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Time Tracker™ User Manual V 2.0.5

1. 20 1 1 3 Enroll Personnel For enrolment from any client PC a USB scanner must have been plugged to that PC along with the BIOBridge utility which has to be running e Click Gantner gt User Management gt Enroll Personnel e Select the employee you will see the screen below The screen should show Connected to BlOBridge Enroll Person ey sma Connected to Biobridge Name Job Title Personnel No Organization Ahmad Ismail Engineer 10001 Dubai Office e Click Enroll button it will ask you to put and remove finger 3 times then it will show Done e Click Save Template at this point e Select another finger from the dropdown and enroll and save again 20 1 1 4 Import Template The Gantner devices that have the enrolment feature from the terminal those enrolments fingerprints can be imported into TimeTracker e Click Gantner gt User Management Import Templates e Select the devices in which the new persons have been enrolled e Click Import Personnel SMA TimeTracker User Manual V2 0 5 71 Page Import Mante C J LUU 192 168 0 204 FirstFloor 192 168 0 205 GroundFloor Imlan nm 4a om Tr 20 1 2 Device Management From this option you can manage Gantner Devices Terminals e Click Gantner gt Device Management New to enter new devices you will see the screen below Device Management Name GroundFloor IP 192 168 0 205 Direction Not Use status Active GSM Device No Te
2. After creating the reasons you can then send it to the Terminals The reasons in terminals can be updated and deleted from the same procedure There will always be transferred to device e Click Gantner gt Reasons gt Transfer to Device e Select the reasons you wish to see in the terminal e Select the terminals you wish to send to e Click Transfer Note that if you delete the reason before taking it out from the terminal then you won t be able to delete it from terminal so always deselect it and update the terminal by sending all other reasons to the terminal so that the reason will no longer exist in the terminal and then you can delete it from the system as explained in section 21 2 1 2 SMA TimeTracker User Manual V2 0 5 76 Page Transfer 19 168 0 204 197 168 0 205 Arabic Reasons W Session 1 IN E Session 1 OUT W Session 2 IN Session 2 OUT Select Unselect All SMA TimeTracker User Manual V2 0 5 amp tJ M e 77 Page
3. Time Tracker User Manual V 2 0 5 SMA TimeTracker User Manual V2 0 5 1 Page TABLE OF CONTENTS 1 Introductions vanssebavessncestenssdeavetsans 2 Main Menu secrersrsirdcrsrvinusneisandnknon eaaa W 3 1 HOW to create HONGAYS caine ciscadessvccavwsndtendevavaveessenoseduisnesdaaaniessserecdsnens 3 2 HOW to modify Holidays ccccccseessecccesececeeesececeeececseeeeecessuseeeeseaeess 3 3 H w to del te Holidays 2 isussesserorsirsrnssstrs nae 3 4 How to assign HOLIDAYS sesesuseseeesereresrrrrerrrresrrrrsrrreresrrressreresrrressne A RNa K eio E 4 1 How tocreate Remarks P aicrictviessrietaccrasancavntedcntoasoenenneieenanevannaestconss 4 2 How to modify Remarks ccccccesssccceessececeesececeeeecceeeeseceseueceseeneces 4 3 How to delete Remarks cccccccsssssscecccceeeeaeeseecceeeessuauaeaseeeeeeeesaaas 4 4 HOW tO assigni REINAN CS P xiinsnasactccsasiensasssnetcopsannedenineseatsnnadasnsenibaunmennenaies 5 USEfS senno a 5 1 How to create System USerS sosenoseessresrrrssrrrsrrrsrrresrrresrersrrresresee 5 2 HOW to modify System USES cccccccsscececesececeeecceeeeeceeeseeseceeeuneses 5 3 How to delete System USeSs ccccccccsssececessececeeseccceeeeceeeseuseceeeenecss 5 4 How System Users can reset their PaSSWOIdS cccceseececeeseceeeeeneees 6 ROO ras arr ose cena een css a estes ase sae oe nace soot saw suncemeoeoswoasecs omnes soaceee 6 1 HOW TO Create ROIES
4. e Click forward 19 2 How can approve disapprove requests be seen e Click Intranet gt Approved to see all the requests approved by you e Click Intranet gt Disapproved to see all the requests approved by you 20 Device Management 20 1 Gantner 20 1 1 User Management 20 1 1 1 Transfer to Device e Click Gantner gt User Management Transfer to Device You will see the search screen to search employees Select the employees you wish their profiles and fingerprint templates to be sent to the Gantner devices e Select the employees and Devices e f you want to be a master user in the device for enrolment purposes then choose Master as Yes e Click Transfer Personnel SMA TimeTracker User Manual V2 0 5 69 Page Transfer 192 168 0 204 FirstFloor 192 168 0 205 GroundFloor a Q 0 a Job Title Department Name Ahmad Ismail Engineer Dubai Office Master No v Transfer Personnel 20 1 1 2 Delete Personnel Should you want to delete a person s record from a device or more than 1 device you can e Click on Gantner gt User Management gt Delete Personnel e Choose the person or persons to delete from the device s Select the devices you wish to delete from e Click Delete button Delete Person IP 10 0 1 8 TT i 192 168 0 204 FirstFloor 19 168 0 205 GroundFloor Job Title Department Name Ahmad Ismail Engineer Dubai Office SMA TimeTracker User Manual V2 0 5 70 Page
5. Or select from the Organization tab The following screen will appear Name Job Title Personnel No Organization BAKIR FAWZY SAGEER SALEH COMPUTER OPERATER 1260013 ddd C NOUR MOHAMMED ALKHATIB 33040001 ddd MARVIN DELA FUENTE CABANADO 33100001 ddd LJ THANA MOHAMMED ISMAIL 34010007 ddd L GAYAS EL HAQ MOHAMMED ISMAIL 34010008 ddd Select Unselect All e Press Delete 12 4 How to enter employees from Excel Sheet You can import employees through Excel sheet into the system You need to prepare an Excel sheet with the list of employees and their details The Excel sheet format has been provided in the TimeTracker CD please ask your administrator for this This sheet can be uploaded from any PC in the network In the figure for each field there is a column no shown in the text box this should be the order of the excel sheet SMA TimeTracker User Manual V2 0 5 28 Page File Path Book xls Sheet No Start Row 4 End Row g Personnel No 4 Grade g Name English gt Name Arabic 3 Job Title English 4 Job Title Arabic 5 Gender g Designation gt Card g Policy Company Department Company Id i9 Hint Company Organization 44 Organization y Organization 4 12 5 How to create Group of employees e Click Personnel gt Group gt New the following screen will appear Default Organization Personnel No Name Job Title Type All v Group All w Activation Status Active X Organization
6. SE SE SE SE SE SE SE c 8 to 20 d d e 8 to 20 8 to 20 b 8 to 20 8 to 20 bb B d 10 11 2008 10 11 2008 11 11 2008 11 11 2008 12 11 2008 13 11 2008 15 11 2008 16 11 2008 29 10 2008 30 10 2008 30 10 2008 01 11 2008 01 11 2008 01 11 2008 ma ada ITT 10 11 2008 10 11 2008 11 11 2008 11 11 2008 12 11 2008 13 11 2008 15 11 2008 16 11 2008 29 10 2008 30 10 2008 01 11 2008 01 11 2008 01 11 2008 01 11 2008 Ma Af Toe M D M M M D D M D D M M M M e Select the employees you wish to take out from any schedule for a given period Click Delete SMA TimeTracker User Manual V2 0 5 52 Page 18 Reports 18 1 Reports Once employees are entered in the system they must have a policy and a schedule Without any one of these you can generate a report for an employee In order to take out report you need to click Reports gt Reports and then choose any one of the different reports Any report you will click you will see the search screen from which you can select employees for the report All reports will be discussed in detail below but the employee search and selection procedure and report generation procedure is almost the same as show n below Employee Report From 41 3 2009 Fa TO 11 4 2009 Siir Duration One Month Print print to PDF X Report Template Default Template v Job Title Personnel No Organization V John Anderson Network Engineer 1234 Information Tec
7. Session Type Key v Is Night Shift F Is Optional Lunch Break 00 00 Early OT 00 00 Time In 00 00 Late Starts 00 00 Time Out 00 00 Over Time Starts 00 00 Min Hours Submit _ SMA TimeTracker User Manual V2 0 5 41 Page 17 1 4 Holiday e Click Holiday to specify the Day offs e Select the day s on which you have Holiday e Press Submit Schedule Session One Session Two Half Day Holiday 4 w a cr R Once created you can Modify Delete and Search the schedules Please note that if any modification happens the changes will be applied from the day onwards and no previous records will get affected by this modification 17 2 How to Assign Main Permanent Schedule to an employee Once employees are entered in the system they must have a schedule e Click Schedule gt Assign gt Assign Schedule you will see the following screen Schedule l Force Assign E Add Personnel SMA TimeTracker User Manual V2 0 5 42 Page A i sma e Choose the schedule you want to assign Press Add Personnel e You will come up with the search screen for employees You can choose an individual employee as well as group of employees By just clicking Search button you will see the list of all employees working under this schedule that you have chosen and the ones who have not been assigned this schedule separately as shown below Personnel Job Title Personnel No
8. a a E Gi Company j Dubai Office 0 17 0 Admin 0 Warehouse 0 Management 0 Security 0 Finance 0 Front Office 0 Human Resource 0 Housekeeping 0 Insurance 0 Data Room 0 Marketing 0 Service 0 pp a SMA TimeTracker User Manual V2 0 5 13 Page L sma e Click on Organization tab here you can select the department s on which this user has the authorization to view the employees and their attendances In this screen you have to assign the departments to the user on which he she will be authorized 5 2 How to modify System Users e Click Admin Users gt Modify then the following screen will appear User Name Full Name Fersonel No Active Dir Role Id Admin Administrator No Admin e Click on the name of the user you wish to modify e Do the required changes and Press Submit 5 3 How to delete System Users e Click Admin gt Users7 gt Delete the following screen will appear User Name Full Name Personel No Active Dir Role Id Admin Administrator No Admin Select Unselect All Delete e Click on the name of the user you wish to delete e Do the required changes and Press Delete 5 4 How System Users can reset their passwords e Click AdminReset Password Reset Password the following screen will appear e Provide Old Password New Password Confirm Password e Press Submit SMA TimeTracker User Manual V2 0 5 14 Page 6 1 Old Password ir
