports. Refer to Chapter 7: Generating
Reports, for additional information on generating and customizing reports.
Files Menu
Use the Files menu to back up data, restore data back-ups, Delete Old Punches, and update
your employee time clock..
Settings Menu
Use the Settings menu to customize your payroll, overtime, punch, device, and alert
preferences. Before running any reports, set your preferences as described in Chapter 2:
Setting Your Time Clock Preferences.
Help Menu
The Help menu gives you quick access to the Help Center, including the User Guide and
troubleshooting links, and to view the About Your Clock page that provides important system
information.
11

Chapter 2: Setting
Your Time Clock
Preferences
Before accurate reports can be generated and employee punch details are calculated
correctly, you must set your time clock rules and preferences:

Setup your pay period and overtime rules

Setup punch rounding and Employee Input options

Customize the PIN length and Alert Preferences
Setting Your Pay Preferences
You can access your Pay Preferences in one of two ways:
•Click Set up Your Pay Period in the Alert/Task list
•Select Preferences from the Settings menu.
Follow the instructions below to set your Pay Preferences.
1. Select the applicable option from the Pay
Period Type drop-down menu:
•Weekly - Employees are paid once per week
•Bi-Weekly - Employees are paid every two
weeks
•Semi-Monthly - Employees are paid twice
per month
•Monthly - Employees are paid once per month
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2. If you select the semi-monthly pay period, two additional date fields display that must
be completed.
•Type the first day of the month that your pay period begins in the Start Semi-
Monthly on field.
•Type the second day of the month that your pay period begins in the and on field.
3. Click in the Last Pay Start field to open the calendar and select the date that your
previous pay period started.
Tip: Use the << and >> arrows to select the year. Use the < and > arrows to select the month.
4. Click in the This Pay Start field to open the calendar and select the date that your
current pay period started.
5. Click in the Next Pay Start field to open the calendar and select the date that your
next pay period will start.
6. Type the time of day that your workday begins in the Day Start field. You only need to
modify this setting if your company has a 24-hour work schedule and needs to
accommodate overnight shifts; it is recommended that this setting remain at 12:00am.
7. Select the day of the week that your work week begins from the Week Start drop-
down menu. The company's weekly overtime calculations are based on this setting.
Setting Your Overtime Preferences
Your Overtime Preference settings are on the Pay tab under Payroll Preferences. The TotalPass
comes standard with two levels of daily and weekly overtime and consecutive day overtime.
Follow the instructions below to set your Overtime Preferences.
1. To set daily overtime rules, type the number of hours an employee must work in one
day before they receive overtime pay in the Day OT1 After and the Day OT2 After
fields as required. If your company does not
pay daily overtime, type 99.
2. To set weekly overtime rules, type the
number of hours an employee must work in
one week before they receive overtime pay
in the Week OT1 After and the Week OT2
After fields as required. If your company does not pay weekly overtime, type 99.
13

Note: Overtime (OT1) is calculated at time-and-a-half (1.5) the rate of pay and double overtime
(OT2) is calculated at two times the rate of pay (2.0). With the Benefit Tracking
Upgrade, these rates are customizeable.
3. To set consecutive day overtime rules, change the Consecutive Day OT drop-down
menu to Yes. This option will pay OT1 and/or OT2 as selected to employees on the
seventh consecutive day of work, regardless of hours worked during the work week.
This rule is most commonly used by unions and in California. If your company does not
pay consecutive day overtime, change the Consecutive Day OT drop-down menu to
No.
Note: Making a changeto the overtime options prompts thetime clock to restart. Doing so will
make the time clock unavailable until the clock fully reboots.
4. Click Submit to save your settings and return to the Home page.
Setting Your Punch Preferences
Select Settings | Preferences and click on the Punch tab. The Punch Preferences section
displays.
Note: The rounding rule selected affects all punches system wide.The original punch time
remains unchanged on the employee timecard.The punch hours round according to the
rounding rules set.
Follow the instructions below to set your Punch Preferences.
1. Select the applicable rounding type from the
Rounding Type drop-down menu.
•None (No Rounding):Accumulates 100%
of all time registered on the clock.
•15 Minute (7/8 Rounding): Rounds and
calculates punches to the nearest quarter hour (15 minutes). The split occurs in the
middle of each quarter hour.
To illustrate: An In punch of 7 minutes 59 seconds rounds back
An In punch of 8 minutes 00 seconds rounds forward
Example: An In punch of 7:52 am would calculate as 7:45 am.
14

