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TIME BOX User support

1. TIME BOX User support Should you have any comment concerning the use of this product or our services please write to the following address marketing bodet com ENVIRONNEMENT BODET Software B P 40211 Boulevard du Cormier F 49302 CHOLET Cedex www bodet com ae ae ee ee ISO 9001 3 marketing bodet com R f 640141 C lorena Niveau 1 3 TABLE OF CONTENTS TABLE OF CONTE ES araar aeaaaee aranha PaPa cancun canseckedscueckzccddcscuccdacctecedasactecdasesteceeseckedds 2 IMPORTANT NOTICE vic siiscitic th csiestiscessGeicsis Seti asara Aaa K RAKAA Kauaka Aana REAK A ASAKA ARRANA KKA KAENA KAA ENE NARA 4 GENERAL aaa aA E aaa AAAA AMA AAA AAA APANA eae 5 Ts me Box Applicat Mi srs inea a a i eatin A A E 5 1 1 Philosophy of the System cccccccceeeeeeeeeeeeeeeceaeeeeaaeseeaeecaeeesaaeeeeaaesdeneeseaeeesaaeeeeaaesseneeeeaees 5 WP VAD OUT a a a a a aeaa aan a a e a aa aaa e rates 5 2 Presentation of the Time Box terminals c ccccceeeeeeeeeeecceeeeeeeeeeseesaeeeeeeseeeeeeeenenae 7 2 1 Time BOX Termali reien traian doane Ceckes aaa na aand dda leaa Anan eg cdeeuvatesbedsadadeiys adaa Eoi EANA kais 7 2 2 Time Box Biometric Terminal ccccccccceseceeceeeeeeeeeeaeaeceeeeeeesecaaeaeeeeeeesesenaeaeeeeeeeeeeeeaees 7 3 Overall operation je t 2 20 acted toes twas ate tate em eed cote earl ee lait ie ee in oat etca 11 DESCRIPTION OF THE SCREENS wicisccccstseciestisassccbssaniushisaetslasanieslisac
2. 1 RET F1 1 R E T F 1 Back to subject 11 SETTING UP THE BELL RINGING CALENDAR What do you want to do gt Understanding the screen for setting up the calendar gt Create a lockout window gt Go to the thematic index 11 1 Understanding the screen for setting up the calendar The bell ringing can be set up from the screen below to be accessed through the menu Setup Calendar Terminal Setup Calendars WP 22 07 2009 11 57 17 Action area create delete etc Th 19 Su 7 u Mo We a Tt Mo Mos We Sa The a sus Tu 8 Tu 3 Su We Fr Mos wes wet h Sa Tu 10 Th 10 50 Thn 24 Su wen Fett Th 12 11 u Su We Sa No Th 1246 Ss 12 Fr 13 We v Fr 13 Su 13 S3 14 Tu 14 B We Sa 14 Setup S Su 15 Wets Th iS 42 Su 15 ERa Mote Th 16 s 7 ET We Fr 16 Mote s Tui Fr tt Su r Mot i Sa ft Tu 1 Th it 51 Schedule Su We wets Ss 18 Tu 18 Su 18 wets Fr Bell ringing Mio Th198 Thi912 Su 19 u Su wel Sa 19 Mod Th 19 47 Fr 20 Fr 20 Mo20 We Sa Mo Th 20 34 Su 20 Tu 20 Fr 20 Sa 24 Sa 24 Tu 21 Thatar s Tu 21 Fr at Moat Weal S 24 Su 22 Su 22 we 22 Fr 22 vio A Sa 22 Tu 22 Th 2243 Su 22 Mo23 Mo23 Th asi S 23 Tu 23 Th 2330 Su We 23 Fr 23 Mo Tu 24 Tu 24 Fr 24 Su 24 we 2d Fr 24 Mo24 Th 2433 S u 24 We 25 We 25 Sa 25 Mees Tha5 26 s325 Tu 25 Fr 25 Th 263 Th2613 Su 26 Tu 26 Fr 26 Su 26 we 26 Sa 26 Fr a Fr at Moat wea Sa 2T Moat Th 27 35 Su at Sa 28 Sa 28 Tu 28 Th 28 22 su 28 Tu 28 Fr 28 Mo26 u 29
3. The language used currently by Time Box The directory path used for Time Box backups The address phone and facsimile numbers of the technical support as well as the e mail addresses to which you can contact us In this information the data related to your company can be modified The name of your company Your customer file number The language used currently by Time Box Your password to access the software The backup directory Back to subject 15 2 Entering the data of your company To enter the data of your company you must open the following screen using the buttons System Software Administration Reports Anomalies System Hardware Date 7 Time Maintenance Biometrics 7 Terminal WP 15 02 2010 11 55 57 System Software Company name Parameters Company TimeBox Customer number 123456 Language English EOchinglaats Customer number Terminal number Backup directory Bodet U K LTD 4 Sovereign Park Cleveland Way Hemel Hempstead Herts HP2 7DA U K Free phone 0800 0280328 Phone 01442 418800 http www Bodet com enquiries bodet com uk Directory C Program Files Bodet TIME BOX Savedll d Number of employees 5 100 Public hol Overtime Special hours Weekly overtime Add Deduct P ECES To enter the data of your company you must Enter the name of your company in the Company field Enter your customer number if required
4. gt Modify the totals by Add Deduct Add comments gt Generate the reports related to attendance and totals gt Go to the thematic index 4 1 Understanding the screen of clockings and totals The screen of clockings and totals can be accessed from the menu Administration Clockings Select the viewing period Terminal WP 22 07 2009 11 03 17 f Jones Peter Week from J 15 06 2009 Administration E to 21 06 2009 Results Mon 15 06 08 00 12 01 13 00 18 02 Group Tues 16 06 07 26 12 03 12 30 18 02 Wed 17 06 9 31 Ld Employees clockings Thurs 18 06 Reports A 10 00 12 00 Anomalies filter for the Z employees OVERTIME 25 OVERTIME 50 Button to switch to the monthly 25004 25006 25002 25001 Clockings and totals pate m ps Clockings Total Total Comment 2 o x EE Events 9 00 9 00 10 35 10 35 10 05 Employees totals Forgotten clocking indicator Button for accessing the screen showing the clocking report 5 Employees 4 1 1 Screen philosophy The bottom part of the screen called master area allows you to select the employee for whom you wish to view the clockings totals and events The top part of the screen displays the information related to the employee selected 4 1 2 The data displayed This screen allows you to view the clockings and or totals and or events for an employee When the buttons Clockin
5. to attendance gt Clockings calculation time gt Lateness and departures gt Amended clockings Absentees Present gt Forgotten clockings Balances The screen above allows you to access 6 reports related to totals by clicking on the link of the desired report Clockings and totals Clockings of a group Totals Special hours Overtime Add deduct with comments This screen also allows you to access 5 reports related to attendance Clockings calculation time Lateness and departures Amended clockings Absentees Present Forgotten clockings Two other reports are available in Setup in order to allow you to generate the report of the parameters of your software or of the list of employees To generate one of these reports also refer to Setting up a report for one or more employees Back to subject 5 CLOCKING RESULTS What do you want to do gt Understand the screen of an employee s results gt Go to the thematic index The screen of the results allows you to directly access the periodic totals for an employee over the period selected It can be accessed from the menu Administration Results Terminal Administration Results WP 22 07 2009 11 28 57 tr Period f Smith Elliot Administration july 2009 BS Attendance time Mon Tues WedThurs Fri Sat Sun Total Detail of th Add Deduct ela Orne results Global total OT gt 8 hrs day OVERTI
6. 12 30 z 18 25 7 10 00 10 00 05 42 4 12 00 6 15 6 15 09 00 4 12 09 4 12 36 4 9 15 9 15 i 07 56 4 12 01 13 00 16 59 8 05 8 05 Repos MI Fey 0600 g toa 1200 71225 e zosQ 2s 3 0 00 0 00 X Sun 0 00 0 00 Anomalies om DE 36 10 36 10 OVERTIME 25 H E 100 0 00 j EE validate biter Gemona alricstname padao lid number s One or morgg Miployee Jones Peter SALES DEPAR 1 Kennedy Laurence 2500 PRODUCTION O Connor Hugh 25006 PRODUCTION Page Elisabeth 25002 SALES DEPART th nana Smith 25001 0001 ACCOUNTING Fmployees This organisation is identical in most screens of the manual Part This is the screen menu It includes the 5 entry points of the application distributed in 3 blocks Functional block Administration This entry point includes all the capabilities to be used on a day to day basis in particular the clockings and results Reports This entry point includes all the printouts available in your application clockings totals parameters etc Anomalies This entry point includes all forgotten clockings It allows you to display and quickly correct the possible forgotten clockings for each employee Setup block Setup This entry point allows you to set up the items related to results processing and calculations employees schedules etc System This entry point includes the capabilities concerning the system configuration date changes hardware
7. 16 1 Initializing the USB key eececcccceeeseeeeeeeeceeeeeeeaeeeeaaeeeeeeceaeeseaaesseaeeseaeeesaeessaaesseneeseaes 16 2 sRestoring a DACKUP cimeri aE E A E E EEE T ead ental 16 3 Deleting CloCkingsi ic iiscccepedieden sisted eraan RE EAE KLARE phacedepeshdeccsneeetccfedhed ick puscedepssdec od TZ SEO CUNCS a ck ess ace lets en eae act cect Geta on rig a ee cer aes eat latent ae temtics 17 1 Advices for the use Of DIOMEHIICS eee cece ecceceeeee cece eeeeceeeeaeeeeeeeeeaeeeeneeaeeeeeeeaeeeeneeaeenenes 1722 The quality of enrolments aren i kd eee eli ee A ee 17 3 Registering the employees by fingerprint 0 0 2 eeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeseneeeeeteeeaees 17 4 Registering the employees using a badge NUMDETL cceceeeeeeeeeeeeteeeeeeenteeeeeenaeeeeees 17 5 Clocking of employees using a badge if badge reader option cceeeeeeeeeereeeees 17 6 Deleting fingerprints or a badge code from the terminal eeeeeeeeeeeeeeeseeeeeeeeeeeeees THEMATIC INDEX ssisscstcccsivchicsexselcctcanshicheavehouaviurbivacavuccctecieatolocsviedbecncauclectwavetecivavelecaiuasees MAE OSS PAY a i wen gecesi vega cate bv weg aoa veg alga eg hen aig bg gga wine vat eect coin eee IMPORTANT NOTICE Your manual has been designed in order to make the use of your Time Box software as easy as possible Your manual can be accessed directly from the software in Adobe Reader format clicking on E How
8. in the Customer number field Click on the Validate button to validate your entry or on Cancel to ignore the modifications The Time Box software will automatically write the name of your company and your customer number on the reports that you print Also refer to how to change the password to access the software Back to subject 15 3 Customising the password to access the software You can change the password that allows you to get connected to a terminal To do so you must open the following screen using the buttons System Software Terminal System Software 22 07 2009 10 58 48 TIME BOX Company TimeBox Anomalies Customer number 123456 Language English System start date 29 01 2008 Change password Locking date ia Button to change the password Backup directory S Directory C Program Files Bodet TIME BOX Savedll d Bodet U K LTD Number of employees 5 100 4 Sovereign Park Cleveland Way Date 7 Time Hemel Hempstead Herts HP2 7D4 Overtime i Special hours Free phone 0800 0280328 Sey n shone 01442 418800 Weekly overtime Phone 01442 418800 Button to cancel the 4dd Deduct http www Bodet com password change enquiries bodet com uk Button to validate the new password To change your password you must Click on ME Click on theFormer password field and enter the current password Click on the Password field and enter the new password Click on the Confirm
9. the employees are selected by activating the corresponding boxes Bien a Box to be activated to gua Neer aa TST Everyone O Smith select the employee ACCOUNTING FLEX O Kenne aurence 25004 PRODUCTION Lt One or more employs Sections Schedule LS Connor Hugh 25006 co Peter 25008 Page Elisabeth 25002 SALES DEPARTMENT Selection of the filter to be applied to employees Link for selecting or deselecting all employees Il None Aucun salari s lectionn The two additional links A and None at the bottom of the screen allow you to deselect all employees or select all filtered employees Notes When switching from one entry point to another the selected filter and the sorting of employees are preserved The employees can be sorted in alphabetical order or counter alphabetical order with one click on the Name column header Back to subject 2 CLOSING THE SOFTWARE What do you want to do gt Exit the software gt Save the data gt Transfer the data from the terminal gt Go to the thematic index When you wish to exit the Time Box application you must click on the Exit button in the top right hand side of the screen The following window will be shown TIME BOX a xg age S 4 7A l Ly L Xo What do you want to do Exit the software O Data backup OTransfer terminal data Then you have 3 possibilities
10. 07 2009 11 57 59 Roundings in minutes Clockings in Clockings out Rounding gt Rounding Tolerance Tolerance Daily totals Rounding 5 1 Tolerance ings 01 01 2 24 00 Weekly processing day Weekly overtime OVERTIME 50 OVERTIME 100 M Calculating weekly overtime during the week MARKETING BUREAU D ETUDES HOTLINE INTERNATIONAL SALES SALES DEPARTMENT SUNDAY HOURS 1 to deduct from the daily total EPES KESB 1 Activate the box which corresponds to the desired rounding 2 Enter the rounding the clockings and or totals will be rounded according to the value selected With 5 minutes a clocking at 8 05 will give 8 00 3 Enter the tolerance which will allow you to know from what time the clocking will be rounded 4 Click on Validate to save the new setup With the setup performed in the screen above 5 minute rounding and 1 minute tolerance on clockings in and out and on totals you will have the following results Clocking in at 8 00 or 8 01 clocking is saved at 8 00 Clocking in from 8 02 to 8 06 clocking is saved at 8 05 Clocking in from 8 07 to 8 11 clocking is saved at 8 10 Clocking out from 17 59 to 18 03 clocking is saved at 18 00 Clocking out from 18 04 to 18 08 clocking is saved at 18 05 Clocking out from 18 09 to 18 13 clocking is saved at 18 10 etc The totals are rounded according to the same principle Note The system will give you t
11. 1S Sa 15 Tu 5 Th t Th 16 29 Su 16 we 16 Fr 1d Fr i Mo Thi 38 Saf Sa 18 Tu 18 Fr 18 Su 19 Su 19 we 19 Sa 19 Mo18 Mo20 Th 20 34 Su 20 Tu 20 Tu 21 Fr 2t Moat weet via Sa 22 Tu 22 Th 22 43 Th 2330 Su 23 We 23 Fr 23 Fr 24 Mo24 Th 2439 S24 Sa 25 Tu 25 Fr 25 Su 25 Su 26 we 26 S 26 Mo26 Moat Th 27 35 su 27 Tu at Tu 28 Fr 28 Moz We 28 we 29 a 29 Tu 29 Th 29 44 Th 30 31 u 30 we 30 Fr 30 Fr 3t Sa 31 window bell ring lockout access or public holiday lockout Setup Calendars Action area create delete etc rt Su U 12 Mol2 Mott Wet W validate Limits of the window Th 3 49 wed Fr 4 08 2009 at 24 00 37 MoT Tu 6 A Th 10 50 Fen a 12 Comment providing details of the window by mouseover h 19 sa 19 Fr 20 u 20 3 21 Mo21 Su 22 Tu 22 Mo23 we 23 Tu 24 Th 24 52 We 25 Th 26 43 pa Fr 27 u 27 Sa 28 Mo28 Su 29 Tu 29 Mo30 we 30 Th 31 53 This calendar allows you to lock bell ringing during periods to be selected by you for example during the annual closure of your company It also allows you to define holidays for each year To set up a lockout window you must 1 Select the type of window to be created modified or deleted bell ringing or public holiday lockout in the selection area Select the action to be performed create delete or select in the action area Click on the day s when you wish to add delete or select a windo
12. CTRL C paste CTRL V to duplicate the schedule 5 Click on f To delete a weekly schedule you must 1 Click on one of the fields of the weekly schedule to be deleted 2 Click on After creating the desired weekly schedules you must assign them to the employees in their files Back to subject 10 SET UP THE BELL RINGING What do you want to do gt Understand the screen for setting up the bell ringin gt Select the bell ringing of the Time Box Biometric terminal gt Go to the thematic index 10 1 Understand the screen for setting up the bell ringing The bell ringing can be set up from the screen below to be accessed through the menu Setup Bell ringing Setup Bell ringing z Terminal W 22 07 2009 11 56 45 p j Bell rings calendar Administration a x Bell ringing duration 3 O Bell ringing for public holidays Reports Bell ringing duration Qu Activation of the bell ringing for public holidays i gt gt re Anomalies uv l Y e a de Days and times for the bell ringing H D H 8 Setup Employees Schedule Calendars Global EnS Be You can activate the internal bell of the terminal only Time Box Biometric or use the terminal relay to manage an external bell In this screen you can set up the day and time on which the bell shall ring To set them up you must 1 Enter the desired duration for the be
