TIMEDOX Time-Clock Silver Plus User manual
Table of Contents
1. Time-Clock: Interface......................................................................................... 1
2. Time-clock: Date/time definitions & employee registration............................ 2
Defining the Date and Time ........................................................................................... 2
Employee Registration ................................................................................................... 2
Retry Punch Period ....................................................................................................... 6
3. Preparing the Computer Working Folder......................................................... 8
Connection Options ....................................................................................................... 9
Downloading the file from the time-clock ...................................................................... 10
4. Completing the Details in the Excel Worksheet ............................................ 14
5. Viewing the Employees’ Reports .................................................................... 17
6. Employee Tabs................................................................................................. 18
7. Edit Tab —Editing Data................................................................................... 19
8. Total Tab —Saving and Closing the Worksheet........................................... 20
9. Monthly Routine System Operation................................................................ 22
10. Frequently Asked Questions (FAQ)................................................................ 23
11. Trouble Shooting.............................................................................................. 24
Dear customer,
We would like to thank you for choosing the Timedox Attendance Control
System, composed of a time-clock and Excel worksheets. Once the initial
procedure of preparing the time-clock device and the working folder is
completed, you will be able to retrieve, view and update data on a routine
basis, during or at the end of each month, and generate pay reports for your
accountant.
Should any question or problem arise, please feel free to contact us:
•A link for scheduling an online meeting:
https://timedox.us/schedule-free-demo/
This link allows you to choose a date and hour on which a member of the
support team will call you and present the system to you.
•Support Phone: 470-554-7334.
Introduction
The K14 time-clock finger-print scanner allows a company to manage the
employees’ attendance report via a proximity card, a password or a finger-print,
while the number of employees is unlimited.
This time-clock includes a built-in backup battery.
No additional software is required in order to download the files and view the
content via the Excel file, supplied by Timedox.
The Excel file is programmed to calculate the total of monthly hours for each
employee and his/her assumed pay.
Among other features, the combination between the data file and the Excel file
allows the following:
•A total of days off and absence days.
•Automatically calculates the overtime hours according to individual
contracts.
•Adds or deducts the lunch break, as per your definition.
•Calculates total reports for the accountant.
REQUIREMENTS
•MS Office software and a basic knowledge of Excel.
•Windows 2007 or higher allowing macro commands.
NOTE: The connection to the web is under the customer's responsibility, whether it is
done by the customer or by a web technician.
ABOUT THIS DOCUMENT
This user guide is compatible with model K14 (A manufacturer's user guide is
enclosed with each time-clock). The first part of this user guide presents the
time-clock device and its usage, while the second part presents an introduction
for downloading the data from the time-clock and operating the Excel files that
run the relevant calculations.
The Company Site:
www.timedox.us
➢A general comment regarding the instruction phrasing:
Select
Navigate using the arrow keys and press M/OK to confirm.
Press
Press a button on the time-clock key board.
User Guide
Employee Attendance
Tracking System
Page 1
1. Time-Clock: Interface
Figure 1. Time-Clock
In this figure:
Navigates back to the previous menu.
Navigates up/down between menu options.
Press M/OK to activate a selection after navigation.
Press-and-hold to display the main menu.
Confirm a selected item after navigating using the arrow keys.
Navigate to the right.
Press for one (1) second: Turns the time-clock On.
Press for three (3) seconds: Turns the time-clock Off.
If the main screen is displayed: Navigate to the left.
If a data-entering screen is displayed: A short click erases the
typed text.
Finger-print scanner surface.
Before using for the first time remove the protection sticker.
USB
USB port. Connect the time-clock directly to the computer or
use a disk-on-key.
In addition, you may use a proximity card.
Screen
Key-
board
Finger-print
surface
USB
2. Time-clock: Date/time definitions & employee registration
The first thing that you need to do is to define the system date and hour.
Defining the Date and Time
➢To define the date and time:
1. To display the main menu, press-and-hold M/OK.
2. In the main menu, select
System.
Figure 2. Main menu –System
3. In the System menu, select
Date/Time.
Figure 3. System –Hour/Date
4. In the Date/Time screen, type
the values.
Year
Y
Month
M
Date
D
Hour
H
Minute
M
Second
S
a. To save, press M/OK.
b. To return to the main
menu, press ESC.