9. 21 01 2009 09 00 16 Personnel Type By default there are two Personnel types provided in the system which are Employee E and Contractor C You can create more personnel types depending on the type of staff you have 16 1 How to create Personnel Type e Click Personnel Personnel Type New and you will see the below screen Type Name En Outsource Type Name Ar outsource Type Abbreviation o e Provide the name of the type in English and in Arabic e Provide some abbreviation of the type e g O for Outsource SMA TimeTracker User Manual V2 0 5 37 Page sma Please note that these types can be modified from Personnel gt Personnel Type Modify at any time However you won t be able to delete a personnel type until a single person is holding it 17 Schedule 17 1 Howto create a schedule e Click Schedule gt Schedule New gt New you will see the following screen Schedule l Session One Session Two Half Day Holiday a Schedule Name ie Schedule Type main Description Start Date lc F End Date aay F Abbreviation i Number Of Days Session Dependent yes w B This is a tabbed screen in which you need to fill out different details in order to create a schedule We will discuss it tab by tab 17 1 1 Schedule e Schedule Name gt Name of the Schedule Provide schedule name as this name will appear whenever you are assigning shifts Rosters to employees so be careful about the name and it should be reco
10. 3 Creating Weekly roster for a group of employees e Click Schedule gt Assign gt Assign Week e From the search screen select the employee s you want to put in a Roster e You will then see the screen below On the left side you will see list of DAY schedule and in the middle you will see the list of employees selected e Unlike Assign Month Group in Assign week you just need to select a schedule because you have already selected employees e In front of each employee there is a row of a week e Select Schedule and click on a weekly calendar of an employee who is supposed to work on that day As soon as you tick the check box you will see abbreviation of the schedule showing in that date SMA TimeTracker User Manual V2 0 5 46 Page February 2009 Schedule Hame ee Personnel Number Sun Mon Tue Thu Fri Sat il IE 4 5a T E Ward2to10 10001 SIN DayOff 1 E 5 Strght 3 to 11 Strght 9 to 7 30am Strght 11 to Fam N spr Ind Spit 9 1 to 5 9 PEREPERE SRA 10 2 to 6 10 Stght 2 to 10 Night 10 to 8 Strght IM SIM F 5012 lt gt e Upon completion press Submit 17 4 4 Creating Yearly roster for a group of employees e Click Schedule gt Assign gt Assign Week e From the search screen select the employee s you want to put in a Roster e You will then see the screen below Job Title Personnel No Organization C BAKIR FAWZY SAGEER SALEH COMPUTER OPERATER 1260013 ddd C
11. Abu Dhabi Ajman Fujairah Ras AlKhaimah e Click on the Location you wish to modify e Do the required changes and Press Submit 11 3 How to delete locations Click Organization Location Delete you will see the following screen C Dubai El Sharjah C Abu Dhabi E Ajman E Fujairah El Ras AlKhaimah e Select the location s you wish to delete SMA TimeTracker User Manual V2 0 5 23 Page e Press Delete 11 4 How to assign locations e Click on Organization gt Location Assign the following screen will appear Organization Location select r i Company ev Gh Dubai Office 0 MIF IT 0 MIF Admin 0 nll Fi Warehouse 0 MI Management 0 nal ja Security 0 Finance 0 Front Office 0 gt Human Resource 0 Housekeeping 0 Insurance 0 Data Room 0 Marketing 0 Service 0 Haas INRA RRR ia e Select the location you wish to assign e Select the departments you want this location to be assigned e Press Submit 12 Personnel In this section you can work with Employees Employees holidays and Groups etc all can be treated in this section Click on main Menu it will show side menu choose the respective option you want to use 12 1 How to enter new employees e Click Personnel gt Personnel gt New the following screen will appear SMA TimeTracker User Manual V2 0 5 24 Page Personnel Others Personnel No Name English Name Arabic Job
12. Department Front Office Nursing Nursing IT Radiology IT IT Admin Radiology Nursing Human Resource Nursing Human Resource Front Office Nursing Front Office Finance Finance Finance Finance Select the employee you want to have a policy report for Provide the duration of the policy report for the selected employee Company Company Company Company Company Company Company Company Company Company Company Company Company Company Company Company Company Company Company Company Company Click Show Report and you will see the report as shown below SMA TimeTracker User Manual V2 0 5 34 Page Policy Report Name Anna Menchavez From 01 Dec 08 P No 5264 To 31 Dec 08 Department Front Office Date Policy Name Type 01 Deo08 General Main 02 Deo 08 General Main 02 Dec08 General Main 04 Deo08 General Main 05 Deo08 General Main 06 Deo 08 General Main 07 Deo08 General Main 08 Dec08 General Main 09 Deo08 General Main 10 Deo08 General Main 11 Deo08 General Main 12 Deo08 General Main 13 Deo08 General Main 14 Deo08 General Main 15 Deo08 General Main 16 Deo08 General Main 14 Grade In Grade you can create grades which can then be assigned to employees as additional information 14 1 How to create Grades e Click Personnel gt Grade gt New the following screen will appear Name Grade 12 Schedule straight 9to7 Policy General e Enter the Grade name e g
13. Grade 12 SMA TimeTracker User Manual V2 0 5 35 Page ge sma e You can associate a Schedule and Policy with a grade so whenever a new employee of this Grade will be entered in the system the employee will automatically get the schedule and policy which you have defined in this grade e Press Submit Please note that you can modify delete Grade from Personnel gt Group gt Modify Delete 15 Out Permission Out permission is a feature which can be used for employees seeking special permission to go out of the office timings for acceptable reasons Their manager can select them and assign them a permission 15 1 How to create an Out permission e Click Personnel Out Permission gt New select the employee from search screen it will show you the following screen Date 21012009 3 TIME 99 00 Description vies Process Job Title Organization Ahmad Ismail Engineer Dubai Office e Provide the date for permission e Provide the time for permission e Provide description of the permission granted e Press Submit SMA TimeTracker User Manual V2 0 5 36 Page sma If you need to modify an existing Out Permission you can click on Modify select the employee and you will see a screen as below Click on the description and it will take you to the modification screen You can Delete and Search Out permission for an employee or group of employees Out Permission Description Visa Process
14. Hrs 13 Holiday OverTime yes Max O T Holiday Hrs 13 v Early OverTime yes Max O T Early Hrs 13 Late Yes E ESES ESR Holiday Into Working Day No O T Between Sessions yes w Mandatory fields Start Date and End Date depend upon Type e Type the name of the policy e Choose policy type as Main or Sub Main policy is a permanent policy while sub will be applicable for a certain period of time which can be chosen by Start and End Dates e Select Yes in overtime if this policyholders are entitled for overtime Specify the Max OT in hours if a person is entitled to get in 1 day e Select Yes in holiday overtime if this policyholders are entitled to get overtime in holidays Specify the Max Holiday OT in hours a person is entitled to get in 1 day e Select Yes in early overtime if this policyholders are entitled to get overtime if he she comes early Specify the Max Holiday OT in hours a person is entitled to get in 1 day Early OT can only be received if you have specified Early OT in employee s schedule 13 2 How to modify a personnel policy e Click Personnel Policy gt Modify you will see the following screen Policy Policy Name Policy Type Start Date End Date General Main 01 01 1945 01 01 2045 SMA TimeTracker User Manual V2 0 5 31 Page L sma Click on the policy you wish to modify it will open the previous screen along with the save data which you can modify Do the required chan
15. Mar 09 John Anderson 268 Absent 12 Mar 09 John Anderson 268 Absent 15 Mar 09 John Anderson 268 Absent 16 Mar 09 John Anderson 268 Absent 17 Mar 09 John Anderson 268 Absent Absent 18 Mar 09 John Anderson 268 e From Date gt the date the record has been started counting e To Date gt the date the record has been stopped counting e Date gt Day where employee has the remark selected e Name gt Name of the employee e P No gt ID of the employee e Remarks gt The remark for that day 18 1 6 Daily Report The daily report shows a particular day s report for an employee or group of employees Unlike other report generation screens the screen to generate daily report is a little different where you need to select only the day for which you need to take out daily report The report generation screen is shown below Date 4442009 F Duration Today E Print Defa ult ka Report Template Default Template v Once the report is generated it will look like as shown below The description of each column is as follows SMA TimeTracker User Manual V2 0 5 58 Page Daily Report Date 11 Feb 09 Remarks Out Late Early Missed Over Hours 268 John Anderson Present OS Ot 16 32 00 32 08 00 e Date gt the Day which daily report has been generated e P No gt ID ofthe employee e Name gt Name of the employee e Remarks gt The remark for that day For
