TIME TRAX LITE
Contents
1. Shift End Time PE Work Hours 5 Break End Time I o Half Day End Time zL Ramdan End Time I z 5 Weekly Off2 X Screen Details Name Name of the Employee Mandatory Unique 14 Personal Details You can define the Personal Details of the Employee here These will include Designation Employee Device ID Number registered in the Device Employee company ID Internal Company ID if any Phone Category Location Mandatory Department Shift of Working will display list of Shifts defined earlier DOB Active Status of the Employee Joining Date Mandatory Field Format DD MM YYYY As per the Department Selected the application will display the Timings of the Employee If we defined any default shift to the department otherwise we select shift from the drop down list Here for the selected Employee if the timing is different from the Shift Selected the same can be specified here Editing an Employee To edit an existing employee from employee from the View All screen click Edit link The application will fetch all the details Once fetched the details will be available for Editing Once all the details are updated Press the Save button to save the changes Note Employee Device ID should be unique Deleting an Employee To delete a Designation from Designation View All Screen click Delete link The application will ask for the confirmation before deleting Rest2. Report Menu This menu allows the user to print reports related to attendance and time tracking Reports Master Reports Adn Event Rep ort Absence Report Lateness Report Early Leavers Report Daily Attendance Report Monthly Attendance Summary Employee Overtime Report Leave Register Supervisor Wise Report Locatlon Wise Report User Daily Login Report Events Report This report displays every terminal accessed by the user Absence Report This report displays the List of Employees absent Again this is parameterized report Lateness Report This report displays the List of Employees who has come in late i e after their Start Grace time Early Leavers Report 25 This report displays the List of Employees who has left before their designated end time Daily Attendance Report This report displays the attendance details of the employee by date It shows In Time Out Time Work Hrs Late Hrs Early Hrs and Extra Hrs Monthly Attendance Summary Report This report again is very summarized The Attendance Data of the Employees are shown Monthly from the First day to the last day of every month Employee Overtime Report This report displays the Overtime of Employees OT refers to the extra hours over and above the normal working hours Leave Register This report displays employee availed leave details Supervise Report This report displays the attendance details of the Supervisors in a Company L
3. Balance Screen Deta ls Select Leave It displays all the active leave that we defined Valid till Date It means until when this leave is applicable It is simple to process the leaves select the leave from the drop down list once selected it displays the leave details as per the selection Click Apply Leave Balance to process the selected leave to all employees Note 1 Leave start date is credit date in leave details panel we can see and valid till date is Leave end date that we are specifying here 2 Only Leaves are processed to active employees 19 Leave Transact on Leave Transaction Select Employee AHAMED MUSTHAFA 00631 Select Leave SKL x Leave Balance Details Credit Date Opening Balance Availed Leaves Closing Balance Effective To Date 01 Apr 2009 14 11 3 31 Mar 2010 Leave Transactions From date To date Leave days 20 May 200 30 May 200 11 Frem Date l Ea To Date 3 Days Count Screen Details Select Employee Select the Employee from the drop down who is avail the leave Select Leave It displays the processed leave code From Date From when employee takes the leave To Date Until date he is on leave Days Count Total leave days Add Transaction Select the employees from the list as per the selection processed leave code are displays Further we select the leave it displays leave balance details and leave details for the par
4. TIMES TIME TRAX LITE Time Attendance Systems Usage Manual INTEGRATED INFORMATION SYSTEMS User Manual O United Software Engineering FZE Dubai U A E Phone 971 4 3409818 Fax 971 4 3407851 CUBIX TIMETRAX Terminal Details About the Terminal Data Synchronization Time amp Attendance Usage Working Hours Calculation Reporting Software Setup Reports TIME Terminal Details About the Terminal The terminals supported by this software are as follows Brand S900 NxtID Type Proximity Card Reader and or Fingerprint Identification System Data Synchronization The data between the Machine and the Software is synchronized by a DATA SYNCHRONIZER which is installed along with the application The SYNCHRONIZER collects the data from the Machine and updates it to the Time Attendance Application Once so done the same will be available to the users of TimeTrax for reporting Following is the data that gets synchronized 1 Employee Details Details of the Employees are synchronized as entered in the Machine The ID of the Employee will be the same as the Machine ID of the Employee We can add the Employee s through TimeTrax application and must provide the same Machine id what we specify in the Device Software 2 Attendance The attendance data for all employees from all the Machines is synchronized by the DATA SYNCHRONIZER to the application at an interval of 5 minutes The DATA SYNCHRONIZER is an a