Figure 4. Hour/Date
Employee Registration
In this time-clock the
ID
is entered as the
Name
. Later, you may enter the
employee’s full name in the Excel file.
An employee can be registered in one of the following methods:
ID and Password
See instructions 4 and 6
Finger-print and/or
password
See instructions 5 and 6
Time card and/or password
See instruction 7
NOTE: Each employee records his/her entry/exit time using one of the above methods.
➢To add an employee:
1. Press-and-hold M/OK to display
the main menu.
2. To add a new employee, select
User.
Figure 5. Main Menu –Add a User
3. Select Add User.
The screen Add User is
displayed.
Figure 6. Add User
4. ID and Name:
a. In the first two rows, (ID and
Name) enter the ID (Without
a leading Zero).
b. Press the down-arrow key.
Figure 7. Add User
5. FP (Finger-Print):
a. Select FP.
b. Press M/OK.
Figure 8. Finger-Print (1-0) screen
Note: Verify that the protection sticker has been removed
c. In the Enroll Finger-print (123456789-1) screen: Place and raise
the finger on the surface three (3) times.
Figure 9. Finger-print scanning
d. Press M/OK.
NOTE: To scan an additional finger, repeat this instruction.
6. Password:
a. Select PWD (Password).
b. Press M/OK.
c. Enter the password, twice.
d. Press the down-arrow key.
e. Press M/OK.
Figure 10. Finger-print
password
7. Time Card:
a. Select Card.
b. Press M/OK.
c. Hover the card in front of the
time-clock, to scan it.
d. Press the down-arrow key.
Figure 11. Scanning a card
8. Department: Avoid.
9. Purview:
Intended ONLY for system administration(s). This option locks the
access to the clock. The system administrator can be identified by a
finger-print and/or a password; however, in order to avoid a problem
when the administrator is absent, it is important that the administrator
should be identified by a finger print and a password as well:
a. Verify that the Purview box reads Administrator.
b. Define the identification by a finger-print and press M/OK (See
instruction 5).
c. Define a password and press M/OK (See instruction 6).
d. Press ESC to return to the main menu.
Retry Punch Period
Every punch is displayed on the clock as "In"; nevertheless, the system
identifies the second punch as "Out". It is possible to define a number of
minutes between two subsequent punches, and as a result, only the first punch
takes effect.
Any punch identified within the defined minute range is not saved, and any
punch identified after the minute range is registered as “Out”.
This value defines the following:
•Minimal number of minutes between In and Out.
•Maximal number of minutes between two In punches.
Most commonly, a range of 3-5 minutes should be OK; this is to be decided by
the enterprise owner.
When the punch is identified for the first
time:
1. The word “Verified!” is displayed
2. The time-clock announces “Thank
you”.
3. The punch is recorded.
Figure 12. After the first punch:
“Thank you”
If a second attempt is done within the
defined minute range:
1. The word “Thanks”is displayed.
2. The time-clock announces “Punch
accepted”
3. The punch is not recorded.
Figure 13. After the second punch:
“Punch accepted”
➢To define the number of minutes between In and Out
1. To display the main menu, press-
and-hold M/OK.
Figure 14. Time-clock front
2. In the main menu, select System.
Figure 15. Main menu –System
3. In the System menu, select System.
Figure 16. System
4. Enter the number of minutes in the
Retry Period textbox.
NOTE: To delete, press the right-arrow
on the key board.
5. Press M/OK.
Figure 17. Minute-range definition for a
secondary punch
3. Preparing the Computer Working Folder
This chapter provides instructions on how to create a working folder for the
interface with the Excel file and how to generate reports. Create the working
folder on the desk top, and copy to this folder the files that are relevant to the
employees’ attendance management.
The interface is composed of two data files:
Automated
Excel worksheet
A file for viewing and managing the report data. It is
possible to manually edit and update this file, and
generate individual reports for each employee as well as
the company’s general reports.
Report data
Retrieved from the Time-clock, by a direct connection to
the computer via the web or a disk-on-key.
➢To access the company’s web site:
1. Go to the company’s site – www.timedox.us:
a. Select CONTACT
b. From the drop-down list, select SUPPORT.
c. In the Password screen, enter 4705547334 and press Go.