16. NOUR MOHAMMED ALKHATIB 33040001 ddd MARVIN DELA FUENTE CABANADO 33100001 ddd C THANA MOHAMMED ISMAIL 34010007 ddd L GAYAS EL HAQ MOHAMMED ISMAIL 34010008 ddd e Select the person you want to assign the schedule by checking the boxes then press submit button it will open the following screen SMA TimeTracker User Manual V2 0 5 47 Page Sat 8 to 20 Sun Select Mon s to 20 v a Job Title Department Name Ahmar SE Head Shab Head Muzamil MYOrg e In this screen you will find the From Date amp To Date here you have to define the duration of the schedule it could be weekly it could be monthly it could be yearly Then drop down each day and select the respective schedule It means that the employees to whom you are assigning the schedule will follow every Saturday same schedule till the End date you defined e Upon completion press Submit 17 5 How to assign schedules by importing roster on an Excel sheet You can do roster import through an Excel file This import can only be performed when you already have created the schedules in the system with their abbreviations The Excel sheet format is provided in the TimeTracker CD please ask your administrator for this e Click Schedule gt Assign gt import you will see the following screen SMA TimeTracker User Manual V2 0 5 48 Page File Name Browse First Row g Last Row p Sheet Number 4 Start Date y End Date e Browse through your PC where yo
17. New Password ir Confirm Password ir Role How to create Roles Click on Admin gt Roles gt New the following screen will appear Enter the name of the Role in Role Name Choose the screens you wish to allow this user to access Press Submit Role Name Admin La Evi Gh Schedule eM li Schedule New I M Modify vail New w Search inal Delete eM Eb Assign Ms Adjust Schedule Assign Year import Assign Month Group Assign Month wi PA Remove Schedule s E Le KIKK SMA TimeTracker User Manual V2 0 5 15 Page 6 2 How to modify Roles Click on Admin Roles gt Modify the following screen will appear Role Name HR Admin Click on the Role you want to modify then it will open the screen shown in section 6 1 Do the required changes and press Submit 6 3 How to delete Roles Click on Admin Roles Delete the following screen will appear Role Name Admin E Report Role C IT Role Select Unselect All e Click on the Role you want to delete e Press Delete 7 Company 7 1 How to create a Company Business Unit e Click Admin gt Company gt New the following screen will appear Name English Name Arabic Name English f Id OO SMA TimeTracker User Manual V2 0 5 16 Page Ye sma e Enter the Name of the company you like to create in English amp Arabic if you are using the system in both languages otherwise just ente
18. Policies gt Modify you will see the following screen Policy Name SMA POLICY e Click on the Policy you wish to modify e Do the required changes and Press Submit SMA TimeTracker User Manual V2 0 5 21 Page S 10 3 How to delete System Policies e Click Preferences gt System Policies Delete you will see the following screen Policy Name SMA POLICY Select Unselect Allj Delete e Select the policy you wish to delete e Press Delete 10 4 How to assign System Policies e Click on Organization Organization System Policies gt New the following screen will appear System Policy select Select SMA POLICY pa E ra Company S ib Dubai Office 0 fa IT 0 Admin 0 Warehouse 0 Management 0 Security 0 Finance 0 Front Office 0 Human Resource 0 Housekeeping 0 Insurance 0 Data Room 0 Marketing 0 Service 0 HAAT Hi HAARAAN OOOOOOOOOOOL ji e Select the Policy you wish to assign e Select the departments you want to follow this policy e Press Submit 11 Location SMA TimeTracker User Manual V2 0 5 22 Page 11 1 Howto create locations Click Organization gt Location gt New you will see the following screen Name Submit e Type the Name of the location you are creating e Press Submit 11 2 How to modify locations Click Organization gt Location gt Modify you will see the following screen Location Dubai Sharjah
19. User Manual V2 0 5 26 Page a i sma e Select the employee you wish to modify Or select from the Organization tab The following screen will appear Job Title Personnel No Organization DUNTYA SAEED MIAN MIAN SAHIB ZAR 1012892 ddd MUMTAZ AHMED SHAMSUDDIN AHMED COMPUTER ENGINEER 1014220 ddd Hamsa Meera Sahib Operations Analyst 1020689 ddd ABDUL MALICK ABDUL SAMAD Computer Engeinear 1021097 ddd IRFAN KHAN GHOUSE KHAN COMPUTER OPERATER 1021246 ddd SREEJITH PARAKANDY MANDODY MAKANDAN WEB PAGE DESIGNER amp DEVELOPMEN 1022382 ddd e Select the person you wish to modify it will open the same screen as you seen in new employee section along with all the save data of the employee e In Others you will find password box this password is the employee s Intranet password which is by default is His Her Employee number Employees are advised to change it as soon as possible Personnel Others Grade select v Card Number s56 Hiring Date 01 01 2009 F Email aalam smapps com Password eeee e Do the changes required and press Submit 12 3 How to delete employees e Click Personnel gt Personnel gt Delete the following screen will appear SMA TimeTracker User Manual V2 0 5 27 Page f Default organization Personnel No Name Job Title Type All hd Group All v Activation Status Active v Organization Location Select v Sort by personnelnr v Grade Select v e Select the employee you wish to delete
20. from the list you wish to delete it will open the screen shown in section 9 1 e Do the required changes and Press Submit 9 2 How to delete Organization s Department s e Click on Organization gt Organization gt Delete the following screen will appear e e rg Company Dubai Office 0 CIR 1 0 OF Admin 0 ja Warehouse 0 L ja Management 0 L a Security 0 OIF Finance 0 L a Front Office 0 OF Human Resource 0 a i Housekeeping 0 OIA insurance 0 L_ FF Data Room 0 L_ ja Marketing 0 OF Service 0 F e Check the department s you wish to delete e Press Delete SMA TimeTracker User Manual V2 0 5 20 Page 10 System Policies 10 1 How to create System Policies e Click Preferences gt System Policies gt New you will see the following screen Policy Name cma POLICY Time In Time Out T MEIN TIMEOUT Time In Over Time TIMEIN_OVERTIME Time In Early Out T MEIN EARLYOUT Early In Time Out EARLYIN TIMEOUT Early In Overtime EARLYIN_OVERTIME Early In Early Out EARLYIN_EARLYOUT_ADIJUSTED Late In Time Out LATEIN_TIMEOUT_MISSED Late In Overtime LATEIN_OVERTIME_ADIUST Late In Early Out LATEIN_EARLYOUT_ADDED Dependent Schedule DEPENDENT SCHEDULE e Type the Policy Name e Select the parameters Please ask for TimeTracker Policy Maker document for the description of these parameters e Press Submit 10 2 Howto modify System Policies e Click Preferences gt System
21. other column s description please see section Detail Report 18 1 7 Missed Punch Report The missed punch report shows a particular day s report for an employee or group of employees where He She has forgot to put either IN or OUT punch Missing a punch would result in the loss of total hours worked The description of each column is as follows Missed Punch From 01 Feb 0959 To 31 Mar 05 Session 1 Session 2 Session 3 Name In Out In Out In Out 25 Feb 09 John Anderson 268 Missed 03 Mar 09 John Anderson 268 Missed 24 Mar 09 John Anderson 268 Missed e From Date gt the date the record has been started counting e To Date gt the date the record has been stopped counting e Date gt the Day which daily report has been generated e Name gt Name of the employee e P No gt ID of the employee e Missed gt Missed appearing under any Session s IN or OUT column highlights that the respective punch is missing SMA TimeTracker User Manual V2 0 5 59 Page 1 sma 18 1 8 Function Report The function report shows the function keys pressed by the employee except IN or OUT keys on the device to show reasons for certain actions E g if he is leaving early or leaving for an emergency then he can press the function keys defined in the system and then press OUT and leave Unlike other report generation screens the screen to generate daily report is a little different where you can select the function key which you want t
22. 07 56 16 38 00 38 08 00 Present 16 Feb 09 08 16 16 20 00 16 00 16 07 44 Present 18 Feb 09 08 03 16 33 00 33 08 00 Present 19 Feb 09 08 06 16 12 08 00 Present 20 Feb 09 Day Off 21 Feb 09 Day Off 22 Feb 09 08 09 16 20 08 00 Present 23 Feb 09 07 50 16 13 08 00 Present 24 Feb 09 O8 17 16 13 00 17 00 17 07 43 Present 25 Feb 09 08 05 08 00 Present 26 Feb 09 08 06 16 16 08 00 Present 27 Feb 09 Day Off 28 Feb 09 Day Off Total 00 33 08 33 04 59 143 27 e Date gt the date the record is calculated e IN gt First IN punch of an employee for the given day and in its Session 1 subsequent session punch will be shown in the next line e OUT gt Last OUT punch of an employee for the given day and in its Session 1 subsequent session punch will be shown in the next line e Late gt total late duration for the given day and in its Session 1 subsequent session punch will be shown in the next line e Missed gt total missed duration for the given day and in its Session 1 subsequent session punch will be shown in the next line Missed is the total duration of hours an employee has missed either by coming late or by leaving early e Over gt total overtime worked in different sessions Overtime is the total duration worked beyond the total working hours SMA TimeTracker User Manual V2 0 5 54 Page Lj Ssma Early gt early duration shows how much overtime he receive by coming early in the office Hours gt total no of hours employe
23. 1 Out Tue 03 Mar 2009 OF 47 Session i In 00 00 00 00 11 56 Early Leawe EL 11 56 Education Education Total 00 00 00 00 e From Date gt the date the record has been started counting SMA TimeTracker User Manual V2 0 5 62 Page e To Date gt the date the record has been stopped counting e Date gt Day where punches have been put by the employee e Time gt Time of the punch e Remarks gt the type of punch pressed and description e Hours gt the total hours worked in one session e Others gt the total duration of function key 18 1 12 Device Failure Report e Click on Report gt Devices Device failure report which will display the list of occurrences when biometric devices were unreachable from the server as shown below Device Failure Device Type Device Info Device Error Last Occurrence Time E GANTNER 10 0 1 4 TT 2 java net ConnectException Connection timed out connect 01 02 2009 18 05 E GANTNER 10 0 1 8 TT 1 java net ConnectException Connection timed out connect 01 02 2009 18 05 C GANTNER 192 168 0 204 FirstFloor java net ConnectException Connection timed out connect 01 02 2009 18 05 E GANTNER 192 168 0 205 GroundFloor java net ConnectException Connection timed out connect 01 02 2009 18 05 18 2 How to Print Export reports You can print the reports as well as export them in an MS Excel or Adobe PDF format e When the report is generated click Reports gt Print and then choose