5. ation Editing a Shift To edit an existing shift from shift View all screen click Edit link The application will fetch all the details Once displayed all records make changes and press the save button L The Cancel button will cancel the editing operation Note Shift Name Should be unique Deleting a Shift To delete a shift from shift view all Screen click Delete link The application will fetch all the details Once displayed all records press the Delete button E The application will ask for the confirmation before deleting Restrictions If there are Employees defined for the shift it cannot be deleted Depariment Here the user can define the Department s for the Employees Departments Add New Department Name Department ID in Machine Default Shift v OT LI Active Status Add Screen Details Department Name Name of the Department Mandatory Unigue Overtime Specify whether Overtime is applicable to this Department Default Shift o The default Shift of the Employee belonging to this group This option is applicable only if the Shift definitions are as per Department Active Status Specify whether this Department is Active The Cancel button will cancel the adding operation Editing a Department To edit an existing Department from Department View all screen click Edit link The application will fetch all the details Once displayed all record
6. f the Employees Location To define reset or review the Location of the Employees Holidays To define the Overall Holidays of the Organization The weekly off s will be defined for each shift In that case only the public or special holidays will be defined here Ramadan Schedule To define Ramadan timing of the organization Employee To add update or view the details set for each Employee Device Master To define the number of time attendance devices Shifts Here the user can define the Shifts Timings for his Organization Shift Add New Shift Details Break Details Shift Name i Start Time shift Type EndTime i Start Time N BreakHours _ i EndTime Half Day ReportTime o B Halfday M workhous EndTime W Ramdan Timings Weekly Off l Start Time o I Weekly Offi EndTime o Weekly Off2 i mess Active Status Calculate Shift Timings Save Shift Settings Add Screen Details Shift Name Name of the Group Mandatory Unique Shift Type Specify whether it is Day or Night Start Time Starting time of the shift Mandatory Time field Format HH MI Hours should be as per 24 hours clock So 5pm is 1700 hours Minutes MI cannot exceed 59 Range 00 00 to 23 59 End Time Ending time of the shift Mandatory Time field Format HH MI Range 00 00 to 23 59 Other Constraints Should be after the S
7. fy whether this Department is Active The Cancel button will cancel the adding operation Editing a Location To edit an existing Location from Location View all screen click Edit link The application will fetch all the details Once displayed all records make change and press the save button Note Location should be unique Deleting a Location To delete a Location from Location View All Screen click Delete link The The application will ask for the confirmation before deleting Restrictions If there are Employees defined for the Location it cannot be deleted Holiday Here the user can define the Holidays 11 L LE Friday 13 December 2004 Friday 18 Decembar 2009 Screen Details There are three types of Holidays Weekly and Public amp Special Public and Special Holidays are applicable to all the Employees over all Departments and Shifts Weekly holidays are applicable only to the employees where Weekly Offs is specified in the Shift Details If the Shift given to an Employee either through the Employee master or through the Shift Roster has an off defined for it Adding a Holiday To add a new Holiday first select the Leave Type and give some description and finally select date from the Calendar and then click on the Add Holiday Schedule button Deleting a Holiday From View All list click the Delete button icon The application will ask for the confirmation befo
8. n Description for the Leave Mandatory Paid Yes No Whether it is paid leave or unpaid leave Annual Basis Availing Basis Maternity Once in life time Paternity Extension Latter it can be extendable or not 17 Credit Date Type Type of leaves It is 5 types Mandatory 1 Annual Basis They can avail this leave once in a year 2 Availing Basis They can avail this leave as we defined 3 Maternity They can avail this leave once in life time 4 Once in Life Time They can avail this leave once in life time 5 Paternity They can avail this leave once in life time Credit Date Type This is the start Date of this leave Year Credit Days Total leave days Carry Forward Balance yes No If employee has not availed this leave it can be carry forward to next year or not It is carry forward it asks for Maximum Credit Days here we mention how many days that he can avail the leave Maximum Credit Days 10 Maximum leave Allowed It means how many times he can avail this leave To add a new Leave Click on the ADD button The Cancel button will cancel the adding operation Balance Processing Here we are processing the leave to all employees Balance Processing x Select Leave AVL v Leave Details ave E Availing Basis No Annual Basis 01 May 2009 ear Credit Days 30 amp t Days o r End Lapse No m Leave Allowed 1 Valid till date 5 Apply Leave