13. From this screen you can also modify the employees clockings create the reports related to the clockings and totals and request a monthly display of the results 4 1 5 The totals The screen of totals is divided into 4 columns with the totals for the week displayed at the bottom of each column The totals of the clockings in the day The corrections by Add Deduct for each of the days in the week The global total total corrections by Add Deduct for each of the days in the week The comments related to the Add Deduct The results are displayed in red until modifications are validated Some columns may not be displayed although the corresponding commercial options are valid In this case check that the corresponding option has been selected in the employee s file and that it has been set up in the Setup Global menu In the same way as for the clockings you can also view the monthly totals for the employee selected 4 1 6 The events The events mean additional columns which correspond to the overtime and special hours set up in the Global setup of the software The overtime and special hours allowed are defined in the employee s file Back to subject 4 2 Accessing the clockings and totals of an employee The screen of Clockings f Administration Results Group clockings and totals can be accessed from the menu Administration Select the viewing period s and Canale Termina
14. The last Select Transfer terminal data Click on OK Specify if All data must be downloaded or only the data after the last transfer must be retrieved Click on Validate clocking data can then be processed and even backed up on your Time Box workstation Notice Downloading data Since the last transfer allows you to retrieve all clockings done after the last clocking recorded on the Time Box PC Back to subject 3 CLOCKING ANOMALY What do you want to do gt Understand the screen of anomalies gt Access clocking anomalies and correct them gt Generate a report of clocking anomalies gt Go to the thematic index 3 1 Understand the screen of anomalies You can access the screen of anomalies with one click on Anomalies in the left hand side menu of the display Terminal Anomalies WP 22 07 2009 11 10 26 iu B Smith Elliot aa subi Reports famed i a O Connor Hugh 7 Smith Elliot 6 ey Button to access the Artie Button to enlarge or reduce screen for setting up the the top and bottom parts of the report of anomalies display Employee selection box Select a filter for the O Connor Hugh 25006 PRODUCTI employees Select or deselect all employees 3 employees selected The Anomalies entry point includes all the anomalies of forgotten clockings In this way you can rapidly view the days of forgotten clockings in order to correct them quickly From th
15. When the clocking is successful the time and the employee s badge number are displayed on the terminal 17 6 Deleting fingerprints or a badge code from the terminal When an employee leaves the company you might need to delete his fingerprints from the terminal or to forbid clockings with a certain badge number Press the F2 key on the biometric terminal and enter the administration code to get to the main menu Once you are in the right submenu menu BIO 1 menu NUM 2 press the key 2 for accessing the options for deletion Then the following screen is displayed Press the key 1 in order to delete the data by RJE entering the badge number Confirm with the E DEL uUCIC key The following message appears Press the key 2 in order to delete the data by selecting the badge number from a list Scroll through the list with key 1 and 2 Confirm with the E key Back to subject VVVVVVVVVVVVVV VV VV THEMATIC INDEX want t General Manual Access to the software What do you o do Stop the software Create Set up employees Create and manage schedules Set up the bell ringing Set up the bill ringing calendar Clockings and totals Group of employees Clocking results Clocking anomalies Reports Global configuration Software configuration Set up the hardware Time of the terminal Biometrics Glossaire GLOSSARY Add deduct Number of hours to be added or deducted fr
16. and totals Terminal WP 12 02 2010 13 12 07 Smith Elliot Week from J 95 10 2009 EYES to 11 10 2009 pate os clockings Total 7 Total 2 0 x CA V N Comment Mon 05 10 Flex 07 30 4 11 56 4 12 30 z 18 25 Z 10 00 10 00 Tues 06 10 Flex 05 42 g 12 00 ana 6115 6 15 Wed o7 10 Flex 09 00 z 12 09 7 12 36 g isiasy 3 15 3 15 Thurs 08 10 Flex 07 56 z 12 01 7 13 00 Z 16 59 Z 2 05 8 05 noso P 06007 wng 12100 12254 ie sA Sat 10 10 0 00 0 00 Sun 11 10 Sun 0 00 0 00 OVERTIME 25 0 00 OVERTIME 100 0 00 OVERTIME 50 0 00 BT Bae os ee pee Surname a Firstname Badge Id number Section Schedule One or more employee Jones Peter 25003 SALES DEPART Surname Kennedy Laurence 25004 PRODUCTION O Connor Hugh 25006 PRODUCTION irska Page Elisabeth 25002 SALES DEPART ANEM Smith Elliot 25001 0001 ACCOUNTING FLEX Badge 5 Employees What do you want to do You can also consult and print this manual by opening the PDF file supplied on the Time Box CD Rom as well as in the Time Box installation directory on the hard disk Back to subject 1 4 Understanding the various entry points Your Time Box software is as follows Terminal 4 Administration Clockings and totals ag MP 12 2 2010 13 12 07 lt Smith Elliot te 4 iministrat in idade Bar 11 10 2009 Clockings 07 30 11 56
17. be accessed through the menu Setup Schedules Terminal Setup Schedule WP 22 07 2009 11 51 22 i Daily schedules Administration Daily schedules Description Abbrev Y yp S Complement Rap Nermaleihre E 00 00 24 00 8 00 epos l Ed overtime hour 2 00 00 24 00 10 00 Flexi shift Ef Flexi shi Erri break 12 30 13 00 0 10 A 4 SEE hour 1 22 00 24 00 Every day Anomalies 5 Button to validate creations and modifications Setup Employees Bell ringing Calendars Global cs Cer It is possible to create 5 weekly schedules They must be created after the daily schedules that you wish to use listed in the top left hand part of the screen You can create up to 20 daily schedules these schedules can be used subsequently to work out the weekly schedules It is therefore possible to create a daily schedule for each day of the week but it is not mandatory Indeed for non worked days it is not necessary to create a specific daily schedule it is sufficient to leave the day without daily schedule To create or modify a weekly schedule you must 1 Double click on the Description field and enter a description for the new schedule 40 characters as a maximum 2 Double click on the Abbrev field and enter an abbreviation 5 characters as a maximum 3 Click on the Monday field and select in the pop down list the daily schedule to be assigned to this day 4 Repeat step 3 for each day of the schedule or copy
18. be specified in the complement whether the break has been taken or not If no information is entered in the Complement field the minimum break time is equivalent by default to the duration of the window 9 2 3 Clocking in allowance window This window allows you to bring back any clocking in performed between the start time and end time of the window to the end time of this window It is a means of preventing the employees from starting work before the planned schedule 9 2 4 Clocking out allowance window This window allows you to bring any clocking out performed between the start time and end time of the window to the start time of this window It is a means of preventing the employees from continuing to work after the planned schedule Back to subject 9 2 5 Early departure window This window allows you to report the early departures of the employees The report of the late arrivals and early departures allows you to list all the employees who left earlier than the time planned in their schedule 9 2 6 Late arrival window This window allows you to report the late arrivals of the employees The report of the late arrivals and early departures allows you to list all the employees who arrive later than the time planned in their schedule In the clocking screen early departures are shown in bold characters 9 2 7 Clock in position window This window allows you to define a time period during which all clockings are
19. displayed SHIFT 00 0s Each time you press the key 1 the compensation value is decreased by 0 1 seconds The key 2 TEE 2 increases it by the same interval Confirm with SHIFT 00 115 the E key Back to subject 14 SET UP THE HARDWARE What do you want to do gt Understand the screen for setting up the terminal gt Setting up the connection of the terminal gt Set up the display of a terminal gt Go to the thematic index 14 1 Understanding the screen for setting up the terminal This screen can be accessed from the menu System Hardware Terminal System Hardware 15 02 2010 12 02 18 Description Terminal Administration Tipe TES Reports Anomalies m enee aia Display Date Time Software 1 2 A Maintenance This screen allows you to set up the terminal installed with Time Box It is broken down into 2 parts A menu area in the bottom right hand corner which allows you to select the item to set up on the terminal A setup area top part which allows you to define the setup of each of the items of the system By default you will open the hardware setup on the connection of the terminal Back to subject 14 2 Setting up the connection of the terminal This screen can be accessed from the menu System Hardware Connection m Terminal bi W 16 02 2010 10 43 38 i Description IP address Administ
20. field and enter the new password selected Click on Validate to take account of the modifications or on Cancel if you do not wish to save the modifications System Hardware Jour Ferie yes a O Also refer to subject Access to the software for the use of the password Back to subject 15 4 Defining the language to use the software You can change the language of the Time Box software To do so you must open the following screen using the buttons System Software Terminal System Software WP 22 07 2009 10 58 48 TIME BOX Select the language Parameters Company TimeBox Anomalies Customer number 123456 Locking date 01 01 2009 Language English ae Directory C Program Files Bodet TIME BOX SaveAll fs Distributor Options System Bodet U K LTD Number of employees Hardware 4 Sovereign Park Cleveland Way Date Time Hemel Hempstead Herts HP2 7DA Overtime y Sean a Special hours Phone 01442 418800 Weekly overtime Button to cancel the amp dd Deduct language change Jour F ri http www Bodet com enquiries bodet com uk Button to validate the new language To change the language of your application and of your terminal you must 1 Select the language that you wish to use in your Time Box software using the pop down menu Language 2 Click on the Validate button to validate or on Cancel if you do not wish to save the modifications To
21. installation and maintenance It will be mainly used for doing the maintenance of your application Back to subject Part The master area is used to select one or more employees in order to display the information but it is not always visible depending on the screen that is being displayed Part The top part of the screen is the detail area which allows you to view the information selected for the employee selected in the master area Here for example you are viewing the clocking details for the employee selected in the master area The Clockings Totals and Events buttons allow you to select the items to be displayed in this area When these buttons are in blue the corresponding items are not displayed On the contrary if the buttons are in yellow the corresponding items are displayed This part also includes an area called action area It offers all the actions available for the current screen Here it allows you to validate or cancel the addition or modification of a clocking and print or display clockings on a monthly basis Part The last part is an information bar which provides access to the About or Help section allows you to modify the size of the window or to exit the application It is also used to indicate in which window you are browsing aid and displays the name date and time as well as the name of the Time Box terminal used Back to subject 1 5 Understan
22. moo Moaes 1000 Sun 05 07 SUNDAY BONUS Flex 07 30 1 56 10 00 10 00 Reports Flex 07 00 A 03 T z T z 9 00 9 00 Flex 09 00 12 09 12 36 18 45 9 15 9 15 Flex 07 56 12 01 13 00 16 59 8 05 8 05 Flex 08 01 10 00 10 11 12 00 9 15 9 15 cab 0 00 0 00 Sun 0 00 0 00 Flex i i g 9 35 9 35 Flex i 10 00 10 00 Flex 08 00 14 9 9 30 9 30 Flex 4o0 4 00 Flex p g 9 00 9 00 0 00 0 00 Sun i 1 2 00 2 00 Flex 1 1 i i 10 00 10 00 8 45 8 45 Fri 17 07 Thurs 16 07 DoCg0OCO0OMEMAM 1 55 1 55 Button to switch to the 0 00 0 00 weekly view 0 00 0 00 0 00 0 00 ooo 0 00 __ Flex 0 00 0 00 OH 5 00 3 00 1438 00 0 OVERTIME 100 0 00 OVERTIME 50No E validate Cancel Once you are in the monthly view above you have the same possibilities as for the weekly display You can go back to the weekly view by clicking on the button z or on the buttons located in the column with the icon a next to the days of the week Back to subject 4 4 Modifying entering or deleting a clocking time manually The screen of clockings and totals can be accessed from the menu Administration Clockings Terminal Administration Clockings and totals e WP 22 07 2009 11 03 17 5 El x n H Jones Peter hae ee Week from WG t 21 06 2009 Results Mon 15 06 08 00 12 01 13 00 18 02 9 00 9 00 Group Tues 16 06 07 26 12 03 12 30 18 02 10 35 10 35 Wed 17 06 09 00 12 01 12 26 19 31 10 05 10 05 T
23. of employees 5 100 Public hol Date 7 Time E Overtime Software Maintenance Special hours 02 41 71 44 12 Maintenance 0 8 05 05 Num ro Vert 02 41 71 44 04 Fax Add Deduct http www timebox fr timebox bodet com Biometrics Weekly overtime This screen allows you to find the following information The version of the Time Box software installed on your PC The name of your company The software language Your customer file number if required The terminal and the firmware version if you use a Biometric terminal System start date no data available before this date and results locking date no results can be recalculated before this date The address phone and facsimile numbers of the technical support as well as the e mail addresses to which you can contact us The activated commercial options valid number of employees and options The information found in the About section will be useful if you contact our customer support department 2 PRESENTATION OF THE TIME BOX TERMINALS The main purpose of the Time Box terminal is to collect and manage the employees check in and check out 2 1 Time Box Terminal You can retrieve the clocking data by means of a serial cable RS232 cable connected to the PC or in wireless mode with a USB key 2 2 Time Box Biometric Terminal You can retrieve the clocking data by means of an Ethernet connection RJ 45