An In punch of 7:53 am would calculate as 8:00 am.
•15 Minute Slant (10/5 In, 5/10 Out): Quarter hour rounding similar to above except
the break point occurs on the 5th minute or 10th minute depending on whether it is
an In punch or an Out punch.
To illustrate: An In punch of 4 minutes 59 seconds rounds back
An In punch of 5 minutes 00 seconds rounds forward
An Out punch of 9 minutes 59 seconds rounds back
An Out punch of 10 minutes 00 seconds rounds forward
Example: An In punch at 7:49 am would calculate as 7:45 am.
An In punch at 7:50 am would calculate as 8:00 am.
An Out punch at 4:49 pm would calculate as 4:45 p.m.
An Out punch at 4:50 pm would calculate as 5:00 p.m.
•10th Hour: Rather than rounding the punch hours, this selection calculates punches
from the tenth hour point and advances each six minutes.
To illustrate: An In punch from :00 minutes after the hour to :05 after the hour
rounds to the top of the hour (.0).
An In punch from :30 minutes after the hour to :35 minutes
after the hour rounds to .5.
Example: An In punch at 7:30 am would calculate at 7.5 am.
An Out punch at 4:05 pm would calculate as 4.0 pm.
2. The Automatic Punches become IN at field automatically makes the next punch an In
punch after a determined number of hours. This option is convenient if an employee
forgets to punch Out.
This option is only used when an employee entry method is set to Automatic. Refer to
Chapter 3: Setting Up Your Employees, for additional information.
15

3. Check the Flag edits on reports checkbox to flag manually edited punches on reports.
If checked, all edited punches are marked with E.
4. Type the number of minutes in the Reject Like Punches within field. If an employee
accidentally tries to enter the same type of punch at the time clock, within the minutes
specified, the second punch is ignored.
5. Click Submit to save your settings and return to the Home page.
Note: Making a changeto the rounding options will prompt the time clock to restart. Doingso will
make the time clock unavailable until the clock fully reboots.
Setting Employee Input Preferences
Your time clock can allow an employee to enter data at the clock (Employee Inputs) on either
an In or Out punch. Employee Inputs are used to track employee tips, piece counts, or job
numbers. This optional data will be recorded on the Timecards and Timecards by Dept. Report.
Select Settings | Preferences and click on the
Punch tab. The Punch Preferences screen displays.
Follow the instructions below to set your Employee
Input Preferences.
1. Enable Employee Inputs by selecting
Enabled in the Track Employee Inputs drop-down menu. Additional Employee Input
options will display.
2. Enter a custom name for the Employee Input. Common names may be; Tips, Job #,
Piece Counts.
3. Select the Collection Type from the drop-down menu.
•Currency: used for collecting tips or other currency related data.
•Number: used for collecting any non-currency related numerical data such as piece
counts or job numbers.
4. To determine whether the employee will enter the data on the In punch or Out punch,
select the Collect On value from the drop-down menu.
5. If you would like to total the employee input data on the Timecard report, select the
Show Totals check box.
16