24. 2 iisssiac coisa sevecedteabhiauceeavere tacveddveasvenvesscestuuievavdetantens 6 2 HOw to OOTY ROIC eeann 6 3 How to delete ROIOS ccccccccccccccssssseeececeesseeesseeecececeessuaeseeeseeeesaaas E CONDANNE 7 1 How to create a Company Business Unit cccrrrrereeeeeee 7 2 How to modify a Company Business Unit eeesssesserrrrrrrrrrrreeereesees 7 2 How to delete a Company Business Unit cc esssseeeeeeeeeeeeeees SB PErSOrimel ONS cancro a S 8 1 How Personnel Role works cccccssssesssececcceseeeeseeeceeeessuaeaeeseeeceeeesaaas CORSA MIZA CIO In vases cee sas tenaaons EE E E OEA E SMA TimeTracker User Manual V2 0 5 POWAY S wane sure aes sense E E EOS PE E pase ETT 8 EEEE TEE E 8 E E E J EE EE E E EE eee 9 E E E T 9 ee or E 10 ee Te 10 ee ee ree 11 P E aaa E A 12 MEE ETE 14 E ee 14 rr er ne 14 PEE E E EEE 15 ee E TS 16 PEE EE E 16 ee eee 16 ee er re 17 PEE EEE E E R 17 PAOA E A E E 17 sma 9 1 How to create Organization s Department s sssessseesesssssrrrsrrrrrrrrrrrrrereeesssssesrrrrrrrereeeessesens 18 9 2 How to modify Organization s DepartMent S esssssseeeessssrrrrrrrrrrrrrrrrrrereeessssrrstrrrerereeesssseens 19 9 2 How to delete Organization s DepartMent S ccceeesessseeseseceeeccccccseeeeeeeeeeuensseeeeeeeeeseeeess 20 10 System Policies asco cc csucnct cess enn seaesnssaunesuesuensses nes seonsnaseesieswaesuenaeauescenneeesonsusdeecseeneveenstansnosese
25. 8 To 31 Dec 08 Welcome admin New Request s 0 Report Schedule Report Jebahar Singh Policy Report 5029 Department Service Print W o Date In Out Late Missed Over Early Hours Remarks Cag 01 Dec 08 13 00 Present EF Print to Excel 02 Dec 08 13 00 Present 03 Dec 08 13 00 Present E 04 Dec 08 13 00 Present 05 Dec 08 Absent 06 Dec 08 12 28 Present 07 Dec 08 08 27 Present 08 Dec 08 08 30 Present 09 Dec 08 Absent 10 Dec 08 13 00 Present Devices Total 94 25 18 3 How to Email reports If you want to have reports of your employees in your email you can create an email service for it No of reports can be sent out to manager s emails Manager s emails can be specified in Admin Users Please see section Users 18 3 1 Email Account Configuration For the TimeTracker system to send out reports in email you should create an email account in your SMTP server e g TimeTracker companyname com The details of this account will be mentioned in the Email service section The steps are as follows SMA TimeTracker User Manual V2 0 5 64 Page 18 3 2 Click Preferences gt Services Email then the following screen will appear Service Name Email Active yes Interval Min 4 0 Sewer mail smapps com User Name TimeTrackerl smapps com Password TELILLLILLITILLI Service URL Enter the name of the service you like in the field of Service Name Selecting Yes in Active will make the
26. Front Office Company Madiha Kiani Receptionist 5300 Front Office Company Mustafa Badshah Cashier 5301 Finance Company Bju Thomas Cashier 5302 Finance Company Samson Arandia Cleaner 5304 Housekeeping Company Michelle Villaruel Receptionist 5305 Front Office Company Job Title Personnel No Organization Company Ahmad Ismail Engineer 10001 Dubai Office Company Select Unselect All e Select the employee and press Select 17 4 How to Assign Day Schedules or Rosters There are ways of assigning Day schedules to employees They are discussed in detail below 17 4 1 Assigning Monthly schedule to a single employee This screen is for the employees who work in Rosters and change their shifts on daily weekly monthly basis Click Schedule Assign Assign Month e From the search screen select the employee s you want to put in a Roster You will then see the screen below on your left you will see all the DAY schedules and in the dropdown below you will see the name of a single employee SMA TimeTracker User Manual V2 0 5 44 Page Strght 7 to 3 Strght 3 to 11 Strght 9 to 30am Strght 11 to am WN lit Ind i r a February 2009 Wed Sun Mon Tue Thu Fri Sat 1 2 3 4 5 6 Strght 7 to FREE SHIFJ FREE SHIFJ Split 10 2 tg FREE SHIFJ Night 10 to 8 FREE SHIF 6 10 8 9 10 11 12 13 14 FREE SHIFJ FREE SHIFJ Split 8 12 tg FREE SHIFJ FREE SHIFT FREE SHIF FREE SHIFY 5 9 15 16 17 18 19 20 21 Spilt 9 1
27. Location Select Sort by personnelnr X Grade select w e Search employees you want to combine in a group The list will be displayed as below SMA TimeTracker User Manual V2 0 5 29 Page Job Title Personnel No Organization BAKIR FAWZY SAGEER SALEH COMPUTER OPERATER 1260013 ddd L NOUR MOHAMMED ALKHATIB 33040001 ddd MARVIN DELA FUENTE CABANADO 33100001 ddd LI THANA MOHAMMED ISMAIL 34010007 ddd GAYAS EL HAQ MOHAMMED ISMAIL 34010008 ddd e Select the employees by clicking on the check boxes which you want to be in the group you are about to create e After selecting the employee press submit it will open the following screen Name hir Add Personnel Mame Job Title Department Name DUNIYA SAEED MIAN MIAN SAHIB ZAR ddd MUMTAZ AHMED SHAMSUDDIN AHMED COMPUTER ENGINEER ddd Hamsa Meera Sahib Operations Analyst ddd e Enter the name of the Group which you would like to create in the field Name you can review the employee at this stage as well you can unselect those whom you don t want e Press the submit button to save the group you have created Please note that you can modify delete any Group s from Personnel gt Group gt Modify Delete 13 Personnel Policy 13 1 How to create a personnel policy e Click Personnel gt Policy gt New you will see the following screen SMA TimeTracker User Manual V2 0 5 30 Page Policy Policy Name General Policy Type main End Date a 7 OverTime yes Max O T
28. Organization Company Bhramadev Grod Painter 5297 Maintenance Company Jonah Judilla Receptionist 5298 Front Office Company Madiha Kiani Receptionist 5300 Front Office Company Mustafa Badshah Cashier 5301 Finance Company Bju Thomas Cashier 5302 Finance Company Samson Arandia Cleaner 5304 Housekeeping Company Michelle Villaruel Receptionist 5305 Front Office Company Job Title Personnel No Organization Company Ahmad Ismail Engineer 10001 Dubai Office Company Select Unselect All e Select the employee and press Select 17 3 Howto remove employee from a Main Permanent schedule Once employees are entered in the system they must have a schedule e Click Schedule gt Assign gt Remove Schedule you will see the following screen Schedule 4g ily es kaa Delete Personnel e Choose the schedule you want to remove from an employee s profile Press Delete Personnel You will come up with the search screen for employees You can choose an individual employee as well as group of employees By just clicking Search button you will see the list of all SMA TimeTracker User Manual V2 0 5 43 Page a i sma employees working under this schedule that you have chosen and the ones who have not been assigned this schedule separately as shown below Personnel Name Job Title Personnel No Organization Company Grade Bhramadev Grod Painter 5297 Maintenance Company Jonah Judilla Receptionist 5298
29. Personnel Select policy then click Delete Personnel You will see the same screen as shown in the section 13 4 Select the employees you wish to take out from the policy Click Select SMA TimeTracker User Manual V2 0 5 33 Page 13 6 Howto view who has what policy si a sma You can take out a policy report to know which person has which policy or which policy is followed by which employee s There are two ways of taking out a policy report i e By policy and By Personnel 13 6 1 Policy Report by Policy 13 6 2 Policy Report by Personnel Click Report Policy Report By Policy Choose the policy you want to see followed by employees selection Click Submit and you will see the report as shown below Policy Report 1449 1451 5011 5012 5013 5014 Name Anita Diss Samuel George Shinu Baiju Murtaza Z Ali Bindu Santhosh Nilesh Pendbhaje Sarfarsj Ansari Dr Nirmal Sagar General Title Telephone Operator Radiographer IT Coordinator IT Tech Manager Quality Hidaystullah Abdul Halim Radiographer Jenumol Chacko Murtuza M Ali Jisha Varghese Mubashir Khan Marjorene Marana Gigi Varghese Ahmed Mohd El Hassan Husein Abbas Zaki Sohagpurwala Fakhruddin Chudswala Hozafa Hussain Nurse Human Resource Exe Nurse Human Resource Receptionist Nurse Receptionist Accountant Accountant Dy Director Finance Finance Manager Click Report Policy Report gt By Personnel
30. Title English Job Title Arabic TYPE Employee Activation Status Active rk Gender Male 6 Female F Organization p e Type the employee ID in personnel No e Type the name of the employee in English and in Arabic e Type the Job Title in English and in Arabic e Specify the Type of employee in by selecting the Personnel Type See the section Personnel Types for more detail e Activation Status makes the employee active or inactive in the system e Specify the Gender e Click organization textbox to specify which department this employee belongs e You can press Submit at this point to specify some more details about this employee click the Others tab you will see the following screen SMA TimeTracker User Manual V2 0 5 25 Page Personnel Others Grade Select v Card Number Hiring Date ol Email e Choose the Grade in which this employee is working in Please see section Grades for more details e Specify Card Number should this employee is going to use a card for transaction purposes e Specify the Hire Date when this employee has been hired e Specify the Email of the employee e Press Submit 12 2 Howto modify employees e Click Personnel gt Personnel gt Modify the following screen will appear Default Organization Personnel No Name Job Title Type All v Group All v Activation Status Active v Organization Location Select v Sort by personnelnr X Grade Select v SMA TimeTracker
31. Tracker User Manual V2 0 5 61 Page 1 sma 18 1 10 Early Report The early report shows the instances where employees have left the office before their schedule end time E g in the figure shown below the employee was supposed to leave after 16 00 but he left at 15 30 All these kind of early leaving instances will appear in Early report The description of each column is as follows Early Report From Oi Mar 09 To Si Mar 09 Session 1 Session 2 Session 3 Date Name Out Early Out Early Out Early 03 Mar 09 John Anderson 268 16 00 15 30 e From Date gt the date the record has been started counting e To Date gt the date the record has been stopped counting e Date gt Day on which employee left early e Name gt Name of the employee e OUT gt the scheduled OUT time on which employee was supposed to leave e Early gt the actual time on which employee left the office 18 1 11 Access Report The access report shows all the punches put by an employee in a given day It includes IN OUT punches as well as the function keys so basically all the instances where He She has accessed the device The description of each column is as follows Access Report From O1i Mar 09 To 31 Mar 09 Name John Anderson P No 768 Department Information Technology Department Remarks Others Sun Di Mar 2009 07 46 Session 1 In 00 00 00 00 17 06 Session 1 Out Mon 02 Mar 2009 07 48 Session 1 In 00 00 00 00 16 23 Session