24. of the absentees Depending on your option the title of the report will be Present Absentees or Absentees and Present 7 3 Understanding the viewing screen of a report The viewing screen of a report can be accessed from all the report setup screens with one click on the View button Reports Absentees Present a Ef ciose ggo 00u 5 gg0og Absentees Present TimeBox from 22 02 2010 to 17 05 38 surname Name Badge Section status 25003 SALES DEPARTMENT A Present Kennedy Laurence 37071 PRODUCTION UNIT 1 a Present O Connor Hugh 25006 PRODUCTION UNIT 2 Page Elisabeth 25002 SALES DEPARTMENT Absent Holiday Smith Elliot 01234 ACCOUNTING Back to subject The viewing screen of reports contains several buttons which allow you to skip easily from one page of the report to another or to change the viewing mode Expand Reduce Adjust to page or Adjust to width go to the first page of the report go to the previous page go to the next page go to the last page of the report generate a report zoom in Zoom out display the whole page adjust page to screen height adjust page to screen width 1 nTa J HN rN From this screen one click on the Print button allows you to execute the report and with one click on the Back button you will go back to the report setup screen 7 4 Generate a report The screen for generating a report is available from the repo
25. take account of the new language setup you must exit the application and start it again Note The language of the terminal will be updated after the next data transfer Back to subject 16 MAINTENANCE What do you want to do gt Initializing the USB key gt Restoring a backup gt Deleting clockings gt Go to the thematic index 16 1 Initializing the USB key You can access the USB key initialization screen by clicking on System Hardware Terminal System Hardware 15 02 2010 12 02 18 i Description Terminal Administration Type USE key Reports Anomalies ESTES T iia Display Date Time Software Maintenance This screen allows you to re initialize your USB key or a brand new one in order to connect it to the Time Box or Time Box Biometric terminal and to the Administration PC To initialize a USB key you have to Insert the key in the USB port of the PC Click on Initialising download USB key After a few seconds a progress bar from this initialization screen will show you the action is completed This operation will copy two files on your USB key Param fir amp Progemb fir Back to subject 16 2 Restoring a backup To restore a backup you can click on System Maintenance and then on Restoration Terminal System Maintenance WP 22 07 2009 11 59 32 i Restore Administration File to restore C Prog
26. when the cursor appearance changes you can insert a new cell with one click and enter a clocking Warning any deletion of clockings is irreversible That s why we recommend you to make a data backup before any manual change of clockings Back to subject 4 5 Setting up the time display in the software The screen for setting up the time display on the terminals can be accessed from the menu System Hardware Display gt z Terminal 15 02 2010 10 15 27 Results Administration Minutes O Hundredths Anoman Area for selecting the display format of the results in the software Date 7 Time Software Maintenance This screen is divided into 2 parts System Hardware DD MMAYYY Area for selecting the display format of the Pee AAR date on the terminal O YYYY MM DD Access to the clock display setup A menu area in the bottom right hand corner which allows you to select the item to set up on the terminal A setup area top part which allows you to enter or tick the various setup options In this screen select the display mode of the results in the software These results can be in hours and minutes or in hours and hundredths for example 39h30 is written as 39 5h in hours and hundredths display 1 Tick the button which corresponds to the selected mode 2 Click on Validate to save the new configuration or on Cancel if you do not want to validate the modifica
27. 003 SALES DEF O Kennedy Laurence 25004 PRODUCTI O Connor h 25006 PRODUCTI Select a filter O Page Select employee SALES DEF erect A Ie Msmith ACCOUNT FLEX for the employees 3 employees selected To access an employee s clockings and totals you must 1 Select the employees of whom you want to view the clockings and or totals using the filters available if necessary The number of employees selected is shown at the bottom of the list of employees 2 Enter the desired date in the Date field or select the viewing date using the calendar to be accessed with the icon D Note To create a new employee see Create a new employee s file Back to subject 6 3 Modifying or deleting manually the clocking times of one or more employees The screen of clockings and totals for a group of employees can be accessed from the menu Administration Group Terminal Administration Group WP 15 02 2010 10 49 47 oF Administration Results Jones Peter 0 00 8 00 3 00 Business leave O Connor Hugh 18 00 0 oA 0 00 Forgotten clock ma ee a E E E EET e ee Reports A EE Bos a aa p ST veryone Z Jones Peter 25003 ALES DEF O Kennedy Laurence 25004 PRODUCT O Connor Hugh 25006 PRODUCTI O Page Elisabeth 25002 SALES DEF W Smith Elliot 25001 0001 ACCOUNT FLEX 3 employees selected The screen above allows you to view the clockings for the employees selected Each clocking can be modified manually T
28. 1 ACCOUNTING Id number Weekly schedule Flexible schedule Reports Rounding on clockings A Authorised to weekly overtime Anomalies Authorised to daily overtime Set up ae Authorised to special hours employee s rights Schedule E validate Bell ringing Calendars Filter Th 4 Achedule Everyone 25004 PRODUCTION go 25006 PRODUCTIO System Button for creating a 2 SALES DEP new file Button to cancel the creation of an Button for validating employee s file the creation 5 Employees To create a new employee s file you must _h Click on Create 2 Enter the name badge number and first name and id number if necessary 3 Specify contract start and end dates if necessary 4 Select the Section and theweekly schedule of the employee in the pop down lists 5 Specify the employee s rights by activating the corresponding boxes 6 Click on the Validate button to save the file or on the Cancel button to cancel the creation Note You can also modify an employee s file or delete it by clicking on the Delete button You can duplicate it by clicking on the Duplicate button which allows you to create a new employee from the data derived from an employee already created then you must modify the file according to the information concerning the new employee to be entered Back to subject 8 3 Modifying deleting the parameters of an employee already created An employee s file can be modified fr
29. 13 Surname Smith Start date 01 07 2009 Be Administration First name Elliot Employee s data i ga Badge 25001 i ACCOUNTING F El Id number Weekly schedule Flexible schedule Reports Rounding on clockings Authorised to weekly overtime Anomalies Authorised to daily overtime Authorised to special hours Set up employee s rights Bell ringing Calendars Filter a Surname First name Badge Id number Section _4 Schedule Global__ EE ACCOUNTING FLEX Kennedy Laurence 25004 PRODUCTION O Connor PRODUCTION Jones Select the employee of SALES DEPART Page whom you wish to view or SALES DEPART modify the file 5 Employees This screen allows you to create a new employee s file or access the employees files already created To do so you must select in the master area the employee for whom you wish to consult or modify the file In order to help you select the employee filters are available to you The employee s file is broken down into 2 parts The data specific to the employee name first name id number contract start and end section weekly schedule etc The setup of rights Back to subject 8 2 Creating a new employee s file A new employee s file can be created from the screen below to be accessed through the menu Setup Employees Terminal Setup List of employees WP 22 07 2009 11 50 13 FRENE Smith 01 07 2009 BE First name Elliot Employee s data f i BE Badge 2500
30. 5 02 2010 11 32 49 j Daily schedules Administration Daily schedules Wizard for a new daily schedule B Description Reports Normal 8 hrs Flexi shift a Anomalies Night shift i Daily schedule creation wizard Daily schedule HEE being created Bell ringing Calendars Global Wwednesday Thursday Saturday Sunday nw rs oes Jot ots foros a m i i CoS ees To create a simple daily schedule with the help of the wizard you must Click on the Daily schedule field of the new schedule to be created Enter the desired description for this schedule Click on the corresponding Abbrev Field Enter an abbreviation with 5 characters as a maximum Click on The wizard shows a diagram proposing a simple day for which you just have to complete the start and end times of the windows that you wish to use J EOD 6 If necessary define the clocking in allowances gt gt gt gt gt gt and clocking out allowances lt lt lt lt lt lt A 7 f necessary define the late arrivals of and early departures windows Neh 8 If necessary define the unpaid break window WA 9 Click on For further information about the use of windows also refer to Understanding the operation Back to subject of the various windows 9 5 Create modify or delete a weekly schedule Weekly schedules can be created deleted or modified from the screen below to
31. Back to subject 13 2 Manually setting the time of the Time Box terminal To set the time of the terminal manually connect the USB key wait until the clockings are entirely downloaded and perform the following steps with the USB key still connected Button 1 Button 2 1 Keep the button 1 pressed in order to select the day the day flashes 14 14 15 06 2010 2 Increment the day using the button 2 3 Press the button 1 to access the month year hour minutes setting and increment using button 2 4 Press the button 1 to validate the time and date setting 10 seconds of inactivity returns the terminal to the initial state 13 3 Manually setting the time of the Time Box Biometric terminal To set up the terminal manually enter the main menu with the administration code then follow the steps below Press the key 3 menu CONF 3 in the main menu Press the key 1 Press the key 1 for setting up the date and time Enter the date and the time Confirm with the E 10 4 2 key return with the F1 key 0 9 0 2 2 01 0 The terminal has its own time reference This time might be drifting after a while Therefore it is possible to compensate the drifting by 10 0 seconds maximum terminal time base too slow to 10 0 seconds maximum terminal time base too fast per day In the hour submenu press the key 2 SHFT 2 1 z P Then the following screen is
32. ME 25 Anomalies Start 01 07 2009 BY OVERTIME 50 Start printing End 31 07 2009 OVERTIME 100 NIGHT HOURS i SUNDAY HOURS Select the period for Standard hours the results pan Surname Firstname Badge Id Section Schedule Kennedy Laurence 25004 PRODUCTION UNIT 1 O Connor Hugh JCTION UNIT 2 dons Peter Select the DEPARTMENT Page Elisabeth employee DEPARTMENT Select a filter for the employees 5 Employees This screen allows you to view or print the results To view an employee s results you must 1 Apply a filter to the list of employees if necessary in order to facilitate the selection of the employee of whom you want to view or print the results 2 Click on the employee selected 3 Select the calculation period for the results The results are automatically displayed in the top right hand part of the screen The total number of hours for the period selected The Add Deduct entries if any The global total total add deduct The overtime and special hour totals You can also generate a report of totals from this screen by clicking on the Print button For further explanations see Reports subject Notes For a more global view you can also display the monthly totals For further explanations on totals also refer to Clockings and totals and Clockings and totals Back to subject 6 GLOBAL ADMINISTRATION OF CLOCKINGS AND TOTALS What do you want to do gt
33. Understand the screen of the global administration of clockings and totals gt Access the clockings and totals of several employees gt Modify the clocking times of one or more employees manuall gt Modify the totals by Add Deduct and insert comments for one or more employees gt Generate the reports related to the totals gt Generate the reports related to attendance gt Go to the thematic index 6 1 Understanding the screen of the global administration of clockings and totals To obtain the clockings and totals for one group of employees click on the button Administration Group Select the viewing day s Terminal nistration Group WP 15 02 2010 10 49 47 or Administration Date J CG Results Jones Peter 0 00 8 00 8 00 Business leave O Connor Hugh 18 00 0 00 A 0 00 Forgotten clock accessing the A weekly clockings S of the employee Button for accessing the screen Anomalies selected showing the clocking report to be printed ESTESI SR IA pf Memamo alErsunomen Badge anid number scion schedules M Jones Peter SALES DEF beaks Laurence 2 PRODUCT O Connor Hugh 25006 PRODUCTI Op Page Elisabeth Select a filter for the employees 3 employees selected This screen allows you to enter information or consult the clockings totals and or events in the same day 6 1 1 Screen philosophy The bottom part of the screen called master area allows you to select the employ
34. We 29 Fr 29 Mead we 29 So 29 Tu 29 Mo30 Th 30 16 S3 30 Tu 30 Th 30 31 Tu 31 Su 31 Fr 3t Anomalies validate CEES This calendar allows you to lock bell ringing during periods to be selected by you for example during the annual closure of your company It also allows you to define holidays for each year The calendar provides the bell ringing lockout windows for the requested year The top part of the screen is a menu area which allows you to add lockout windows These windows prevail over the setup performed in the bell ringing setup Back to subject 11 2 Setting up a lockout window A bell ringing lockout window can be set up from the calendar to be accessed through the menu Setup Calendar Administration A Anomalies Terminal WP 22 07 2009 11 57 17 ThS 6 Th5 10 Th 12 7 Th 12 11 Fr 13 Fr 13 S3 14 So 14 Setup Su 45 Su 15 Wets Fr 15 Mots agers Mote Mot Th 16 16 Sa 16 Tu 16 Sa 1 Tu tt Tu tt Fen Su 1 wel Schedule Su 18 We 18 wets S3 18 Mots Th 18 25 Bell ringing Th198 Thi912 Su 19 Tu 19 Fr 13 Fr 20 Fr 20 Mo20 we 20 S 20 Sa 24 Sa 24 Tu 21 maza sa Su 22 Su 22 we 22 Fr 22 Mo22 Mo23 Mo23 Th 2S 1 23 Tu 23 Tu 24 Tu 24 Fr 24 Su 24 We 24 We 25 We 25 So 25 Meas Th 25 26 Th 269 Th 2613 Su 26 Tu 26 Fr 26 Fr a Fr at Moat we at Sa 27 Sa 28 So 28 Tu 28 Th 2822 Su 28 Su 23 we 29 Fr 23 Mees Meso Th 30 16 S3 30 Tu 30 Tu 31 Su 31 we
35. a 26 4 1 Understanding the screen of clockings and totals 0 e i ceeeeseeeeeeeeeeeeeeeneeeeeteaeeeeeenaeeeene 27 4 2 Accessing the clockings and totals of an employee eee eeeeeeeeteeeeeeeteeeeeenaeeeeeeaeeeeeenas 29 4 3 Accessing the monthly clockings and totals of an employee ee eeeeeeeeeteeeeeenteeeeeenes 30 4 4 Modifying entering or deleting a clocking time manually eee eeeeeeeeenteeeeeeneeeeeenas 31 4 5 Setting up the time display in the software eee ceceeeeeeceeeeeeeeeeeeeee scenes teas eesaeeeeneeeeeeees 32 4 6 Modifying totals by Add Deduct and Adding comment c ecceeeeeeeeeeeeneeeeeeeeeeeees 33 4 7 Generating the reports related to attendance and totals cecsceeeeeeeeeeeeeeeeeseeeeeeeees 34 5 GIOCKING results on a E e E EE E EE E REE E ees 35 6 Global administration of clockings and totals ccccceeeeeeeeeeceeeeeeeeeeeeeeeeneeeeeeeeeeees 37 6 1 Understanding the screen of the global administration of clockings and totals 38 6 2 Accessing clockings and totals of several EMPIOVEES ce eeeeeeeeeeeeeeeeeeeeeeeteeeeeeeeeeeaees 40 6 3 Modifying or deleting manually the clocking times of one or more employees 41 6 4 Modifying the totals by Add Deduct and inserting a comment for one or more employees EE EEA AEE E ES E E E E E A A EAS 42 6 5 Generating the reports related to attendance and totals c ccccccesccess