9. ocation wise Report This report displays the Location wise details User Daily Login Report This report displays the user login details Master Reports Master Reports List of Shift List of Departments List of Designation List of Location List of Employee List of Shift This report list all shift details List of Departments This report lists all departments List of Designation This report list all designations List of Location This report shows all the locations List of Employee This report lists all employee details Administration Administration User Groups Users User Groups User Groups Group Listing Group Name Group Type Actions Operator Internal Fi ep s g Users 27 Profile Administration Profile Company Profile Attendance Preferences Company Profile Company Profile Company name I Company Name Company short name Company Name Contact person name Email l email companname ct Attendance Preferences Parameters This screen allows to set modify certain parameters related to the time attendance policies for Time Trax calculations 28 Time Trax Parameters Provide admin password eeeee Go to Parameters Once the administrator password is specified it will lead to the below screen END OF THE MANUAL 29
10. ployee as present select present status as Yes Note We mark employee present it takes default shift In Time and OUT Time If you want mark employee as absent select present status as No We can also mark as s leave Attendance Editing Employee Details Department Name Shift Name Attendance Details Changing Attendance Details Present Employee Name Admin Day Shift In Time Out Time No v e MTR ANL Amin 01 Jun 2009 None None v AVL Cancel Save For that just we check on leave check box then select the defined leave from list and click Save button 23 Change of Supervisor Transaction Change Supervisor A Select Employee New Supervisor v From date z Screen Details Select Employee to whom you want to change the supervisor New Supervisor Assign the new Supervisor to the selected employee From Date From when he will be reporting to new supervisor Restrictions From date should be greater than today date Change of Location Transactiont Change Location Select Employee New Location v From date Screen Details 24 Select Employee To whom you want to change the Location New Location Assign the new location to the selected employee From Date From when he will be work in new Location Restrictions From date should be greater than today date
11. re deleting Ramadan Schedule Here the user can define the Ramadan 12 Ramadan Add New Start Date Fa End Date a Add Ramadan Schedule From date To Date Actions There are no records available 15 v 8 q gt 9 Screen Details Start Date Ramadan start date End Date Ramadan end date Adding a Holiday To adda new Ramadan date select start date and end date from the Calendar and then click on the Add Ramadan Schedule button It checks validation and it will add Deleting a Holiday From the list click the Delete button icon The application will ask for the confirmation before deleting Employee Here the user can define the details of the Employees 13 Employee Add New Employee Name Emp Company ID Category Designation Gender Active Location Attendance Parameters oT Supervisor Select supervisor n f empl i Last Date Contact Details Phone No Mobile No Contd 2 Employee s Work Timings Emp Device ID Department I s Shift Name Male Female v Yes O No Shift Type Shift Report Time Shift Start Time I l l Break Start Time Break Hours Half Day Ramadan Start Time Ramadan Work Hours Weekly Off1 O C Joining Date E Dos E Nationality From Date E Ramadan Timings App From Date Es Card Return Date Es Email LL
12. rictions An Employee CANNOT BE DELETED if he has attendance for a day You can however make it In active The employee once made inactive will not appear on any of the reports Device Master Device View Al Add New Device ID Name Actions gt ss g 2 Here the user can define the time attendance devices to pull the data from Add New Device Device Add New Device model VIRDI Device name location I Device ID Device Model selected model of the time attendance device Device name location location of the device to be appeared in the reports Device ID ID of the device to map the incoming data from that particular device Leave Master Menu j Leaves Master Tansaction Leaves Balance Processing Leave Transaction The Leave Master menu allows you the following options Leaves To define the Leaves types Balance Processing To process the leaves to all employees 16 Leave Transaction To avail the Leave Leave Here the user can define the Leave for his Organization ES Leave Add New Leave Code Leave Description l Paid Oves Ono Extension Oyes Ono Credit Date Type l v Credit Date COC H Year Credit Days 0 Carry Forward Balance Oves No Maximum Leave allowed 1 Active yes Ono Add Screen Deta ls Leave Code It is short code for Leave Mandatory and Unique Leave Descriptio