32. Type scsrecirennienn E 37 17 SNOEN neces eneeunisawansateuseesviocamusosioacaws asso sneneues coer asites neciauiseune excise ses uesionunseavioeneunesanueas 38 17 1 How to create a SCHECUIE ccecccccccccssssssseececccsseeessesececcceesseeesseeeceeessecuseeeeeeeessauuasseeeeeseeeeeaaas 38 LL SCPC CU Sg ssgeccs peers vnrss aoe music E aadenonstiaasqason aude madeoosvaadentia aeestoes 38 Iie Se 0 een ee en E eee a ee ee eee 39 IA 6 2 ee me ee ee nee ne 41 V TAO GIAY ea a satan neatasues suun saan acaetanens 42 17 2 How to Assign Main Permanent Schedule to an EMplOyee cccccccccccseessssseeeeeseeseeeeeeesseees 42 17 3 How to remove employee from a Main Permanent schedule cc ccssssssssseeeeeeeeeeeeeeees 43 17 4 How to Assign Day Schedules or ROStEIrS c ccsssccccsssececeesseceecesccceeesececeenececeaeceeseesecesseneces 44 17 4 1 Assigning Monthly schedule to a Single EMplOyee cceseccccesecccceeeseceeeeeceseeeeeeeeeeeeeees 44 17 4 2 Creating Monthly roster for a group Of employees cceseccceesecceeeeesececeeeceeeeeeeeeeeeeeees 45 17 4 3 Creating Weekly roster for a group of employees cccceeseccceeeeecceeeesececeeseceeeeeeeeeeeeeeeees 46 17 4 4 Creating Yearly roster for a group of employees ccccceeseccccessecceeeeseeeeeeeceeeneceeeeeeeeetes 47 17 5 How to assign schedules by importing roster ON an Excel sheet ccecccceesscecceeeeeeeeseeeeeeees 48 17 5 How to v
33. Y icsososscneseisorein ennaa E E N aweteanen eee 30 131 Howtocreatea personnel policy recresen 30 13 2 How to modify a personnel POLiCy cceeccccssseccccseccccessececceesececseececseeectsuenecessuecessegeceesengns 31 13 3 How to delete a personnel policy cccccccesccccsssccccessececcesseccceeesececeesececeeecsseusccessunecessegecessenens 32 13 4 How to assign policy to employees ssssseesessenssrresssrrrssrreressrrressreresrrresrrerssreeserereseereserersseeres 32 13 5 How to remove policy to EMPIOVEES ccccccesssccceessececeeseccccceecceeeesececeeeceeuseeeseueecetsuneceesenes 33 13 6 How to view who has what policy cccccsssccccsssecccesseccceesececceeesececeeececsegececeesecessuecessugeceesenees 34 oal Poly Repon Dy POC oreren ns T oecesaaeh wanna biueananueuninuesaguuatoaetuanoadaeusee 34 1302 Polcy Report DY Personne eencisoraro niani E 34 14 G dE a A E E ee ree ee eer errr 35 14 1 Mow tocreate Grades aera ecea re caserercn comb surance edateonceciesautnsonaenalsqidinyeusanasonacdesasbonicaeseecansienagnstodnese 35 SMA TimeTracker User Manual V2 0 5 3 Page 15 CUE OEIISSION cascevcsieisesccddwsevosaedvonasseusovasaessesccatunseossedvomcsaevaosesaessosaadeuseeesmebuesnnsenaweadaeesesccaaunseass 36 15 1 HOWTO Create an Out permission t vicsisccescsncesicat devnerssssusdcaniedscaddeeesubesianeedaderseaiesdemestbatestcabdeeraseds 36 TG PPEVSOMIN GN TYDE so EE E E E E E EN 37 161 HOW tO Create Personnel
34. acker User Manual V2 0 5 9 Page e Ifyou click on New then the following screen will appear Remark English r Remark Arabic Remark Client e Provide English amp Arabic name of the Remark e Provide the abbreviation or notation that you use in your organization for this particular Remark which will be mapped in case of HR Integration Please see the HR Service section for more detail E g V or Vac for Vacation etc e Click Submit 4 2 How to modify Remarks e Click Admin gt Remarks gt Modify the following screen will appear Remarks Remark Client Absent A Present P Day Off H OffsiteDuty OD Annual Leave 1 Hajj Leave 2 Umrah Leave 3 Sick Leave 4 Emergency Leave J e Click on the Remark you wish to modify e Do the required changes e Click Submit 4 3 How to delete Remarks e Click Admin Remarks Delete the following screen will appear Remarks Remark Client Absent A Present P Day Off H L offsiteDuty oD C Annual Leave 1 SMA TimeTracker User Manual V2 0 5 10 Page Select y Unselect All e Select the Remark by clicking on the check box which you like to delete then press Delete button 4 4 How to assign Remarks e Click Personnel gt Personnel Vacation gt New Default Organization Personnel No Name Job Title Type all r Group All v Activation Status Active X Organization Location Select v Sort by personnelnr v Grade Select v Search e Choose the p
35. cectinnwadedasataadasansadeediwsaisedoanaiaaateiuadeeesaans 63 1o ROW UO EAI OS aeee EE ENEA 64 18 3 1 Email Account Configuration ccccceeesecccceeecccceusececsueuececsenececeenecesausteeegecesseneceetenseeetegs 64 183 2 Email Service Configuratio sssr EEEE EE 65 19 NUN ei sers EO E E 68 19 1 How to view and approve disapprove requests raised by the employees necces 68 19 2 How can approve disapprove requests be seen esssssssssssssssrrsrrrrrrrrrrrrrrereeesssssrrrrrrrrreeeeessseeens 69 20 Device Management sesseessescescoeccessoescescescoescescoecoescoescoecoescescoescesseesoescoessescesceecoesseeceescesoeesseeo 69 PEE E gid gl gee E EA E E E eee ee ee ee ene 69 20 1 1 User Manageme n cccccsccsscceccsscesccsecesscascesccaeccascesscascesseaeceseastaecessesecessesecessteceaeceseaes 69 20 1 2 Device MANageMe N1 cccseccseccseecsetcoecccssceucceueceuecessesecsaeeceesaueseuseeseasensectseetseetseetseetseenaes 72 QV Ae WSN Lat FS Occ ceeccetea cect seein secon ass cts ea ic sevens ass E hee nae eee 73 ZA OCHO OVS n nana ctae enna iesa tate E E A suas oaeip ca enapuedecatacencnsene 73 PAA TOW FO create TUNCEIOLT KEYS ccnaricnsesansmassasananrsaucaieessteaessutuneisecarsinsagnoressuaemoseinntetenencsoeaen entaensienens 74 21 2 How to map key codes with device s FUNCTION KEYS ccccccessseeecesssececeeeceeeeeececeneeesseneces 75 2L2r Ganne RO ONS ecaceecce caress A E eos eaeesa esse E E EEEE 75 SMA Ti
36. e is supposed to work in the given day Remarks gt shows the status of the attendance If an employee has shown a punch on the day it will appear as present otherwise it will be shown as absent Day off will appear on holidays and off days of the employees Some more remarks will appear in this report to add more remarks please see Remarks section 18 1 2 Summary Report The summary report is a summarize report for the total calculation of different parameters of an employee for a period that report has been generated The duration provided during the report generation is crucial for the accuracy of data The description of each column is as follows Summary Report From 01 Feb 09 To 31 Mar 09 Absent Day Off Early Hours Late Missed Over Present John Anderson 268 19 16 15927 01 33 17633 06 05 23 From Date gt the date the record has been started counting To Date gt the date the record has been stopped counting Name gt Name of the employee P No gt ID of the employee Absent gt total no of days employee is absent Day off gt total no of day offs employee had in the period Early gt total early overtime duration within the period Hours gt total no of hours worked by the employee within the period Late gt total late duration within the period Missed gt total no of hours missed by the employee within the period Over total overtime worked by an employee Present gt total no of days employee is
37. e tag as open if through this function key you want to monitor a period Such as prayer time E g choose tag as open for Prayer IN and as close for Prayer OUT Make sure that whenever you make an open tag then don t forget to make a close tag Label the tag in English and in Arabic Check out with permission if you want to make it as out with permission Choose function as SUM if these tags will add up to the total or choose DEDUCTION if these tags will deduct the duration Press Submit How to map key codes with device s function keys 21 2 1 Gantner Reasons 21 2 1 1 New Reason Reasons Early Leave Arabic Reasons ga rly Leave Code 10 Ea rly Leave Status Attend Click Gantner gt Reasons gt New You will see the screen above Note that in the code section only those codes will appear which are not free and not belonging to any session Provide English and Arabic name in Reasons Select the code for the reason you are creating Leave the status as Attend 21 2 1 2 Delete Reason You can delete the reasons as shown below Make sure that you delete from the devices first as mentioned in the section 21 2 1 3 Click Gantner gt Reasons gt Delete SMA TimeTracker User Manual V2 0 5 75 Page e Select the reason e Click Delete Reasons Reasons Code Status Session 1 IN 1 1 M Session 1 OUT 2 1 Session 2 IN 3 1 F Session 2 OUT 4 1 Select Unselect All 21 2 1 3 Transfer to Device
38. er box if this user is going to be a system user If you leave it uncheck then this user will just be an account to receive email reports only and He She can t login to TimeTracker e Click on Default tab you will see the following screen SMA TimeTracker User Manual V2 0 5 12 Page Users Default Organization Cutoff Overide No v Edit Record No w Approve Record No v Schedule Select v Policy Select v Cutoff override will enable this user to override the employee records after the cut off date Choose Yes to give him the right otherwise leave it as NO Edit Record will enable this user to edit the transaction of employees Choose Yes to give him the right otherwise leave it as NO Approve Record will enable this user to approve the requests raised by employees throught intranet which can then be forwarded to HR or any other user which has the right to Edit the Record Choose Yes to give him the right otherwise leave it as NO Any employee that has been entered by this user from the system will be assigned a schedule automatically if that particular schedule has been chosen in this user s profile Choose the schedule if you wish to do so otherwise leave it as is Any employee that has been entered by this user from the system will be assigned a policy automatically if that particular policy has been chosen in this user s profile Choose the policy if you wish to do so otherwise leave it as is