36. a daily schedule for each day of the week but it is not mandatory Indeed for non worked days it is not necessary to create a specific daily schedule it is sufficient to leave the day without daily schedule To create or modify a daily schedule in the schedules grid on the left you must 1 Click on the field Daily schedules and enter a description for this schedule 40 characters as a maximum 2 Click on the associated colour on the left of the Daily schedules field click on the colour selected then on the OK button 3 Click on Abbrev field and enter an abbreviation 5 characters as a maximum By default the system will propose an abbreviation In the frame Daily schedule windows on the right click on the field Window type to enter or modify the desired time interval by means of the pop down list Click on the Start field and enter the start time of the window Click on the End field and enter the end time of the window Enter the complement if required according to the type of window Repeat steps 4 to 7 for each time window within a limit of 40 windows Click on T O ONDA Back to subject To duplicate a daily schedule you must 1 Click on one of the fields of the daily schedule to be duplicated 2 Click on 3 Enter the description of the new schedule The new schedule includes the same windows as the duplicated schedule To modify these windows follow steps 4 to 7 4 Click on th
37. a testing phase To do so you must 1 Select a start and an end date between which all clockings will be definitely deleted 2 Click on the Validate button to validate or on Cancel if you do not wish to delete the clockings Warning any deletion of clockings is irreversible That s why we recommend you to make a data backup before any manual change of clockings Back to subject 17 BIOMETRICS What do you want to do gt Consulting advices for the use of biometrics gt Consulting the quality of enrolments gt Registering the employees by fingerprint gt Registering the employees using a badge number gt Deleting fingerprints or a badge code from the terminal gt Go to the thematic index 17 1 Advices for the use of biometrics It is strongly recommended to enrol the index finger It is strongly recommended to keep the fingers clean and dry to clock or enrol You must not press too much or too little on the sensor glass surface Keep the finger placed until the red light goes off Every time a finger is placed on the glass surface it leaves an impression It is therefore recommended to clean the surface regularly in order to avoid any confusion by the sensor CAUTION If you enrol your finger too quickly there is a risk it will not be saved In this case each clocking results in an error message You must therefore take your time when you enrol To guarantee the
38. ack to subject 9 CREATE AND MANAGE SCHEDULES What do you want to do gt Understand the screen for setting up schedules gt Understand the operation of the various windows gt Create duplicate modify or delete a daily schedule gt Use the wizard for creating a daily schedule gt Create modify or delete a weekly schedule gt Go to the thematic index 9 1 Understanding the screen for setting up the schedules Schedules are created and managed from the screen below to be accessed through the menu Setup Schedules Terminal Setup Schedule WP 22 07 2009 11 51 22 Daily schedules Ed overtime hour 2 00 00 24 00 10 00 3 npsid break fi ENT Dic 4 SEE hour 1 Button for viewing a daily schedule schematically Access button to wizard Setup Employees Bell ringing Calendars weekly schedules Description sday Detail of the windows nw Fs Sts Jones Bhs of the daily schedule ex ex ae E Weekly Night schedules ERTES You create a list of daily schedules 20 as a maximum listed in the top left hand part of the screen including the desired windows that you will use subsequently to prepare 1 weekly schedule bottom part of the screen The daily schedules can be worked out Using a wizard which offers pre determined windows which correspond to a simple day graphic mode Using an expert mode providing access to all available windows which allo
39. are inferior The quality of enrolment is rated on a scale from 0 to 100 When the score is inferior to 90 it is recommend to restart the enrolment These scores are downloaded each time you carry out a data transfer with the terminal either by IP connection or USB key When carrying out the data transfer without leaving this screen the Refresh button refreshes the display of the scores Back to subject 17 3 Registering the employees by fingerprint We recommend you to first create the employees in the software and to assign them a badge number 5 digits number inferior to 65000 which has to be entered in the Badge field in the employees setup screen Afterwards print out the list of employees and start the enrolment equipped with this list Every user must enrol two fingers On the Time Box Biometric terminal Press the key 1 menu BIO 1 in the main menu Press the key 1 to start the enrolment by entering his badge number The blinking cursor will help you with the entry Confirm with the E key The employee being enrolled must be identified OK 1 2 The enrolment begins If there are no errors the terminal displays REMOVE Place and remove the finger as many times as requested XXX is the quality of the enrolment executed out of 100 When the score is inferior to 90 it is recommend to restart the enrolment If there are no errors the terminal displays Repeat the enrolment procedure for another fi
40. artures or late arrivals are displayed in bold characters From this screen you can also modify the employees clockings and create the reports related to attendance 6 1 5 The totals The screen of totals is divided into 4 columns with the totals for the week displayed at the bottom of each column The totals of the clockings in the day The Add Deduct values for each of the days in the week The global total total Add Deduct hours for each of the days The comments related to the Add Deduct From this screen you can also create reports related to totals 6 1 6 The events The events mean additional columns which correspond to the overtime and special hours set up in the Global setup of the software The overtime and special hours allowed are defined in the employee s file Back to subject 6 2 Accessing clockings and totals of several employees The screen of clockings and totals for a group of employees can be accessed from the menu Administration Group Select the viewing da Terminal g day istration Group WP 15 02 2010 10 49 47 Ta Sg Date a 20 07 2009 Hy we Administration J clockinas Toteis ETE Results Jones Peter 0 00 88 00 8 00 Business leave O Connor Hugh 18 00 0 00 A 0 00 Forgotten clock A Clockings of the selected employee Employee s totals Anomalies _ Surname__a Firstname Badge _ Id number Section_ Schedule Everyone iY Jones Peter 25
41. assword Distributor Options Bodet U K LTD Number of employees System 4 Sovereign Park Cleveland Way Public hol Hardware Hemel Hempstead Date 7 Time Herts HP2 7DA Overtime U K Free phone 0800 0280328 Re Maintenance Phone 01442 418800 Weekly overtime Special hours Biometrics Add Deduct http www Bodet com enquiries bodet com uk Button to validate the new password Button to create a new 5 100 Yes Yes Button to cancel the password change CERTES To change your password you must Click on MEE Click on the Former password field and enter the current password Click on the Password field and enter the new password Click on the Confirm field and enter the new password selected Click on Validate to take account of the modifications or on Cancel if you do not wish to save the modifications Back to subject 1 3 Accessing the aid manual There is a manual available on line for rapid access to the information that you are seeking You can access this manual from any Time Box screen by clicking on El Then you will display the help page of the manual where the Time Box companion offers you to access the information specific to the screen from which you activated the help You can also access a thematic index offering information on all the screens in the software fF Administration Results Group System Administration Clockings
42. cable connected to the PC or in wireless mode with a USB key 2 2 1 Setup of the Time Box Biometric terminal Before clocking in on the terminal you first have to enter the IP address with option IP connection and to register the employees To do so enter the main menu Then press consecutively the F2 key on the terminal enter the administration code 1234 by default and finally press the E key 214 After the first connection with the software the administration code will be your software password If you are authorised the main menu is displayed The sketch below will be useful for the configuration of your terminal Welcome screen Administration code 4 digits 3 lt gt Return to the upper level Submenu Date and time setup p 82 2 Time drifting setup p 82 amp Boot and Ping of the terminal p 9 IP address subnet mask and gateway setup of the terminal p 9 no hp nx I I e U Ui m a ol ke G J JI mA o DO ll eI BA e 4m okai Col mi II om CL Cn on N i ge 906 Ot m Clearing the terminal data lt 9 v c Q o Total clearing purge of the terminal factory settings Listen subsequently to the 5 tunes or OFF mode p 68 ee e Ss Qa 4444 on zO o J il m Il 1 Validate your choice Choice between keyboard beeper ON or OFF p 9 Validate your choice Non bio
43. cation for the hour additions deductions Using the Add Deduct function you can modify the employees totals by adding or deducting hours from the totals of the days To create an hour addition deduction you must 1 2 3 4 5 Click on the add deduct field of the desired day Enter the number of hours with a before if these hours must be deducted or a if the hours must be added Press Enter on the keyboard to validate the time entered the new totals are shown in red Click on the Validate button to save Enter a comment if necessary to justify the Add Deduct The comments and Add Deduct can be entered for 5 weeks in the future Notes For a more global view you can also display the monthly totals For further explanations on the totals also refer to Clockings and totals Back to subject 4 7 Generating the reports related to attendance and totals The screen for generating reports related to totals can be accessed from the Reports menu Terminal WP 22 07 2009 11 27 41 Links for selecting the report in the list of reports related Links for selecting the report in the list of reports To obtain the preview of a report position the mouse cursor on the description gt Parameters gt List of employees related to totals gt Clockings and totals gt Clockings of a group gt Totals gt Heures sp ciales gt Overtime gt Add Deduct with comments
44. ce 2500 PRODUCTI O Connor Hugh 25006 PRODUCT O Page Elisabeth 25002 SALES DEF H Smith Elliot 25001 0001 ACCOUNT FLEX 3 employees selected The screen above allows you to view the totals for the employees selected These totals can be viewed immediately after the clocking columns They are divided into 4 columns Total shows the total of the clockings of the day shows the Add Deduct hour values for each day of the week Total shows the global total after including the Add Deduct hours for each day Comment allows you to enter a justification for the hour additions deductions Using the Add Deduct function you can modify the employees totals by adding or deducting hours from the totals of the days To do so you must 1 Click on the add deduct field which corresponds to the day for which you want to modify the total number of hours 2 Enter the number of hours with a before if these hours must be deducted or a if the hours must be added 3 w Enter on the keyboard to validate the time entered 4 Click on the Validate button to save The totals will not be recalculated and will be shown in red before validation 5 Enter a comment if necessary to justify the Add Deduct The comments and Add Deduct can be entered for 5 weeks in the future Back to subject 6 5 Generating the reports related to attendance and totals The screen for generating reports related to totals can be accessed
45. considered as clockings in 9 2 8 Clock out position window This window allows you to define a time period during which all clockings are considered as clockings out 9 2 9 Overtime window This window allows you to define a time period during which the hours worked by the employees will be overtime In the complement you must enter the maximum number of overtime hours allowed in this window 9 2 10 Special hours window This window allows you to define a time period during which the hours worked by the employees will be special hours In the complement you must enter the days to which this window applies all days public holidays or working days Back to subject 9 3 Creating duplicating modifying or deleting a daily schedule A daily schedule can be created modified or deleted from the screen below to be accessed through the menu Setup Schedules Terminal Setup Schedule WP 22 07 2009 11 51 22 i Daily schedules Administration Daily schedules daily sc i ft Abb rev yp Ed overtime hour 2 00 00 24 00 Ele npsid break 12 30 13 00 4 SZE hour 1 22 00 24 00 Every day Anomalies Night shift Setup Employees Bell ringing ee cH Sic KEI oo Cancel Global Sunday Flexible schedule FLEX Night shift NIGHT SE CHT Ee You can create up to 20 daily schedules these schedules can be used subsequently to work out the weekly schedules It is therefore possible to create
46. correct level of recognition the score obtained during enrolment must be greater than 90 If you want to restart an enrolment you must delete the enrolment of all the fingers of the employee and restart the entire procedure Back to subject 17 2 The quality of enrolments The quality of enrolments screen can be accessed with one click on System Biometrics if you have got a Time Box Biometric terminal F Terminal WP 16 02 2010 16 11 14 p Quality of the enrolments Administration f First name Score 2 Score 3 Score 4 Laurence O Connor Hugh Page Elisabeth Smith Elliot Anomalies System Hardware Date 7 Time Software Maintenance 5 Employees The screen below shows the list of all employees giving their surname first name badge number and the 4 possible scores for the biometric registration enrolment By default the score column is empty If the employee is not enrolled on the terminal but authorised to clock with its badge number a red 0 is displayed in the score column for example Elisabeth Page The score column of an employee declared in the software but not on the terminal case of an employee who has not been registered on the terminal yet or who uses a card for clockings is empty for example Peter Jones The scores of an employee who is enrolled on the terminal are displayed in black if they are higher than 90 and in red if they