Note: Employee Inputs must also be enabled for each indivial employee. Refer to
Assigning/Changing Departments on page 41 for instructions.
Setting Your Device Preferences
Select Settings | Preferences and click on the Device tab to go to the Device Preferences
screen. Important information such as your Database Version, Software Version, and time clock
serial number will appear at the top of this section
Follow the instructions below to set your Device Preferences.
1. Select to display minutes on your reports in decimal or
hh:mm (minutes) format from the Calculated Time Format
drop-down menu.
2. Select the length of the custom employee PIN (ID number)
from the PIN Number Length drop-down menu. Customize
employee PINs (ID numbers) in the Edit an Employee
screen. Refer to Chapter 3: Setting Up Your Employees, for
additional information.
3. Check the Hide Employee PIN checkbox to hide employee PINs (ID numbers) at the
time clock terminal, preventing coworkers from viewing another employee’s PIN.
4. Use System Prompt 1, 2, and 3fields to set up to three custom prompts at the
employee time clock terminal. The default system prompt on the time clock display is
Scan Finger, Enter PIN.
Companies often use this feature for employees that speak languages other than English
and to send global messages to employees.
Examples:
Marque Su Numero
Work Safely
Closed Tomorrow
5. Type a unique 6-digit security code in the Supervisor Code field to secure the
employee time clock.
Important: You need this code to access Supervisor Mode on the employee time clock. Thedefault
supervisor code is 00 00 00.
17

6. Check the Lock Keypad checkbox to lock the keypad and prevent keypad entry of
employee ID numbers (PIN) at the employee time clock. Use this option if you
purchased proximity badges and you do not want employees using the keypad.
7. Check the Use Daylight Savings checkbox if you want the time clock to automatically
adjust time for daylight savings.
8. Select the default time frame to view the Attendance Report screen from the Default
Attendance Report To drop-down menu.
9. Select the default time frame to view the Timecards Report screen from the Default
Timecard Report To drop-down menu.
10. Type the number of minutes to refresh the alerts on the Home page in the Refresh
Home Page Every field. If your system runs slow, type a larger number for the refresh
time.
11. SSL data encryption ensures that all data passed between the time clock and web
browser remains private. Check Use SSL Server to enable this option.
Note: You cannot enable SSL witha direct USB connection to the computer. The time clock must
be connected to the network.
12. Check the Use Popup Windows for Edits checkbox to have a separate pop-up window
display when editing a punch in a report screen. This allows you to view the original
report screen in the background while you edit. We recommend keeping this option
checked.
13. Check the Show total hours at the clock checkbox to display the employee’s total
daily hours after the employee punches out.
14. Click Submit to save your settings and return to the Home page.
•Multi-clock Preferences: Multi-clock refers to multiple time clocks connected
together to share one database. For additional information on setting up multi-clock
preferences, refer to Chapter 12: Multi-clock Configuration.
•Web Punch Preferences: For additional information on setting up your Web Punch
Preferences, refer to Chapter 8: Alternate Employee Entry Options.
18

Email / Backup Preferences:
The TotalPass Small Business Premium application allows system alerts to be automatically e-
mailed to one or more supervisors. The system will send email alerts if an employee has a
photo punch that needs verification, as employees come and go, before they accumulate
overtime, if they leave early, and more.
In addition, backups of your time clock data can be automatically emailed to one or more
recipients, daily, weekly or monthly.
Important: To send emails, you musthave a SMTP server available.Contact your network
administratorto find out if your company has a SMTP server. We recommend using
Google's freeGmail account for companies that don't havean available SMTP Server. In
order to use this service, youmust have aGmail account.
What is an SMTP Server? An SMTP server works like a postal assistant, handling the sending
of emails from an email client to an email server. It receives outgoing mail messages from
users and routes them to the intended mail recipients.
Outgoing Email Settings (SMTP Server)
1. To assign your SMTP server settings, go to Device Preferences by clicking Settings |
Preferences | Device find Email/Backup Preferences.
2. Type your complete SMTP e-mail server address
in the SMTP Server Address field. If you do not
have this information, contact your network
administrator or your service provider.
3. If you enable SSL, you may need to specify the
mail server port by entering a colon and then the
port number after the server address.
Example: smtp.gmail.com:587 connects to smtp.gmail.com and uses port 587. If a
port number is not defined, default port number 25 is used.
4. Check the Use SSL checkbox to use data encryption when sending e-mails. Using SSL
may be a requirement for some SMTP server providers and may require that you define
the SMTP port.
5. Check the Use STARTTLS checkbox if you are using SSL and your SMTP service
provider requires that you first connect to the server using a secure connection.
19