39. erson from the search screen e From the following screen choose the dates and the type of vacation you wish to assign the person s selected as shown below From 91942009 F To 97042009 F Remarks Absent Absent Present Day Off Vacation Job Title Organization John Anderson Network Engineer Information Technology Department e Press Submit If you wish to modify delete the assigned Remarks you can do it from the same section i e Personnel gt Personnel Vacation gt Modify Delete SMA TimeTracker User Manual V2 0 5 11 Page 5 Users 5 1 How to create System Users e Click on Admin Users gt New the following screen will appear This is a tabbed screen which has 3 tabs i e Users Default and Organization Users Default Organization User Name te Password Active Dir No wt Active Domain Role Id HR we Full Name re Email Personel No system User F e Inthe Users tab type username for the user you are going to create the account e Provide the password e fyou don t want to authenticate from Active Directory leave the Active Dir field as No otherwise choose Yes e If you have chosen Yes for Active Dir then supply the name of the domain as well you use to login to your PC e Select the Role ID which will set the access privileges for this user How roles will appear in this dropdown box please see section e Type Full Name Email and Personnel No e Check the System Us
40. f each column is as follows From O1 Feb 09 To 28 Feb 09 Name John Anderson P No 268 Department Information Technology Department O1 Feb 09 O8 07 16 26 O8 21 O2 Feb 09 07 532 16 19 08 2 03 Feb 09 O13 16 39 08 26 04 Feb 09 08 05 16 33 08 28 05 Feb 09 08 00 16 29 08 29 06 Feb 09 O7 Feb 09 O8 Feb 09 O8 03 16 21 08 18 09 Feb 09 Of 03 1619 08 16 10 Feb 09 O8 01 16 43 08 42 11 Feb 09 O8 04 16 32 08 28 12 Feb 09 07 56 17 21 023 13 Feb 09 14 Feb 09 15 Feb 09 07 56 16 38 08 42 16 Feb 09 08 16 16 20 08 04 18 Feb 09 O8 03 16 33 08 30 19 Feb 09 08 06 16 12 08 06 20 Feb 09 21 Feb 09 22 Feb 09 O8 09 16 20 08 11 23 Feb 09 07 50 16 13 08 23 24 Feb 09 O8 17 16 13 07 56 25 Feb 09 08 05 26 Feb 09 06 06 16 16 08 10 27 Feb 09 28 Feb 09 Total 151 22 Remarks Present Present Present Present Present Day OF Day Off Present Present Present Present Present Day OF Day OF Present Present Present Present Day OF Day OF Present Present Present Present Present Day Off Day OF e From Date gt the date the record has been started counting e To Date gt the date the record has been stopped counting e Name gt Name of the employee e P No gt ID of the employee e Date gt Day where employee did overtime e IN gt first IN punch of the day e OUT gt last OUT punch of the day e Hours gt total hours worked e Remarks gt shows remarks of that particular day SMA Time
41. g Roan Cabiles 5220 Housekeeping Trestofer Cabiles 5271 Housekeeping Saiful Halim 5222 Housekeeping Veneline Martinez 5223 Housekeeping Catherine Soriano 5224 Housekeeping a Meaennie bdick a Cance Firmen em Personnel With Out Template Personnel No Department Name Ahmad Ismail 10001 Dubai Office 21 Function Keys SMA TimeTracker User Manual V2 0 5 73 Page 21 1 How to create function keys Function keys will be defined in the system and then can be mapped with different devices e Click Preferences gt Preferences gt Keycode you will see the screen below Key Code GecesjoniiIn Code Label session 1 In e Click Key code to select the type of code e Type code such as 1 2 3 depending on the device e Change the label if you want but it is recommended to leave the label of sessions as is e Click Keycode to define the free codes available and label them as per your requirement such as early leave emergency prayer IN prayer OUT e When you will choose a free code you will see the screen below Key Code Early Leave Code 10 Label Early Leave Label Arabic Early Leave Tag Single Tag English gL Tag Arabic g Out with Permission T Function sym e You can label it in Arabic as well e Choose tag as single if this function key is just an event e g information that employee has left for an emergency SMA TimeTracker User Manual V2 0 5 74 Page 21 2 sma Choos
42. ges and press Submit 13 3 How to delete a personnel policy Click Personnel Policy Delete you will see the following screen Policy Name Policy Type Start Date End Date C SMA Staff Policy Select Unselect All Main 01 01 1945 01 01 2045 e Select the policy you wish to delete e Press Delete 13 4 How to assign policy to employees e Click Schedule gt Assign gt Assign Policy you will see the following screen Policy SMA Staff Policy Force Assign F SMA TimeTracker User Manual V2 0 5 32 Page 13 5 Select the policy and click Add Personnel You will see the following screen showing who has the policy and who does not have the policy Personnel Job Title Personnel No Organization Company Grade Bhramadev Grod Painter 5297 Maintenance Company Jonah Judilla Receptionist 5298 Front Office Company Madiha Kiani Receptionist 5300 Front Office Company Mustafa Badshah Cashier 5301 Finance Company G Bju Thomas Cashier 5302 Finance Company Samson Arandia Cleaner 5304 Housekeeping Company Michelle Villaruel Receptionist 5305 Front Office Company Job Title Personnel No Organization Company Z Ahmad Ismail Engineer 10001 Dubai Office Company Select Unselect All Select the employees you wish to assign this policy and press Select How to remove policy to employees Click Schedule gt Assign Remove Policy you will see the following screen Policy SMA Staff Policy Delete
43. gnizable by the person who is going to assign e Provide Schedule Type gt type of schedule e g SMA TimeTracker User Manual V2 0 5 38 Page sma o Main gt Permanent schedule a schedule that a person follows most of the time in a year Every employee MUST have at least 1 Main schedule and at a time a person can hold only 1 Main schedule o Shared gt Temporary Schedule a schedule that employees can have temporarily at a given time e g Ramadhan Employees can have more than 1 Shared schedule along with their Main schedule Make sure that if you are assigning 2 Shared schedules to one employee the effective dates of those shared schedules should not overlap o Day gt will be chosen when employees remain in this shift for specific no of days and then change e g Rosters You need to supply the no of days as well e Provide Description about the schedule e Provide Start Date when Schedule Type has been chosen as Shared so the schedule will be applicable from this date e Provide End Date when Schedule Type has been chosen as Shared so the schedule will end on this date e Provide Abbreviation up to 3 5 letters for a schedule it will be displayed when dealing with Rosters e Provide No of Days if you are creating a Day schedule for Roster shifts e Leave Session dependent as Yes 17 1 2 Session Session represents the time part of a schedule and the type of session represents the mode in which it will be u
44. gpurwals Accountant Fakhruddin Chudawala Dy Director Finance Hozafa Hussain Finance Manager Rekhs David Pharmacy Purchase Giji Samuel Exe Pharmacy Purchase Imran Ali Asst Manager Finance Sspns Bshulayan Exe Pharmacy Store Murtaza Ali Purchase Executive Firoz Hafiz Gen Store Helper Qsizer Husain Stores Keeper Firoz Khan Pharmacy Helper 17 5 2 Schedule Report by Personnel e Click Report gt Schedule Report By Personnel e Select the employee you want to have a schedule report for e Provide the duration of the schedule report for the selected employee Department Finance Finance Finance Finance Finance Finance Finance Finance Finance IT Finance Finance Finance Finance Purchase Purchase Finance Purchase Purchase Purchase Purchase Purchase Company Company Company Company Company Company Company Company Company Company Company Company Company Company Company Company Company Company Company Company Company Company Company e Click Show Report and you will see the report as shown below SMA TimeTracker User Manual V2 0 5 50 Page 17 6 Schedule Report Name Imran Ali From 01 Nov 08 P No 5015 To 30 Nov 08 Department Finance Date Schedule Name Session 1 Session 2 Session 3 01 Nov 08 Straight 9 to 7 Strght 9 to 7 02 Nov 08 Straight 9 to 7 Strght 9 to 7 03 Nov 08 Straight 9 to 7 Strght 9 to 7 04 Nov 08 Straight 9 to 7 Strght 9 to 7 05 Nov 08 Straight 9 to 7 Strght 9 t
45. hnology Department Select Unselect All Show Report e Choose the dates or choose the duration e Choose print option o Default gt this option does not allow to export the report in MS Excel or in Adobe PDF o Default for Export gt this option allows to export the report in MS Excel or in Adobe PDF o Print to Excel gt without showing report it will open the report directly in MS Excel o Print to PDF gt without showing report it will open the report directly in Adobe PDF e Choose the template for report e Click Show Report SMA TimeTracker User Manual V2 0 5 53 Page a i sma 18 1 1 Detail Report The detail report is a complete day to day transaction and calculated report of an employee as per its policy and schedule The description of each column is as follows Detail Report From 01 Feb 09 To 28 Feb 09 Name John Anderson P No 268 Department Information Technology Department Out Late Missed Over Early Hours Remarks 01 Feb 09 O8 07 16 28 08 00 Present 02 Feb 09 07 52 16 19 08 00 Present O3 Feb 09 08 13 16 39 00 39 08 00 Present 04 Feb 09 08 05 16 33 00 33 08 00 Present 05 Feb 09 08 00 16 29 08 00 Present 06 Feb 09 Day Off O7 Feb 09 Day Off 08 Feb 09 O8 02 16 21 08 00 Present 09 Feb 09 08 03 16 19 08 00 Present 10 Feb 09 08 01 16 43 00 43 08 00 Present 11 Feb 09 08 04 16 33 00 32 08 00 Present 12 Feb 09 07 56 17 21 01 21 08 00 Present 13 Feb 09 Day Off 14 Feb 09 Day Off 15 Feb 09