47. delete a weekly SCHECUIC cceeececeeeeeceeeeeeaeeeeneeseaeeesaaeeeeaeeseneeeeaas 65 107 SSL UP The Del tinging s sesat rece seat ete coal sue cael a a retest sgiet des 10 1 Understand the screen for setting up the bell rinQing eeeeeeeeeeeeeeeeeeeeeenteeeeeeneeeeees 10 2 Select the bell ringing of the Time Box Biometric terminal cccceceeeeeeeseeteeeeeeees 11 Setting up the bell ringing Calendar 0 0 eee ccccceeeee eee eeeeeeeeeeeeeeeeeeeeeeneesenaaaes 11 1 Understanding the screen for setting up the Calendar 00 0 0 ceeceeeeeeeeeeeeeenteeeeetneeeeees 11 2 Setting up a lockout WINKOW ceeeeecececeeeeeceeeeeaaeeeeeeeceaeeesaaeeeeaaeseeeeeseaeeesaeeeeaeeseeeeeeaas 12 gt GloDal COMMGUATION etene a aaea dcr ecb a A EE tured Meee RA 12 1 Understanding the software setup SCreen ssssssissssrssrrrrssrirrsstirrsstinnnsrennnntnnnnntnnnnt 12 2 Understanding and setting up the results locking Aate eceeeeeeeeeeeeeeeeeeeeeeeeeeeeaees 12 3 Understanding the concept of maximum range of the day eceeeeeeseeeeeeeeteeeeeenteeeeees 12 4 Defining the roundings on CIOCKINGS ccceeeeeeeeeeeeeeeeeeeeeeeeseaeeeeeteaeeeeetaeeeeeseeeaeeeeeeeaees 12 5 Defining the overtime and Special hours 0 ececeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeseeeeeeseeaeeeeeeeaees 12 6 Create one or more SECTIONS 2 0 ceeeeeeeeeceeeeeceeeeeeeaeeeeeeeceeeeeseaeeeeaaeseeeeeseaeeesaeeeeaeeseee
48. ding and using the filtering of employees In many screens the master area allows you to select the employee or group of employees for which you want to obtain information In some screens you cannot select directly an employee and you must select a group of employees from the Timebox filter The main part of the screen is as shown Surname ajFirstname Badge Id number Section Schedule Everyone Jones Peter 25003 SALES DEPART Kennedy Laurence 2 List of employees i One or more employe Sections O Connor Hugh 2 PRODUCTION Page Elisabeth 25002 SALES DEPART Smith Elliot 25001 ACCOUNTING FLEX Selection of the filter to be applied to employees 5 Employees In order to make the choice simpler you can apply a filter to the list of employees or to the list of employees with anomalies for the screen of anomalies When clicking on 8 the pop down menu offers 4 filters All employees the list of employees is not filtered One or more employees the list of employees can be filtered using the name first name id number and or badge number Sections you can display the employees from one or more sections Schedule you can display the employees assigned to one or more weekly schedules The employee is selected with a simple click on the desired employee Then the matching line is highlighted in orange When you can select several employees the filtering principle remains the same however
49. e Description field then enter the description with 40 characters as a maximum 5 In the frame Daily schedule windows click on the Window type field of the window to be modified and select the desired time interval in the pop down list Click on the Start field and enter the start time of the window Click on the End field and enter the end time of the window Enter the complement if required according to the type of window Repeat steps 5 to 8 for each window of the schedule 0 Click on OND To delete a daily schedule you must 1 Click on one of the fields of the daily schedule to be deleted 2 Click on Notes After creating the desired daily schedules you can create the weekly schedules that will be subsequently assigned to the employees in their files After each modification the system will ask you to enter a new locking date for the results This means that the system will apply the modifications and perform the calculations as from the new date In a daily schedule you can add a new window between two existing windows To do so you must click with the mouse on the location where you wish to insert the window when your cursor takes the shape of a cross WARNING The locking date will apply to the whole system Back to subject 9 4 Using the creation wizard of a daily schedule To open the screen for setting up schedules click on Setup Schedules Terminal Setup Schedule WP 1
50. eceeeesseseeeesessaees 43 TA 0o A E E ET E he E E EEE E A E 44 7 1 Understanding the screen for selecting the reportS sssssssssserssssrrssssrrssrrrrssrrrrssrernnsrnns 45 7 2 Setting up a report for one or more EMPIOVEES ceeeeeeeeceseeeeeeeeeeeeeeeceeeeeseaeeeeeeseeeeeeaas 46 7 3 Understanding the viewing screen Of a rePOrt ee eceeceeeeeteeeeeeeeeeeeeeaeeeeeeaaeeeeeeaaeeeeeeaas 51 TAn Generate a report ocvie idea stnae Met Ge ial ete niente ead 52 8 Creating and setting UP employees eee eect cette eeeeeeneaaeeeeeeeeeeeeeeeteessaaaeeeeeees 54 8 1 Understanding the screen of managing employees file ec eeeeeeeeeeeeteeeeetteeeeeeeneeeeees 55 8 2 Creating a new employee s file cece eecceececeeeceeeeeeeeeeeceeeeeseaeeeeaaeseeneeseeeeeseaeeeenaeseeneesaas 56 8 3 Modifying deleting the parameters of an employee already created ceeeeeeees 57 9 Create and manage schedules ccc issseictiece treed aevtehtnens etieeded ssc atten edie elated 58 9 1 Understanding the screen for setting up the schedules eee eeteeeeeeeeeeeeeeteeeeettaeeeeees 59 9 2 Understanding the operation of the various WINGOWS ececeeceeeeeeeeeeeecaeeeeeeeeeeseaaees 60 9 3 Creating duplicating modifying or deleting a daily schedule ccccceeesseeeeeesteeeeeeees 62 9 4 Using the creation wizard of a daily schedule oe ceeeeeeeeeeeeeeeeeeeeeeeeeneeeeeteeeeeeeeeeeaees 64 9 5 Create modify or
51. eeeeas 18 Setting IG TMG rrr a a EEA ae eae E A EE EEE EERE 13 1 Set up the summer winter Clock change ccccccceeececeeeeeeeeeeeeaeeeeneeseeeeeseaeeesaaeeneneeeeaees 13 2 Manually setting the time of the Time Box terminal ec eeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeaees 13 3 Manually setting the time of the Time Box Biometric terminal ccceeseeseceeeeeees 14 Set Up the hardware aicieccsiseshnced veceteesea beceetepeeceesesascked guennentvel eqveiellizeiees eeetveladeecees 14 1 Understanding the screen for setting up the terminal cc ceeeeeeeeeseeeeeeeeeneeeeeeeeeeeee 14 2 Setting up the connection of the terminal 0 cccceeeceeeeeeeeeeeeeeeeeeeeeeseeeesaeeeeaeeseeeeeeeas 14 3 Setting up the display of the terminal cccceccceeeeeeeeeeeeceeeeeaeeeeeeeseeeeseaeessaeeeeneeenaees 15 Software CONIGUIANON a Ass e cette nch ok hee wand eels aaah ea ica sean 15 1 Understanding the software setup SCIEEN eeeeeeeeeeenneeeeeeeneeeeeeaeeeeeeaaeeeeeeaeeeeeenaeeeene 15 2 Entering the data of your COMPANY 0 eeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeteaeeeeetaeeeeeteaeeeeeteneaeeeeeeeaees 15 3 Customising the password to access the software cccceceesceceeeeceeeseeeeeeesseeeeeesseeaees 15 4 Defining the language to use the software ooo eect eeeeeeeeeeeeeeeeeeeeeeeeeeeeeeteneeeeeteeeaees 16 AUS AING Sys Fk oe ca he ree ae Aa cs Seer tea a oSeea tdecn tse Sat dea Sequae cence tan gteae ee
52. ees of whom you want to view the clockings and or totals applying a filter if necessary The top part of the screen displays the information which corresponds to the employees selected and for the day selected 6 1 2 The data displayed This screen allows you to view the clockings and or totals and or events for an employee When the buttons Clockings Totals and Events are active they are orange By default only the clockings can be viewed but one click on the Totals button also displays the Totals Add Deduct and Total columns One click on the Clockings button will deactivate and delete the display of the clockings One click on the Events button will display an additional column for each overtime or special hour set up in the system Also refer to Global setup Back to subject 6 1 3 The display period The data are displayed on one day for all the employees selected but you can display a weekly or monthly view for one employee at a time Just click on the changeover button at the employee desired 6 1 4 The clockings For each employee the clockings are displayed in Clock in Clock out pairs next to the schedule for each day of the week There are icons to indicate the following Y that the clocking has been modified A that there is a clocking anomaly that other clockings than those displayed have been performed in the day to view them click on the icon The clockings which correspond to early dep
53. ered trademark of Bodet SA To understand the layout of your software screens also refer to Access to the software DESCRIPTION OF THE SCREENS 1 ACCESS TO THE SOFTWARE What do you want to do gt Access the software gt Customise the password to access the software gt Access the help menu gt Understand the various entry points of the software gt Understand how the filters operate gt Go to the thematic index 1 1 Accessing the software When you start Time Box the following screen is displayed TIME BOX sat aw IAA N DLN A He A 6 o wy 1S Q SM SG k X Password aoi TIME BOX is a registered trademark of Bodet SA To start Time Box you have to Enter the password in 4 characters in the field provided for this purpose Click on the Connect button to validate To exit the screen click on the Cancel button Time Box will not be launched Back to subject 1 2 Customising the password to access the software At any time you can change the password that allows you to start Time Box To do so you must click on the System Software buttons Then the following screen is displayed Terminal System Software F 15 02 2010 11 55 57 TIME BOX 3 2A2 Administration Company TimeBox Customer number 123456 Language English Locking date o1 o1 Terminal number Backup directory Directory C Program Files Bodet TIME BOX SaveAll d p
54. eriod to be selected then release the mouse button or clicking on icons to select the start and end dates of the period The period concerned with the report is shown in orange Start and end dates selected for the period mis 16 17 18 19 20 21 EB 22 23 24 25 26 27 3 Define the page layout of the report page skip at the end of the data related to an employee a section or a schedule Page skip None O Employee O Section O Schedule fal Do not cut the employees data 4 Customise the report by activating in the Customising the report frame the boxes which correspond to the results that you wish to display Important not all reports can be customised as a result the Customise frame may not be present 5 Click on Print to execute the report or on View to obtain the preview 6 For the report on Clockings and totals you can click on the Export button to automatically generate an Excel file which summarises all the information concerning the clockings and totals These information are gathered in different sheets employees totals from date to date monthly totals weekly totals daily totals Back to subject 7 2 1 Non customisable reports The following reports cannot be customised this is the reason why the Customise frame of the report is not displayed in the top R H part of the screen for generating the report Parameters Totals Forgotten clockings Special h
55. etting up a report can be accessed with one click on the Reports button then on the desired report Terminal Reports Clockings and totals WP 22 07 2009 11 35 26 a E EJ Page skip Customizing the report Legends and abbreviations None O Roundings Attendance time O Employee Global total Clockings Limit to 40 Belockings per day Add Deduct and comment Overtime Heures sp ciales Select the report Report page Customise the period layout report Surname Firstname Badge __ Id number Section 4 Schedule O Asmih Eliot 25001 ACCOUNT FLEK Kennedy PRODUCT i or Select the employees to be PRODUCTI mi a Page SALES DEI O Section O Schedule Everyone 5 employees selected The layout of screens for setting up a report is always the same The master area bottom part allows you to select the employees for whom you wish to generate a report The detail area top part allows you to define the period on which you want to generate the report the layout Page skip and type of data to be displayed Customisation Back to subject Generally speaking to set up a report you must 1 Select the employees for whom you wish to obtain a report using the available filters then activating the boxes which correspond to the employees selected 2 Define the period for which you want to obtain this report using the calendar keep the L H button of the mouse depressed and browse the whole p
56. ever it can also be printed in order to have a hard copy at hand The first part titled General explains the philosophy and overall operation of the Time Box time and attendance management software The next section offers a detailed description of the Time Box capabilities together with screen explanations In the last part you will find two sections that will help you make the most of this manual The glossary for understanding the formulas or expressions used in the manual The thematic index to simplify your search for explanations Similarly depending on the requirements that you have expressed you will not necessarily have access to all the capabilities described in this manual GENERAL 1 TIME BOX APPLICATION 1 1 Philosophy of the System Time Box has been designed in order to make its use as simple and intuitive as possible You can view the information that you are searching at first glance and on a single screen The Web style architecture of Time Box allows you to switch easily and rapidly from one menu to another 1 2 About In the overbar of each screen you can find the button which allows you to access the About section with a click Terminal a 2 02 2010 12 47 11 ij Administration Company TimeBox Language English 7 Customer number 123456 Anomalies Terminal number Firmware version stem start date 21 cking date 01 01 2 Distributor System BODET S A Number
57. exit the software data backup transfer terminal data 2 1 Exit the software To exit the software you must Select Exit the software Click on OK to put the system in sleep mode Click on Cancel to go back to Time Box 2 2 Save the data To save the data you must Select Data backup Click on OK A backup file is created in the SaveAll directory of Time Box on your hard disk The path of this directory can however be modified It is essential to perform regular backups and to copy the folder containing the backups onto a secure media CD Rom for example Back to subject 2 3 Transfer data from the terminal To transfer the data from the terminal to the Time Box workstation you must USB mode lis 2 3 8 Check if the USB key is initialised Menu System Hardware Connect the USB key to the USB Port on the terminal for downloading the clockings Wait until the end of the downloading process Connect the key to the Time Box PC after being asked to remove it from the terminal Disconnect the USB key from the terminal and connect it to the Administration PC Select Transfer terminal data Make sure that the USB key for data transfer is connected to the Time Box PC Click on OK Specify if All data must be downloaded or only the data after the last transfer must be retrieved Click on Validate Wired mode RS232 serial or RJ 45 Ethernet connection 1 2 3 4
58. from the Reports menu Terminal WP 22 07 2009 11 27 41 Links for selecting the report in the list of reports related to totals To obtain the preview of a report position the mouse cursor on the description gt Parameters gt List of employees gt Clockings and totals gt Clockings of a group gt Totals gt Heures sp ciales gt Overtime gt Add Deduct with comments Clockings calculation time gt Lateness and departures gt Amended clockings Absentees Present Forgotten clockings Balances The screen above allows you to access reports related to totals by clicking on the link of the desired report Clockings and totals Clockings of a group Totals Special hours Overtime Add Deduct hours with comments This screen also allows you to access 5 reports related to attendance by clicking on the link of the desired report Clockings calculation time Lateness and departures Amended clockings Absentees Present Forgotten clockings To generate one of these reports also refer to Setting up a report for one or more employees Back to subject 7 REPORTS What do you want to do gt Understand the screen for selecting the reports gt Set up a report for one or more employees gt Understanding the viewing screen of a report gt Generate a report gt Go to the thematic index 7 1 Understanding the scree