13. s make change and press the save button Note Department name should be unigue Deleting a Department To delete a Department from Department view all Screen click Delete link Tl The application will ask for the confirmation before deleting Restrictions If there are Employees defined for the Department it cannot be deleted Designation Here the user can define designation for the Employees Designation Add New A Designation Description Active Add Screen Details Designation Name Designation Mandatory Unique Active Status Specify whether this Designation is Active The Cancel button will cancel the adding operation Editing a Designation To edit an existing Designation from Designation View all screen click Edit link The application will fetch all the details Once displayed all records make 4 change and press the save button Note Designation should be unique Deleting a Designation To delete a Designation from Designation View All Screen click Delete link El The application will ask for the confirmation before deleting Restrictions If there are Employees defined for the Department it cannot be deleted Location Here the user can define the Location s for the Employees 10 Location Add New Location Description Active Add Screen Details Location Name Name of the Location Mandatory Unique Active Status Speci
14. tart time Report Time Work Hours Break Hours Ramadan Timing Half Day Weekly Off week Adding a Shift Time by which the employees should report to avoid being marked late Mandatory Time field Format HH MI Range 00 00 to 23 59 Other Constraints Should be after the Start time and before the End time Calculated field Work Hours end time start time break hours Non Editable The time given for lunch break to the employees in the group Mandatory Time field Format HH MI Range 00 00 to 23 59 Other Constraints Should be less than the work hours The timing for this Shift during Ramadan If not specified it will be taken as the In and Out time of the Shift Mandatory Time field Format HH MI Range 00 00 to 23 59 If the Shift has a Half Day of attendance during the week it can be specified here Along with this the user also has to specify the Out timing for the day If selected Time Out becomes Mandatory Time field Format HH MI Range 00 00 to 23 59 In a multi shift setup it is always advisable to have the weekly offs specified here instead of the Holiday Master You can have 2 weekly offs if your company follows a 5 day To calculate shift timings click Calculate shift Timings button then to add a new Shift Click on the ADD button Calculate Shift Timings Save Shift Settings The Cancel button will cancel the adding oper
15. ticular selected leave After providing the date range Leave will be added when we click the Update button 20 Note Leaves can be extendable only If we defined the leave as a extension Yes in add new leave screen Transact on Menu Leaves Master Tansactions Reports Shift Scheduler Attendance Editing Change of Supervisor Change of Location The Transaction menu allows you the following options Shift Scheduler To schedule the shift of the employee Attendance editing To change the attendance of the employee Change of Supervisor To change the current Supervisor of the employee Change of Location To change the current Location of the employee Shift scheduler Shift Scheduler View All Department EJ 7 Select Employee j Month January Year 2010 Show Schedules 21 Select Department Select the department Select Employeer Select employee which is under the selected department Month and Year select the month and year for shift schedules Attendance Editing Attendance Editing we do manually 01 Jun 2009 Attendance editing page Attendance Editing 5 Employee Details Employee Name Amin Department Name Admin Shift Name Day Shift Attendance Details Date 01 Jun 2009 In Time None Out Time None Changing Attendance Details Present Status No Yes Leave Code 22 In above screen If you want mark em
16. utomated application and will run on the machine where the application is installed Working Hours Calculations This is how the calculation will be done Assume Office timings are from 8 00am to 18 00pm and Report Time is 8 30am e g 1 e g 2 Morning In 08 30 Morning In 08 42 Evening Out 18 00 Evening Out 17 43 Work Hours 09 Hours 30 Minutes Work Hours 9 Hours 01 Minutes Late Hours 12 Minutes Early Leaving 17 Minutes e g 3 Morning In 08 25 Evening Out 18 49 Work Hours 10 Hours 24 Minutes OT Hours 24 Minutes Deportins Software Name TimeTrax Version 2 0 Starting the Application To start the application you type http computername timetrax in the Internet Explorer Once you type and press enter key Login screen will come TIMES TRAI Username NE Password NN Forgot your password Designed Developed amp Managed by Navigation To navigate through the application use the menus TIMES TRAK Company Name Masters Leaves Master Tansactions Reports Master Reports Administration Profile Dure 1 0 TIMES TRAN Masters Menu Departments Designation Location Holiday Ramdan Schedule Employee Device Master The Masters menu allows you the following options Shifts To define reset or review shift timings of the organization Departments To define reset or review the Groups of the Employees Designation To define reset or review the Designations o
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