46. iew who has what schedule cccccssssssseeececceeeaeusesseecccccsesueeseeeceessuaaseeeceeeessaaaasess 49 1791 Schedule Report Dy Schedule ac siccirtcepscnnedsnicestessunndcesnsncasenisestasssactonsssaberaunpeseanacesausniaineries 49 1752 Schedule Report DY Personne lesarar ievsestauacbercawanens 50 17 6 How to adjust schedule for employees ccccsssccccsssececcesseccceesececseseceeeeeececeeeceesseseceseegesss 51 1S R DOMS cnni E E EE E 53 tS LRPO S e E E S a sateen madesaneyeeucarenns 53 L 1S RAN DO i E E mavveaewuntaesee eases marcaouecenss 54 18 1 2 Summary Report s ssssessessesresessssrssesrsrreressssrssosrosessresosrosessosroreseeresroressssreresesreeresrsersrrereseereese 55 lo E EAU DO a nE E E 56 NS L4 Overtime RE DOUG ereen 56 13 15 Remarks REpO Gos Secrcsu ese tarooate ina N AA Eaa 57 E LODUN R DO eae E E E E coe ovens oassinedeceaveracew earesoatnmncoss 58 SMA TimeTracker User Manual V2 0 5 4 Page LZ cick 27 8 PUNCA R 6 lene nee nn On Oe nS On E ee aor ee 59 e LS FUINICTIOWN Re DOLE sansceussactucesentnorsabins tescesneepeeertuaiseoih E E 60 TLE VV OP KOO RE DOIN cap stctaae a A A E 60 dhs Wed 08 ro a AV p gee ee men rea nn En Re eee ee een eee ee eee 62 dia PC COSS RODO ee cee reece cates cairn E cers euieadpaeatecinecteeneereonenens 62 13 1 12 Device Failure REPOT geese acence cose anrika E EE EN a iss 63 19 2 HOw to Print EXDOMt FED OMS l cccossacacasctesdsisrninacacsssinedesaataacsan
47. is used for administration purpose Here you can define system user Role of the User Holidays etc Organization link is used to deal all the issues regarding Department Company Personnel link used to deal all the issues regarding personnel Employees Schedule link is used to deal all the issues regarding Shifts Schedules session Gantner link will take you to the screen where you can manage Gartner devices Suprema link will take you to the screen where you can manage Suprema devices Bioscrypt link will take you to the screen where you can manage Bioscrypt device AEOS link will take you to the screen where you can manage AEOS devices go Logout will log you out from the system Logout Report link will take you to the screen where you can generate different Reports SMA TimeTracker User Manual V2 0 5 7 Page 3 Holidays 3 1 How to create Holidays e Click on Admin Holidays gt New e fyou click on New then the following screen will appear e Provide English amp Arabic name of the public holiday e Provide the period from which the holiday would be applicable e g e Provide the ID to be mapped with HRMS if you are using HR Service Please see the section HR Service for more detail e Click Submit Name English UAE National Day Name Arabic UAE National Day From 92 12 2009 To 9212 2009 F Id wo All the fields marked with are mandatory In the Name English field enter the name of the Holiday yo
48. meTracker User Manual V2 0 5 5 Page 1 Introduction SMA TimeTracker is a web based application and can be opened from anywhere in your LAN WAN network e Type the URL http server 5050 TimeTrackerST war e Type your username and password in their respective fields e If you are logging in as an employee then check Employee Login box otherwise leave it unchecked e Click Submit TimeTracker Intenet Explorer provided by Dell la x eA E http localhost 5050 TimeTrackerST war logoutProcess jb code 0 x Bh Live Search Pe a a ne gt w k TimeTracker fh dp v Page v iG Tools v TimeTracker V2 0 4 User Name H Password 7 Language English X www smapps com support smapps com a sma This Product is Licensed to SMA e Done G Local intranet Protected Mode On 100 v SMA TimeTracker User Manual V2 0 5 6 Page 2 Main Menu The following picture contains all the major links of the system Intranet Preferences Admin Organizaton Personnel Schedule Report Suprema Gantner Aeos Logout For more detail check the below table to know which Link is used for what p Intranet this link is used for approving or disapproving of the employee s time edited by Intranet them by their direct manager Preference this link is used for tuning the system Here you can define services view event log HR integration Finger print device key codes etc Admin this link
49. n Anderson 268 00 38 00 38 18 Feb 09 John Anderson 268 00 33 00 33 e From Date gt the date the record has been started counting e To Date gt the date the record has been stopped counting e Date gt Day where employee did overtime e Name gt Name of the employee e P No gt ID of the employee e Session 1 gt overtime received in session 1 e Session 2 gt overtime received in session 2 e Session 3 gt overtime received in session 3 e Total gt Total overtime duration in the whole day 18 1 5 Remarks Report The remarks report shows all the instances of an employee s where He She has a particular Remark such as present absent day off vacation emergency sick leave etc Unlike other report generation screens the screen to generate remarks report is a little different where you need to select for which remark you want to generate the report The report generation screen is shown below From 44 3 2009 Fa TO 11 42009 Ti Duration One Month Print Default Report Template Default Template i Remarks Absent Vacation Sick Leave Job Title Personnel No Organization SMA TimeTracker User Manual V2 0 5 57 Page a sma Once the report is generated it will look like as shown below The description of each column is as Remarks Report From 11 Mar 09 To 11 Apr 09 follows Date Name Remarks 11
50. o 7 06 Nov 08 Straight 9 to 7 Strght 9 to 7 07 Nov 08 Straight 9 to 7 Strght 9 to 7 08 Nov 08 Straight 9 to 7 Strght 9 to 7 09 Nov 08 Straight 9 to 7 Strght 9 to 7 10 Nov 08 Straight 9 to 7 Strght 9 to 7 11 Nov 08 Straight 9 to 7 Strght 9 to 7 12 Nov 08 Strsight 9 to 7 Strght 9 to 7 13 Nov 08 Straight 9 to 7 Strght 9 to 7 14 Nov 08 Straight 9 to 7 Strght 9 to 7 15 Nov 08 Straight 9 to 7 Strght 9 to 7 16 Nov 08 Straight 9 to 7 Strght 9 to 7 17 Nov 08 Straight 9 to 7 Strght 9 to 7 18 Nov 08 Straight 9 to 7 Strght 9 to 7 How to adjust schedule for employees Click Schedule gt Assign gt Adjust Schedule it will open the following screen Select the employees from the search screen Select the person or persons you want to adjust the schedule by checking the boxes then press submit button it will open the following screen Job Title Personnel No Ahmar SE ooo1 Shab ooo2 tpe teset ooo Select Unselect All Show Report Provide the dates as period of schedule you want to adjust the schedules SMA TimeTracker User Manual V2 0 5 51 Page e Click Show report Personne No Job Tithe Schedule Start Date End Date Abbreviation Schedule Type C Ahmar Cl Ahmar C Ahmar LJ Ahmar C Ahmar C Ahmar C Ahmar C Ahmar C Shab C Shab J Shab C Shab C Shab C Shab E Select Unselect All 000i 0001 0001 0001 0001 0001 0001 0001 o002 0002 0o02 0002 0002 0002 Mm SE
51. o take the report or take out a report for all the function keys The report generation screen is shown below From 1232009 Fa 19 1242009 F Duration Last Month Print Default z Report Template Default Template Function l hi Early Leave Education Once the report is generated it will look like as shown below The report will come out employee by employee and with all the function keys listed in the header as shown in the first header i e Early Leave The description of each column is as follows Function From 01 Feb 0959 To 31 Mar 09 Name John Anderson P No 268 Department Information Technology Department Date Early Leave 03 Mar 09 11 56 Date Education 11 56 e Date gt the Day which daily report has been generated e Function key gt the name of the function key will appear in the header followed by the date and time this function key was pressed Subsequent function keys will follow if those were pressed in the provided period 18 1 9 Worked Report The worked report shows the total hours worked in a day irrespective of any policy rule It is simply the calculation of total hours between the IN time and OUT time Unlike detail report where all the policy SMA TimeTracker User Manual V2 0 5 60 Page sma rules are applied and figures have been round off this is simply the total hours worked in a day The description o
52. present SMA TimeTracker User Manual V2 0 5 55 Page 1 sma 18 1 3 Late Report The late report shows all the late coming instances of an employee s for different sessions during the period for which the report is generated The description of each column is as follows Late Report From 01 Feb 09 To 28 Feb 09 Session Session Session Date Name Total 1 2 3 16 Feb 09 John Anderson 268 00 16 00 16 24 Feb 09 John Anderson 268 oo i7 O0 i7 e From Date gt the date the record has been started counting e To Date gt the date the record has been stopped counting e Date gt Day where employee came late e Name gt Name of the employee e P No gt ID of the employee e Session 1 gt late duration in session 1 e Session 2 gt late duration in session 2 e Session 3 gt late duration in session 3 e Total gt Total late duration in the whole day 18 1 4 Overtime Report The overtime report shows all the instances of an employee s where He She has performed overtime during the period for which the report is generated The description of each column is as follows SMA TimeTracker User Manual V2 0 5 56 Page Overtime Report From 01 Feb 09 To 28 Feb 09 Session Session Session 1 2 3 03 Feb 09 John Anderson 268 00 39 00 39 04 Feb 09 John Anderson 268 00 33 00 33 10 Feb 09 John Anderson 268 00 43 00 43 11 Feb 09 John Anderson 268 00 32 00 32 12 Feb 09 John Anderson 268 O1 271 O1i 21 15 Feb 09 Joh
53. r in English e Provide the company ID in Id textbox which will be used for HR integration Please see the HR Service section for more detail 7 2 How to modify a Company Business Unit e Click Admin gt Company gt Modify the following screen will appear Company Company Company e Click on the Name of the company you wish to modify e Do the required changes and Press Submit 7 2 How to delete a Company Business Unit e Click Admin gt Company gt Delete the following screen will appear Company CISMA 1 Select Unselect All e Click on the Name of the company you wish to delete e Do the required changes and Press Delete Personnel Role ee 8 1 How Personnel Role works e Click Admin gt Personnel Role gt Mark Punch e Select the person you wish to give rights to put PC punch from the Intranet You will see the following screen after selection SMA TimeTracker User Manual V2 0 5 17 Page Personnel Role Name Title Personnel No Organizaiton V Ahmad Ismail Engineer 10001 Dubai Office Select Unselect All Allowed Personnel No Organizaiton Select Unselect All Not Allowed e The screen will show the list of Allowed Not Allowed employees e Click Allowed by selecting the employee and it will be shifted to allowed section where He She can be not allowed later if needed 9 Organization In this section you can work with department department holidays all can be trea