59. gs Totals and Events are active they are orange By default only the clockings can be viewed but one click on the Totals button also displays the Total Add Deduct Comment and Total columns One click on the Clockings button will deactivate and delete the display of the clockings One click on the Events button will display an additional column for each overtime or special hour set up in the system Also refer to Global setup 4 1 3 The display period The clockings are shown from date to date over one week with the possibility of changing to the next or previous week using the icons a and g It is also possible to extend the period to the whole month by clicking on the button Bee it is also possible to extend the period of clockings to a maximum of 35 days by entering the data directly in the date to date fields of the monthly view Back to subject 4 1 4 The clockings The clockings are displayed in Clocking in Clocking out pairs next to the schedule for each day of the week the schedules are shown only if they have been created and assigned to the employee selected There are icons to indicate the following that the clocking has been modified A that there is a clocking anomaly gt that other clockings than those displayed have been performed in the day to view them click on the icon The clockings which correspond to early departures or late arrivals are displayed in bold characters
60. h the clocking in time Maximum range of the day Examples Day change time 24 00 o clock Maximum range of the day 10 hours Clocking in at 21 00 o clock on the 2 December and clocking out on the 3 December If the clocking out is after midnight i e 3 December it will be recorded on the 2 December till 7 00 am i e 10 hours after the last clocking in at 21 00 A clocking after 7 00 will be considered as a clocking in on the 3 December Back to subject To define the day change time you must 1 Click on the field Day change time 2 Enter the time at which the day must be closed minimum 12 00 3 Press Enteron your keyboard 4 Click on Validate to save the modifications or on Cancel to ignore them To define the maximum range of the day you must 1 Click on the field Maximum range of the day 2 Enter a duration minimum 5h maximum 24h 3 Press Enteron your keyboard 4 Click on Validate to save the modifications or on Cancel to ignore them The maximum range prevails over the day change time Back to subject 12 4 Defining the roundings on clockings In the Setup Global screen the Rounding block allows you to set up the application rules of the rounding on clockings and totals j Administration Anomalies Setup Employees Schedule Bell ringing Calendars If you wish to activate the use of rounding you must Terminal Setup Global WP 22
61. he menu Administration Clockings Administration Clockings and totals 2 fo x Jones Peter Week rom BD 15 00 200 IJO to 21706 2009 crockinos Toore GEED eC a Oe Mon 15 06 08 00 12 01 13 00 18 02 9 00 9 00 07 26 12 03 12 30 18 02 10 35 10 35 09 00 12 01 12 26 19 31 10 05 10 05 08 00 12 00 12 59 0 00 0 00 10 00 12 00 2 00 2 00 DE 49 10 1 00 48 10 OYERTIME 25 2 00 OVERTIME 100 0 10 OVERTIME 50 6 00 ES Os E alFirstname Badge id numberlSection Schedule Peter 25003 SALES DEPART Laurence 25004 PRODUCTION Hugh 25006 PRODUCTION Elisabeth SALES DEPART Button to switch to Elliot 2500 ACCOUNTING FLEX the monthly view Everyone 5 Employees The screen above allows you to view the weekly clockings and totals for the employee selected You can access the clockings and totals up to 35 days by clicking on the button 3 It is also possible to access it by clicking on the buttons located in the column with the icon 4 next to the days of the week rT 7 Terminal Administration Clockings and totals WP 22 07 2009 11 26 50 E x pz Smith Elliot h i 07 2009 31 07 2009 Administration Clockings of EJ 07 Bw BG Date e ps E__Clockings i Total Total Comment_ s Wed 01 07 __ Flex 07 56 11 30 12 00 19 45 10 00 10 00 Thurs 02 07 __ Flex 07 53 11 31 11 59 17 45 9 10 9 10 Group i _ I Flex 08 26 12 00 13 00 17 56 2 30 8 30 i Tiew oao 1200 isoo emo D
62. he possibility of modifying the locking date so that you can define the date from which the rounding must apply Back to subject 12 5 Defining the overtime and special hours In the Setup Global screen the boards Weekly overtime Daily overtime and Special hours allow you to define the various types of overtime and special hours Corresponding windows can be used subsequently when creating daily schedules Terminal Setup Global WP 22 07 2009 11 57 59 i Administration Clockings in Clockings out Daily totals 5 E Rounding 3 Rounding Rounding 5 Tolerance Tolerance 1 Tolerance Hopas Processing S BEHELD re O Reporting the amended clockings A URE Ee MARKETING 5 Results locking date 01701 2009 Anomalies g BUREAU D ETUDES Employees Schedule Bell ringing Calendars auraa AA 24 00 Day change time 2 HOTLINE Maximum range of the day 3 00 INTERNATIONAL SALES weekly processing day weekly overtime OVERTIME 50 OVERTIME 100 Deduct overtime or special Calculating weekly wee SUNDAY H hours from the daily total ES 1 to ded yes no COPES CETS Overtime hours are generally used to count hours exceeding the planned schedules and pay for them differently for example As far as special hours are concerned they consist of hours performed in unusual conditions or time windows public holidays night work etc To set up a type of weekly overtime hours you must 1 2 3 E
63. hurs 18 06 08 00 12 00 12 59 4 00 A 4 00 Repote e a E ee Sat 20 06 0 00 0 00 Sun 21 06 10 00 12 00 2 00 2 00 OVERTIME 25 2 00 OVERTIME 100 0 10 OVERTIME 50 6 00 RT Bae os eee o Surname Firstname Badge ___ Id number Section Schedule Jones Peter 25003 SALES DEPART Kennedy Laurence 25004 PRODUCTION O Connor Hugh 25006 PRODUCTION Page Elisabeth 25002 SALES DEPART Smith Elliot 25001 ACCOUNTING FLEX Everyone 5 Employees The screen above allows you to view the weekly clockings and totals for the employee selected Each clocking can be modified manually To do so you must 1 Select the employee concerned with the modification 2 Click on the clocking time to be modified or deleted or on the box which corresponds to the clocking that you wish to enter 3 Enter the desired time in the case of an addition or modification or press Del on the keyboard to delete 4 Press Enter on the keyboard to validate the entry 5 Repeat steps 1 to 4 for a new addition modification or deletion 6 Save the entry with one click on the Validate button A clocking entered manually can be identified with the icon if chosen during setup The new totals are displayed in red for information until the entry is saved with one click on the Validate button Note You can also modify your totals by using the add deduct function It is also possible to insert clockings by placing the mouse cursor between two cells
64. imit for the number of clockings to be displayed per day for each employee The Add Deduct and the comments Daily and or weekly overtime and special hours You can request an export of clockings and totals Reports of the clockings of a group Customizing the report Legends and abbreviations O Roundings Limit to40 clockings per day Type of printout Clockings alone Y You can choose to display or not the following The legends and abbreviations which explain the events displayed on the report The roundings on clockings A limit for the number of clockings to be displayed per day for each employee The pop down menu also allows you to determine if you wish to display only the clockings the clockings and totals or the clockings and totals of Add Deduct Back to subject Report of overtime hours Customizing the report You can display Only daily overtime Only weekly overtime Daily and weekly overtime Report of the late arrivals and early departures Customizing the report You can request the generation of a report for All late arrivals All early departures All late arrivals and all early departures Back to subject Report of absentees present Customizing the report Absentees and Present O Absentees Present The options proposed allow you to select either the report of all employees or only of those present or only
65. is screen you can also print a report of anomalies When entering the software the icon of the Anomalies button turns red in the menu if at least one employee has an anomaly The red colour disappears as soon as you enter the screen of anomalies By default you will view all the anomalies of the last 7 days classified from the latest to the earliest and sorted out per name These anomalies are displayed in the top part of the screen with The employee s surname and first name The date of the anomaly The daily schedule The clockings of the day for this employee Also refer to Access clocking anomalies and correct them and Generate a report of anomalies Back to subject 3 2 Access clocking anomalies and correct them The Anomalies button in the menu on the left hand side of the screen turns red if at least one employee has an anomaly when opening the screen A click on this button will open the screen of anomalies which summarises all the employees with one or more forgotten clockings Employee s clockings for the day Employee with anomalies s surname and first A click on this box 3 schedule validate allows you to access the week of the employee s clockings To correct anomalies on one employee and for the desired period you must 1 Select the desired viewing period using the arrows located on the right of the field The X last days 2 Specify the selection of employees usi
66. l WP 22 07 2009 11 03 17 olx pate JE ps Clockings Total Total Comment Mon 15 06 08 00 12 01 13 00 18 02 9 00 3 00 Tues 16 06 Wed 17 06 in Thurs 19 06 08 00 12 00 12 59 4 00 4 00 Sat 20 06 0 00 0 00 07 26 12 03 12 30 18 02 10 35 10 35 09 00 12 01 12 26 19 31 10 05 10 05 12 00 2 00 gt 49 10 Sun 21 06 10 00 OY ERTIME 25 2 00 OVERTIME 50 6 00 li KEPE p AC Jones Peter 25003 SALES DEPART 2 00 1 00 48 10 OVERTIME 100 0 10 Filter Everyone Kennedy O Connor Page Smith Laurence Hugh Elisabeth Elliot 25004 25006 25002 25001 PRODUCTION PRODUCTION SALES DEPART ACCOUNTING FLEX 5 Employees To access an employee s clockings and totals you must 1 Select the employee for whom you wish to view the clockings and or totals using the filters if necessary When an employee has been selected he she is highlighted in orange in the list of employees his her name is shown at the top of the screen and his her clockings and totals are displayed in the table of clockings Enter the start date of the week for which you want to view the clockings and totals The start of the week corresponds to the day immediately following the weekly processing day as defined in the global setup Back to subject 4 3 Accessing the monthly clockings and totals of an employee The screen of clockings and totals can be accessed from t
67. ll ringing in the field Bell ringing duration 2 In the Time column of the board enter the times at which the bell ringing is likely to be activated throughout the week 3 Choose if you wish to activate the bell ringing or not for public holidays by activating the relevant box or not 4 Activate the bell rings by clicking on the boxes at the intersection of the desired time and day of the week For example if you wish to activate the bell ringing at 8 00 on Mondays you must click on the Monday column line 8 00 to show the icon 1 5 Click on EATE to save the settings Note With the USB communication type you have to connect the key to the PC upload data and then connect the key to the terminal In Ethernet or serial mode data must be synchronised via a clocking transfer Back to subject 10 2 Select the bell ringing of the Time Box Biometric terminal You can activate the internal bell of the Time Box Biometric terminal or use the terminal relay to manage an external bell see Quick start guide On the Time Box Biometric terminal Press the key 3 menu CONF 3 in the main menu Press 3 times the key 2 Press the key 1 for setting up the bell ringing Press the key 1 again to switch between ON OFF You can choose between 5 tunes Press the key 1 in order to scroll through the menu Press the key 1 to confirm your choice The bell will be ringing at the times set up in the Time Box software
68. mended clockings A Seng cates STOTT MARKETING i results locking date 01 01 2009 Anomalies BUREAU D ETUDES Day change time 24 00 Maximum range of the day weekly processing day Sunday kas Weekly overtime Employees Schedule Bell ringing OVERTIME 50 OVERTIME 100 Calendars CEDES KETS All results earlier than the locking date are no longer modified in case of setup change This allows you to avoid recalculating the totals earlier than this date should the rounding management have changed for example The locking date can be modified from the screen above but under no circumstance can it be earlier than the System start date approximately 540 days for an average of 8 clockings a day Example The system was installed on 1st January The rounding management changes on 1 July Then the locking date is redefined to 01 07 2010 in order to avoid recalculating the former results which allows you to manage the roundings differently before and after 1 July To modify the results locking date you must 1 Click on the field Results locking date 2 Enter a date between the installation date of your system and the date of the day 3 Press Enteron your keyboard 4 Click on Validate to save the modifications or on Cancel to ignore them Back to subject 12 3 Understanding the concept of maximum range of the day In the Setup Global screen the processing block allows you in particular
69. metric enrolment p 99 100 Deletion of a non biometric enrolment p 100 Biometric enrolment p 98 Deleting a biometric enrolment p 100 gt wWE gt P Zz oli Lom vK IE ll lI h Ss J J okul kou ru mi I nil om N maim 1 Only if IP option 2 After 20 seconds without any activity the display returns progressively from the sub menus to the welcome screen Terminal address with option IP connection The default IP address of the terminal is configured at 192 168 1 233 the subnet mask at 255 255 255 0 and the gateway at 0 0 0 0 If you have to change the configuration Press the key 3 menu CONF 3 in the main menu to access the setup of the terminal see above Press the key 2 in order to scroll through the menu Press the key 1 for setting up the IP address then the key 2 Press the key 1 and enter the address of the HPS ae terminal confirm by pressing the E key 168 001 115 If necessary change the subnet mask and the gateway by proceeding in the same way Press the key F1 to exit the submenu and start a reboot of the terminal by pressing the key 1 After E T the reboot the terminal displays the welcome I P screen 2 Beeper You can disable the sound of the keys The keyboard then will stay silent while clocking or pressing a key Press the key 3 menu CONF 3 in the main menu Press 4 times the key 2 Press the key 1 for setting up the beeper Pres