➢Follow the instructions on the screen
1. Read the Quick Start Guide.
2. Create a new folder on your desktop, named TimeClock.
3. Download the following files from the site to the desktop file
TimeClock:
Figure 18. From the Timedox site
4. Extract the Zip files.
Connection Options
The Timedox Silver Plus offers two standard connection options. Choose your
preferred connection option below and follow the relevant instructions.
Connection Option
System Requirements
Ethernet Connection
(Recommended)
Compatible Windows PC.
Available network and wall port for Ethernet.
USB Connection
Compatible Windows PC.
An available USB 2.0 port.
Note: Choose your connection option before proceeding
➢To connect via the Ethernet:
1. Verify that the Ethernet cable is connected to the Time-clock and wall
designated ports.
2. Press-and-hold M/OK to display the main menu.
3. Select System and then select Comm.
4. Find the IP address (and other options) and note down the IP
address here: _________________________
5. Install the application named OfflineDeviceManager on your
computer on the same network.
6. Open the application and add the Time-clock.
Downloading the file from the time-clock
➢To download the files via the PC-USB:
1. Press-and-hold M/OK in
order to display the main
menu.
2. Select Data Mgt.
Figure 19. Data Mgt.
3. Select Download Data.
Figure 20. Download Data File
4. Insert the disk-on-key in
the designated port on the
side of the time-clock.
5. Press M/OK; the system
identifies the connection
and copies the data file.
Figure 21. Inserting the disk-on-key
6. Verify that the following
screen is displayed:
Data download succeed
7. Press M/OK.
8. Remove the disk-on-key
and copy the data file to
the working folder.
Figure 22. Download Completed
Successfully.
9. Verify that the working file is ready, consisting two files:
•EmployeeReportManager
•OfflineDeviceManager
➢To activate the Excel file:
1. In the working file, double-click the Excel file:
EmployeeReportManager_XXX_HE.xls
The Excel file is displayed.
2. If the Excel file is protected, perform the following:
a. Press Enable Content
Figure 23. Press Enable Content
An Excel file and the initial system interface toolbar are displayed.
Figure 24. The general worksheet and the initial toolbar
NOTE: This toolbar appears only once, when the Excel file is
activated for the first time.
3. To display the employees’ details worksheet, press Load Employees
Details.
4. Select attlog.dat_1 and press Open.
Figure 25. Attendance Data File
The Excel file is displayed, presenting the employee details retrieved
from the time-clock.
Figure 26. Excel general worksheet, including the data
Note:Only employees that punched at least one time are saved in the file.
4. Completing the Details in the Excel Worksheet
In this worksheet, one can add the company’s details and define its policy
regarding working hours as well as employee details, such as the full name, the
address and phone numbers.
The yellow row on this page is for defining the parameter values of the
company’s default contract; if an employee has a different contract, the specific
parameter values should be entered in the relevant row.
➢To add the company’s details:
1. Company Name Enter the company’s name.
➢To define the company’s policy regarding overtime:
1. To display the drop-down menu, click the little arrow to the right, and
select:
•1 —The company pays for overtime hours
•0 —The company does not pay for overtime hours.
Figure 27. General Worksheet; Overtime Policy
2. If you selected 0 in the previous instruction: Enter the company’s
default parameter values in the yellow row, as shown in Figure 28.
Figure 28. General Worksheet; Default parameter values regarding overtime
In this figure:
X type overtime
hours
The number of hours considered for a specific
overtime type.
Percent for
overtime type X
Additional payment for overtime type X.
The default contract refers to all the employees. If the contract of a specific
employee differs from the default contract, enter the specific different value in
the appropriate Excel cell.
Figure 29. General Worksheet:Standard working day hours
In this example:In the default contract a standard work day is of 8:36 hours; a
standard work day in the contract signed with an individual employee is of 9:00
hours, and therefore, the relevant cell indicates 9:00 hours.
➢To define the company’s policy regarding work breaks:
1. To display the drop-down menu, click the little arrow to the right, and
select:
•1 —Work breaks are NOT paid as working hours.
•0 —Work breaks ARE paid as working hours.
Figure 30. General Worksheet:Interval time policy
2. If you selected 0 in the previous instruction: In the yellow row, enter
the work day length that grants a payment for the interval (Day length
grants interval) and the length of the interval (Interval length).
Figure 31. General Worksheet: Payment for interval
In this example: According to the default contract, a work day length
is of 6:00 hours; and therefore, if:
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