70. n for selecting the reports The screen for generating reports related to totals can be accessed from the Reports menu Terminal WP 22 07 2009 11 27 41 Links to reports related Links to to totals reports related to the balance Links to reports related to the software gt Clockings of a group parameters gt Clockings and totals gt Clockings calculation time gt Totals fen gt Lateness and departures To obtain the preview of a repart position sD gt Heures sp ciales the mouse cursor on the desciftion Amended clockings gt Overtime gt Parameters gt Absentees Present gt Add Deduct with comments gt List of employees gt Forgotten clockings Balances The screen above is divided into two parts The bottom part which allows you to select a report The top part which provides an example of the organisation of the report which corresponds to the link that you have just browsed with the mouse The reports are classified into 3 categories Setup reports on parameters or list of employees Totals reports on clockings totals Add Deduct etc Balances reports of anomalies amended clockings etc To access the screen for generating a report click on the desired report in the list Note To set up a report see Setting up a report for one or more employees Back to subject 7 2 Setting up a report for one or more employees The screen for s
71. ng one of the Filters in the pop down menu of the bottom part of the screen All employees One or more employees Sections or Schedule Only the employees with anomalies are shown in the list If necessary select the employees on which you want to make corrections Click on the field which corresponds to the forgotten clocking by default the cursor will be on the first free field of the clocking day Enter the employee s clocking manually Press the Enter key Resume steps 4 to 6 for each day with anomalies Click on the Validate button to save the modifications Po wo O gt On The anomaly will disappear from the list if corrected as well as the employee concerned if the anomaly has disappeared the objective being to correct all anomalies in order to empty the list completely Note From the screen of anomalies you can also access the employee s clocking week directly by clicking on the button located on the right hand side of the selected employee s name first name or on the MAREE utton Then you can correct the anomalies and view the previous and next days The KIZ button allows you to go back to the previous screen Warning any deletion of clockings is irreversible That s why we recommend you to make a data backup before any manual change of clockings Back to subject 3 3 Generating a report of anomalies From the screen of anomalies which can be accessed with one click on the Anomalies but
72. nger When both fingers are enrolled the terminal displays Just place the finger on the biometric reader for clocking in or out When the clocking is successful the time and the employee s badge number are displayed on the terminal 17 4 Registering the employees using a badge number The employees who cannot be enrolled or whose enrolment quality is not sufficient can clock without biometric identification by entering their badge number on the keyboard of the terminal Before being used for a non biometric identification a badge number must be authorised in the system Press the key 2 menu NUM 2 in the main menu Press the key 1 for adding the badge number of an employee who will use a code for clocking Enter the number and confirm with the E key If there are no errors the terminal displays Back to subject The employee must press the F1 key for ao is en a clocking the following message appears Then he has to enter the badge number and confirm with the E key When the clocking is successful the time and the employee s badge number are displayed on the terminal 17 5 Clocking of employees using a badge if badge reader option The employees who cannot be enrolled or whose enrolment quality is not sufficient can clock without biometric identification by using a card option In this case just assign the badge number written on the card to the employee in the software and swipe the card
73. nter the desired description Define the weekly hour total beyond which the hours will be considered as overtime Click on the Validate button to save the modifications or on the Cancel button to cancel them To set up a type of daily overtime or special hours you must Ts 2 3 4 Enter the desired description Enter an abbreviation Select the possibility to deduct the overtime hour and special hours from the daily total by activating the box in the column 1 Click on the Validate button to save the modifications or on the Cancel button to cancel them You can set up a maximum number of 4 types of weekly overtime hours 2 types of daily overtime hours and 2 types of special hours This means that you are creating 4 limits and 4 weekly accounts on the one hand and 2 limits and 2 daily accounts on the other hand The limits on daily overtime hours and the application mode for overtime hours are set up in the screen of schedules Back to subject 12 6 Create one or more sections In the Setup Global screen the Sections board allows you to create various sections to which you can assign your employees Terminal Setup Global WP 22 07 2009 11 57 59 Clockings in Clockings out Daily totals Rounding 9 Rounding 5 Rounding Tolerance Tolerance 1 Tolerance Reports Sections Oo Reporting the amended clockings A sore MARKETING z Results locking date 01 01 2009 ahi Anomalies paa a BUREAU D ETUDES Lis
74. o account Back to subject 14 3 Setting up the display of the terminal The screen for setting up the time display on the terminals can be accessed from the menu System Hardware Display 15 02 2010 10 15 27 t Results DpD MmMAYY TIM Terminal System Hardware Minutes Area for selecting the ES O O mwDDAYYY display format of the Hundredths i foment Ovrrv mmy oD date on the terminal Area for selecting the display format of the results in the software os EKITI Date Time Software Maintenance Access to the clock display setup This screen is divided into 2 parts A menu area in the bottom right hand corner which allows you to select the item to set up on the terminal A setup area top part which allows you to enter or tick the various setup options For setting up the date display on the terminal just tick the desired format and confirm with a click on Validate When you validate your modifications the new setup does not change anything to the date format of your PC which corresponds to the Windows date format In this screen select the display mode of the results in the software These results can be in hours and minutes or in hours and hundredths for example 39h30 is written as 39 5h in hours and hundredths display 1 Tick the button which corresponds to the mode selected 2 Click on Validate to save the new configuration or on Cancel if you do n
75. o do so you must 1 Click on the clocking time to be modified or on the box which corresponds to the clocking that you wish to add Enter the time selected to modify or press Del on the keyboard to delete Press Enter on the keyboard to validate the time entered Repeat steps 1 to 3 for a new modification or deletion Click on the Validate button to save G1 amp oo O A clocking entered manually can be identified with the icon after validation The new totals are displayed in red for information until the entry is saved with one click on the Validate button Note You can also modify your totals by using the add deduct function It is also possible to insert clockings by placing the mouse cursor between two cells when the cursor appearance changes you can insert a new cell with one click and enter a clocking Back to subject 6 4 Modifying the totals by Add Deduct and inserting a comment for one or more employees The screen of clockings and totals for a group of employees can be accessed from the menu Administration Group Terminal Administration Group 15 02 2010 10 49 47 4 S TETTE 20 07 2009 Administration Da s aa Results Jones Peter 0 00 8 00 3 00 Business leave O Connor Hugh H A 0 00 Forgotten clock Add Deduct column Field provided for comments Surname _alFirstname Badge Id number Section Schedule S zi M Jones Peter 25003 SALES DEF O Kennedy Lauren
76. om the screen below to be accessed through the menu Setup Employees Terminal Setup List of employees WP 22 07 2009 11 50 13 Sea ne j Surname Smith 01 07 2009 BE Administration sie Elliot Employee s data 7 pA 25001 Section ACCOUNTING T Badge B Id number weekly schedule Flexible schedule w Reports Rounding on clockings A Authorised to weekly overtime Anomalies Authorised to daily overtime Set up rights Authorised to special hours Schedule Bell ringing Calendars Surname Firstname Badge Global ervone ED Smin ot 25001 Kennedy Laurence O Connor Hugh Jones Peter 25003 E Page Elisabeth 25002 Button for cancelling the modification of an Button for validating the employee s file modification 5 Employees You may have to modify the data contained in an employee s file in the following cases When creating an employee s file by duplication When modifying the data of an employee already created following a schedule change for example or a badge change etc To modify an employee s file you must 1 Select in the master area the employee of whom you wish to modify the file Perform the desired modifications on the employee s data his her rights his her access control or the management of his her periodic totals 3 Click on the MERATE button to save the modifications or on the Cancel button to cancel them Note You can also delete an employee s file by clicking on the Delete button B
77. om the totals to take account of an event such as a leave For example it is possible to create a 8h00 add deduct for an employee who was visiting customers and has therefore not been able to clock in and out Add deduct comment Allows you to justify a possible add deduct The comments can be entered for 5 weeks in the future Add deduct total Total of all the daily Add Deduct for a week or a period Enrolment Action of registering a fingerprint on a biometric terminal in order to clock with a finger Ethernet connection Communications protocol which allows the clocking terminals to communicate via wire link RJ 45 with the PC on which Time Box is installed Expiry date of the system The earliest date to which you can go back This date is calculated according to the number of clockings contained in the terminal As an indication with an average of 8 clockings a day the system can go back to 540 days in the past Report Summary of a type of data selected for an employee or a group of employees and for a given period A report can be consulted on the screen printed or exported Results locking date The results locking date is the date before which no result can be recalculated By default this date is equal to the expiry date of the system RS232 Communications protocol which allows the clocking terminals to communicate via wire link RS232 with the PC on which Time Box is installed
78. ot want to validate the modifications Warning as the results cannot be displayed on the terminal only the software screens are concerned by this setup Back to subject 15 SOFTWARE CONFIGURATION What do you want to do gt Understand the software setup screen gt Enter the data of your company gt Customise the password to access the software gt Define the language to use the software gt Go to the thematic index 15 1 Understanding the software setup screen The setup screen of your software can be accessed with one click on System Software Administration Anomalies System Hardware Date Time Maintenance Terminal System Software WP 22 07 2009 10 58 48 TIME BOX Company TimeBox Customer number 23456 Language English System start date 29 01 2008 Locking date 01 01 2009 Information specific to your company Backup dir f Bodet U K LTD Distributor Number of employees 5 100 4 Sovereign Park references Jour F ri yes Hemel H t erts HP2 7 Overtime yes Special hours yes Free phone 0800 0280328 ie Phone 01442 418800 Weekly overtime Your commercial E 4dd Deduct options S http www Bodet com enquiries bodet com uk This screen allows you to find the information contained in the About section The PC software version The name of your company Your customer file number The expiry date of the system and the locking dates
79. ours Add Deduct with comments Clockings calculation time Amended clockings Forgotten clockings For these reports you can therefore select only the employees concerned the period and page layout 7 2 2 Customisable reports All the following reports are customisable Report of the list of employees Customizing the report Take account of contract dates Contract included in period O Contract ending during period O Contract starting during period You can take account of the employees contract dates Depending on the mode selected the software will define automatically the employees who must be shown in the report You can display The employees whose contract start and end dates are included in the period selected for generating the report The employees whose contract ends in the selected period The employees whose contract starts in the selected period Back to subject Report on the clockings and totals Customizing the report Legends and abbreviations L Roundinas Attendance time Global total Clockings Limit to40 Egclockings per day Add Deduct and comment Overtime Special hours Weekly overtime You can choose to display or not the following Note The legends and abbreviations which explain the events displayed on the report The roundings on clockings The attendance time The global total displaying an additional column Total of clockings A l
80. ram Files Bodet TIME BOX SaveAll FIC1 fir_C d r System Hardware E Date Time Software Deleting the clockings Restore In this screen you can restore a backup of your TimeBox database The default path to record backups is Bodet TIME BOX SaveAll on your hard drive This path can be changed in System Hardware field File to restore Backups can give you the opportunity to restore the database as it was at the time of the last backup Beware if you restore a backup all data coming from after this backup will be lost To restore a backup you have to Click on 8 Select the backup file to restore Click on Restore Click on OK to validate warning message Restoration is in progress and then the software will close automatically and restart with the restored backup Back to subject 16 3 Deleting clockings To delete clockings you can click on System Maintenance and then on Deleting the clockings Terminal System Maintenance WP 16 02 2010 11 51 43 Administration B ag January 2010 BD Mon Tues Wed Thurs Fri Sat Sun Reports ij Deleting clockings and add deduct 6 Start 91 01 2010 B End 31 01 2010 B System Hardware Date Time Software Biometrics Deleting the clockings Restore In this screen you can delete the clockings of the whole personnel between two dates This might be necessary in the beginning period if you wish to erase results after
81. ration Type Port S10 IP se Select the type of Reports IC terminal installed Select the terminal description Anomalies rs ks Date Time Software Maintenance Biometrics Biometric terminal not Clocking terminal available in France You can change the description of your terminal by clicking on the relevant field From this screen you can also define the download mode for the clocking data collected by the terminal USB key and BIO USB key mode You can then download the data by connecting a USB key successively to the terminal and to your Time Box PC In this case the Initializing download USB key button allows you to copy a file on your key in order to automatically download the data upon connection Serial mode Downloading of data will be done by the serial link between the terminal and the PC operating Time Box It is then possible to request for automatic detection of the link when the connecting cable is connected BIO IP Network mode Downloading of data will be done by a RJ 45 cable between the terminal and the Time Box PC You can enter a new IP address if necessary Note please refer to the setup of the Time Box Biometric terminal for changing the IP address of the terminal After any setup change the system will inform you when leaving the software and ask you to carry out a data transfer TIME BOX Warning data have been modified in the terminal You must transfer the data to take them int
82. rt viewing screen with one click on the icon 5 Printout configuration O Printer HP LaserJet 4250 PCL 6 Select printer OFig Printout configuration Printen O File Back to subject You can choose between two types of output peripherals File your report will be exported as a file in Adobe Acrobat pdf text txt or rich text rtf format depending on your choice Printer your report will be printed on the printer selected To start the generation of the report you must 1 Select the desired output peripheral Printer for a hard copy or File for an export 2 Depending on your choice you will then access either the Windows printing setup window or the window which allows you to select the extension type of the export file its name and its location Complete the fields proposed 3 Press Enter on your keyboard to validate 4 Click on the Print button to start printing or exporting the report Back to subject 8 CREATING AND SETTING UP EMPLOYEES What do you want to do gt Understand the screen for setting up employees gt Create a new employee s file gt Modify Delete the parameters of an employee already created gt Go to the thematic index 8 1 Understanding the screen of managing employees file This screen can be accessed from the menu Setup Employees Terminal Setup List of employees WP 22 07 2009 11 50
83. s OT gt 10 hrs day Heures sp ciales SUNDAY HOURS 1 to deduct from the daily total EEr ECES The screen for the global setup of your software is divided into several parts Roundings which allows you to define the rounding on clockings in out the rounding on daily totals and the tolerance Processing which allows you to define the system calculation parameters locking date day change date maximum range of the day processing day It is also here where you must specify that you wish to see the amended clocking indicator in the screen of clockings Sections which allows you to modify the description of the 10 sections created by default when installing the system Weekly daily Overtime and special hours allows you to define the various types of overtime and special hours This will allow you subsequently to use windows in the daily schedules in order to calculate the overtime and special hour totals Back to subject 12 2 Understanding and setting up the results locking date In the Setup Global screen the processing block allows you in particular to set up the system locking date This date corresponds to the calculation limit of Time Box Terminal Setup Global WP 22 07 2009 11 57 59 j Roundings in minutes Administration Clockings in Clockings out Daily totals ounding Rounding Rounding Tolerance 1 Tolerance 1 Tolerance Boats Processing Sei E E T m Reporting the a
84. s the key 1 again to switch between ON OFF 1 R E T F 1 Ow Press the key 1 to confirm your choice Adjusting the display contrast The LCD s screen contrast can be adjusted The contrast adjustment is activated for a maximum of 3 seconds when the terminal boots up Press the F1 function key to reduce the contrast Press the F2 function key to increase the contrast The keys return to their main function once these 3 seconds have expired Error messages These are the main error messages that may be displayed by the terminal The detected key is not a key for downloading the KISA clockings UNKOWN The maximum number of employees bio non bio is achieved gt to 100 The finger does not correspond to an employee s fingerprint An employee tries to clock with his badge number or a card although he is registered as a biometric user The badge number is neither in the list of badge numbers that are authorised to clock without biometric identification nor in the list of badge numbers with biometric identification The list is empty or the badge number which is being deleted does not exist 3 OVERALL OPERATION When you start Time Box you must enter your password in order to connect to the application This password was defined at the time of installation but can be modified later at any time F SSi HH i A Ekk Password TIME BOX is a regist
85. stem Date Time Terminal WP 12 02 2010 10 29 49 Setting the time of the terminal Manual time setup only in wired mode eeeee System Date Time Clock change mode O None O Manual Central Europe Select the clock change mode O Western Europe O Eastern Europe O North America O Oceania O New zealand System Software Maintenance Next summer time changeover g you have just changed the reference time Remember to do a Winter time The t Next winter time changeover global transfer of data PTS EErEE This screen allows you to set up clock change dates To do so you must 1 Select the clock change mode which corresponds to your geographical location 2 Click on Validate In this case the clock change dates are automatically calculated by your system according to the geographical location that you have selected They are displayed for information in the bottom part of the screen You can also select the Manual clock change mode In this way you can indicate the date and time of the next clock changes In this case after the last clock change set up a message will indicate to the user that he she must enter a new date Note With a cable communication mode you can manually change the date and time in this screen When validating the message with a click on OK a data transfer is starting automatically after which the time on the terminal will be set up
86. t of existing sections Ba E 24 00 Day change time ar HOTLINE Maximum range of the day ranon bed INTERNATIONAL SALES Weekly processing day Sunday E sates DEPARTMENT weekly overtime Limit Heures suppl ment journali res Employees Schedule Bell ringing Calendars OVERTIME 50 42 00 OT gt 10 hrs day OVERTIME 100 48 00 Heures sp ciales Calculating weekly overtime during the week SUNDAY HOURS SUN 1 to deduct from the daily total CEDES KETS At the time of installation Time Box created 10 sections by default SECTION 1 to SECTION 10 the descriptions of which can be modified if you wish As a result the creation of sections as such in Time Box does not exist the term modification is more appropriate To modify a section you must Click on the description of the section to be modified Enter the new description Click on Enter on your keyboard to validate Click on the Validate button to save the modifications or on the Cancel button to cancel them EOT Notes An employee is assigned to a section in his her employee s file The fields of the descriptions of sections must never be empty Back to subject 13 SETTING THE TIME What do you want to do gt Set up the summer winter clock change gt Manual time setup on the terminals gt Go to the thematic index 13 1 Set up the summer winter clock change This screen can be accessed from the menu Sy
87. tietvelisnatetesnasebieiee 12 T Access t the SOMWANG ne as anii cde PES veins A E E E ceanlgdeaters 12 1 1 Accessing the SonwaTo arinaa a NA ENORET A E 13 1 2 Customising the password to access the software essseessessrresrresinesrrssrrssrrssrrssrrssrns 14 1 3 Accessing the aid Manual cceeccceeeescceceeeeeceeeeeseceeeeeceeeesaceeessseceeesaceeeseeeaeenenseaeeeees 15 1 4 Understanding the various entry points 0 00 cece eeeeeeeeeeene cece eee ee ee taeeeeetaaeeeeetaeeeeetaeeeeee 16 1 5 Understanding and using the filtering of employees eee ee eeteeeeeeeteeeeetnaeeeeetnaeeeeee 18 2 SCIOSING ING software acts fete fcuk ite otek seein Wi oe cei a eats r tdi nada dasha 19 2 1 SAANEEN ANE EE E TEE P eet das abe scatterer cia bere nearest Meee 20 2 2 Save the Calan nine n e iaslidesieet Na i eT aate NE E dati iaavvaned 20 2 3 Transfer data from the terminal eccceeeeeeeeeeeeeeeeeeeeeaeeeeeeeaeeeeeeaaeeeseeaaeeeeeeaaeeeseeaaeeeeeeaas 21 v ACIOCKING FANON ANY seriet e A O EA E E E A 22 3 1 Understand the screen Of ANOMALICS eee eeeeeeenneeeeeeene ee ee eae eset eaaeeeeetaaeeeeetaeeeeeeaeeeeee 23 3 2 Access clocking anomalies and Correct them ceeeescceeeenneeeceeneeeeeeaaeeeeeeaaeeeeeeaeeeeeeaas 24 3 3 Generating a report Of anomalies cece ceeeeceeeeeeeeeeeeee eee ee seaeeeeeeeseeeeeseaeeetaeeeeeeeeeneess 25 A ClOCKINGS ANG TOtAIS esc ces cA aeeie eases te Eae T GE REEE KEEA E EEEE EEA EEEE ia
88. tions Back to subject 4 6 Modifying totals by Add Deduct and Adding comments The screen of clockings and totals can be accessed from the menu Administration Clockings Te fr Administration Results Group Reports Administration Clockings and totals F Terminal WP 15 02 2010 10 25 39 2 Oo x Ea Smith Elliot eek rom EP 2000 Oto 01 11 2009 erockings Toter TD pate E ps Clockings Total Mon 26 10 Flex 0 00 0 00 Holiday Tues 27 10 Flex 0 00 Holiday Wed 28 10 Thurs 29 10 Fri 30 10 Flex 0 00 Holiday 07 56 12 00 12 21 9 35 Flex Flex 07 58 12 03 12 31 7 25 0 00 Sat 31 10 OVERTIME 25 OVERTIME 100 OVERTIME 50 Total shown in red after an hour addition entered but still not validated Section SALES DEPART RODUCTION PRODUCTION SALES DEPART Surname One or more employee T Tanes Surname Kennedy 25006 Hugh Elisabeth O Connor First name Page Field provided for comments Id number Badge 5 Employees The screen above allows you to view the weekly totals for the employee selected The 4 columns of the totals can be viewed by clicking on the Totals button Total shows the total of the clockings of the day allows you to enter the hour additions deductions for each day of the week Total shows the global total taking into account the Add Deduct function Comment allows you to enter a justifi
89. to set up the day change time and the maximum range of the day Terminal Setup Global WP 22 07 2009 11 57 59 i Administration Clockings in Clockings out Daily totals 5 3 Rounding Rounding Rounding a Tolerance 1 Tolerance Tolerance Reports z p Processing O Reporting the amended clockings Results locking date 01 01 2009 B 24 00 B a Z Time at which the ah day must be closed Anomalies Day change time Maximum range of the day Weekly processing day Weekly overtime Setup Employees Schedule Bell ringing Calendars OT gt 10 hrs day OVERTIME 100 Heures sp ciales Calculating wed Maximum range SUNDAY HOURS of the day 1 to deduct from the daily total rS ECES The Maximum range of the day and the Day change time are two concepts which allow the software to define the reference day for the clockings The Day change time is the time when the daily schedule is closed default 24 00 o clock When employees work on 2 consecutive days they clock in on the first day and clock out on the next day which can create a system misunderstanding The Maximum range of the day allows you to define on which day the clocking out must be recorded Even if the clocking out is on the next day the system can decide to record it on the 1st day according to the Maximum range of the day To record the clocking out on the correct day the system compares the clocking out time wit
90. ton you can directly access the screen for generating a report of anomalies The 7 last day s from 15 07 2009 PRINT button allows you to access the report of anomalies Terminal Reports Forgotten clockings WP 22 07 2009 11 15 33 2 jo x None O Employee O Section Anomalies eA ER EE O Schedule ape del EAEN elu ee Start 06 07 2009 Do not cut the B a employees data End 22 07 2009 e ikera _ Surname Firstname Badge__ Id number Section 4 Schedule Msmith Elliot 25001 ACCOUNT FLEX Everyone O Kennedy Laurence 25004 PRODUCTI O o connor Hugh 25006 PRODUCT 1 employee selected To generate a report of anomalies you must Select the period for which you want to view the anomalies Specify the desired layout position of page skips Select the employees for whom you want to have a report of anomalies Execute the report of anomalies by clicking on the Print button OO rho Note This screen can also be accessed directly from the menu Reports Forgotten clockings for more information see Reports Back to subject 4 CLOCKINGS AND TOTALS What do you want to do gt Understand the screen of clockings and totals gt Access the clockings and totals of an employee gt Access the monthly clockings and totals of an employee gt Modify or enter or delete manually the clocking times of an employee gt Set up the time display format hours minutes hours hundredths
91. w Define the limits of the window in the case of a lockout start and end times Click on BATE to save the settings ol es Note You can create up to 30 bell ringing lockout windows These windows prevail over the bell ringing setup Back to subject 12 GLOBAL CONFIGURATION What do you want to do gt Understand the software setup screen gt Understand and set up the results locking date gt Understand the concept of maximum range of the da gt Define the rounding on clockings gt Define overtime and special hours gt Create one or more sections gt Go to the thematic index 12 1 Understanding the software setup screen This screen can be accessed with one click on the Setup Global buttons p Terminal WP 22 07 2009 11 57 59 Clockings in Rounding Administration Tolerance Setup Global Clockings out Rounding Tolerance Daily totals Rounding 5 1 Tolerance m Reporting the amended clockings Results locking date Day change time Maximum range of the day weekly processing day has 01 01 2009 E 24 00 S _ 13 00 B _ Sunday Weekly overtime Employees Schedule Bell ringing Calendars OVERTIME 50 OVERTIME 100 Limit 42 00 48 00 Calculating weekly overtime during the week MARKETING BUREAU D ETUDES HOTLINE INTERNATIONAL SALES SALES DEPARTMENT Heures suppl mentaires journali re
92. ws you to work out more comprehensive schedules When all your schedules have been created you can assign them to the employees as you choose in their respective files Back to subject 9 2 Understanding the operation of the various windows When creating a daily schedule in the screen Setup Schedule you use time windows each with a specific function and operating mode In the detail of the daily schedule the windows are shown as follows Nol Type of window Complement Eg unpaid break 12 00 13 00 01 00 For each window selected you must indicate the start time and end time However some windows require additional information to operate The complement for each window is indicated in italics in the Complement column as soon as the window has been selected This column is grey by default in the windows that do no require any complement 9 2 1 Automatic clock out window This window allows you to avoid errors in the totals when many employees must clock out at the same time on the same terminal Any clocking in performed between the start time and end time of this window allows you to generate a clocking out automatically at the time set up in the complement If you do not enter any complement the automatic clocking out time is equivalent by default to the end time of the window 9 2 2 Unpaid break window This window allows you to stop the total during the break time The minimum time that you wish to debit can

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