54. rmal session e Specify Lunch Break in hours which define the duration of lunch break if you don t want to create split sessions for your shift E g if you have timings from 9 00 to 18 00 with 1 hour lunch Then you can specify a lunch break of 1 hour and this would not be counted towards employees working hours SMA TimeTracker User Manual V2 0 5 40 Page sma e Early O T gt if you want to give early Overtime to your employees you can put the time e g 08 00 so whoever will come before 08 00 he will get 1 hour O T in case of no early O T leave the field as is e Time IN gt session start time e Late starts gt the time on which employees will be considered late Time OUT gt session stop time e Overtime Starts gt the time from which the employee starts getting overtime Min hours gt Min hours field will be enabled only when you choose session type FREE for all other sessions it will be disabled You need to put min hours a person must complete while in a free shift e Acceptance Time IN gt Acceptance time range for IN punch e Acceptance Time OUT gt Acceptance time range for OUT punch Repeat the steps for Session 2 should you want to create a 2 shift schedule 17 1 3 Halfday e Click Halfday if your schedule has a halfday e Select the day on which you observe Halfday e Repeat the steps performed in section Session Schedule Session One Session Two Half Day Holiday Half Day Thy a
55. rminal ID g Company Name Company e Prove the name of the device e g First Floor e Provide the IP address of the device If the device you are entering is a GSM device then put SIM no in it e g 0501234567 e Keep the direction to Not Use e Status shows the status of the device Should be Active in order to pull the events by the system If you don t want to pull the events from a device then choose Status as In Active SMA TimeTracker User Manual V2 0 5 72 Page e if you are adding a GSM terminal then select Yes otherwise NO e Make Terminal ID 1 always e Select the company this device belongs to e Press Submit Once the devices are entered in the system you can modify and delete them Events or transactions can also be manually pulled from the devices e Click Gantner gt Device Management Modify e Click Start Process button in front of the device you want to pull the data 20 1 3 Template Report You can see which employees have their fingerprint template stored inside the system e Click Gantner gt Report gt Template Choose the searching criteria from the search screen and click search The below screen then will show list of employees separately which employees are with and without their templates saved in the database Personnel With Template Personnel No Department Name Flavio Baricuatro 5216 Housekeeping Deepu Pillai 5217 Finance Sameer Beppukkaran 5218 Insurance cl Lyn Jacinto 5219 Housekeepin
56. rsuneons 21 10 1 HOW to create Systemi POM CIOS xcs cc cmcwrescncotecacaicsexetenceteacacuepsacaceeunsenvevanveandateeauscateeiecansereans 21 10 2 HOW to modify System POLICIES ceccccccssseccceesececceeececceeescceceesececeuneceeeeeceesenseeessuaesecseneeess 21 10 3 How to delete System Policies ccccccccccsssecccessececcesecccceeescceeeeseceseuseceeseceeseuecessesesessugeeees 22 10 4 HOW to assign System Policies iccicecodtncecsarsnncssuisndnvberscndesesnudandsendawseareaternsecententeondaveccasetmeeecs 22 TD LOCAUON cucinara E 22 11 1 POWO Che ate OCON rea E 23 11 2 HOW LO modiy IOCATIONS aerae N A EE EEE 23 11 3 HOW to delete lOCations cccccccsssssssseecccccenaeesseecccccecessaeeseeeececeessuaussccecesssueuaseeeseeeesaagagggsses 23 11 4 HOw to assien locationis gece oacctcncosnsannaseaaenseusenstcancntnesswaitenveussnetonnenceutanacesswesansoannaseareennceass 24 D2 Per onne len E E E E E sess ouaene 24 12 1 Howtoenternew GINDIOY GCS sarersirrsrrrorrriin onsin NEEE Errar 24 12 2 How to modify EMPIOVEES ccccccssscccccesscceceesececsesececeeeeecceeeuececeuaececseeceeeeeecessuaecetsugeceteneges 26 123 H wtodelete BDI OY CS erorcera R 27 12 4 How to enter employees from Excel Sheet eossssssssesesrrrssrrrrresrrresrreresrrrrssreresereesrereserereseerese 28 12 5 How to create Group of employees siccssssssassscncenessasnendsunideweadacevesasuraesiannvesetadeceressaeserniiesiawnseees 29 13 Personnel PONC
57. sed In the Schedule gt Schedule New New you can create a schedule up to 2 sessions e g if you are working in a single or 2 shifts with a lunch break e Click on Session 1 SMA TimeTracker User Manual V2 0 5 39 Page Schedule Session One Session Two Half Day Holiday F Session Type Key Is Night Shift E Is Optional F Lunch Break 00 00 Ea rly OT oo 00 Time In ag ag Late Sta rts oo 00 Time Out 59 99 Over Time Starts 9 00 Min Hours Acceptance Time In non To e Select Session Type which defines the mode of the session o Choose Time when acceptance period will be used to Pick first IN amp last OUT o Choose Key When on a biometric device a function key will be used to specify which punch is IN and which punch is OUT o Choose Free this session can be created when from 00 00 to 23 59 a person can be allowed to work any time for X no of hours In this session there won t be any IN amp OUT timings just the no of hours will be defined o Choose Time Key which is a combination of Time amp Key this session can be used when you are using function key yet would want to have an acceptance period This session can be helpful to tackle complex night shifts when there is a date change e Select Is Night Shift if you are creating night shift e Select Is Optional when you are creating an optional session along with normal session It can be applicable where people come to work in the night after their no
58. ser gt the name of the user e Date From gt will remain as Daily until more options are added e Date To gt will remain as Daily until more options are added Once the Email service is created it can be modified and the users can be added Report Email e Click Add Users you will see below screen where the allowed users and not allowed users will be shown SMA TimeTracker User Manual V2 0 5 66 Page Select the users and press allowed to allow them to receive reports in email or press not allowed to take the user out from the email recipients list Report Email User Name Full Name E admin Administrator Select Unselect All Not Allowed User Name Full Name E aali Adeel Alvi E smando Shams Mando Select Unselect All Allowed Click Add Personnel you will see below screen where the employees can be included or excluded from the email service Select the employees and press add to make them appear in the email report or press remove to take them out from the email report This way you can filter employees from the email report SMA TimeTracker Report Email Name English Job Title English E 5022 Firoz Hafiz Gen Store Helper F 5031 Dionisio Marcelo Record Att Select Unselect All Remove Name English Job Title English 15200 Renen Vizconde Cleaner Select Unselect All Add User Manual V2 0 5 67 Page 19 Intranet 19 1 How to view and approve disapprove reques
59. service active immediately you can stop it temporarily by selecting No in Active Specify the Interval after which the Email service will run Enter the SMTP Server address or your outgoing mail server address Enter the email account you have created for sending out emails in user name It is the email address through which the system will send the email to other recipients Enter the password of that email address in the password field If you are not using the default port of 5050 while accessing TimeTracker software then mention the whole link in Service URL E g if you are using port 7070 then type http dellserver 7070 TimeTrackerST war Email Service Configuration Click Reports gt Email gt New You will see the screen below The description of fields is as follows SMA TimeTracker User Manual V2 0 5 65 Page Service Name Daily Report Service Notification Day DAILY w Notification Time 10 00 Report REPORT_DAILY X Template Default Template v Filter Personnel yes v User admin v Date From DAILY v Date TO DAILY w e Provide Service Name which will be the name of the Email service e Notification Day gt it will remain as Daily until more options are added e Notification Time gt the time you want to have this report in your email E g 10 00 e Report gt Type of report you want to receive in your email e Template gt The type of template it should send to the email e Filter Personnel gt e U
60. ted in this section Click on main Menu it will show side menu choose the respective option you want to use 9 1 How to create Organization s Department s e Click on Organization gt Organization New the following screen will appear SMA TimeTracker User Manual V2 0 5 18 Page Name English Name Arabic n Farent ID o Client Code p System Policy Select ka Location Select Company Name Company e Provide the organization name in English and in Arabic e Specify the parent department by clicking on the Parent ID textbox e fyou have an internal code for this particular department then type it in the Client Code e Choose System Policy Please see section System Policy for more details on System Policies e Choose Location this department is located Please see section Location to know how to create and assign locations e Choose the name of the company business unit this department belongs to Please see section Company for more details 9 2 How to modify Organization s Department s e Click on Organization gt Organization gt Modify the following screen will appear SMA TimeTracker User Manual V2 0 5 19 Page E a Company b Dubai Office 0 17 0 Admin 0 Warehouse 0 Management 0 Security 0 Finance 0 Front Office 0 Human Resource 0 Housekeeping 0 Insurance 0 Data Room 0 Marketing 0 Service 0 F CEECEE LELLLELELL e Select the department s
61. the medium you wish to print Export to Excel is shown below SMA TimeTracker User Manual V2 0 5 63 Page File Download e l AEOS bio Va A Do you t to this file Circular Gantner Aeos Bioscrypt Suprema Report Logout Es Name detailReport_1 xls l al Type Microsoft Office Excel 97 2003 Worksheet 125KB From 127 0 0 1 Detail Report V Always ask before ing this of file Schedule ays opening this type From 01 Dec 08 To 31 Dec 08 Name Jebahar Singh A While files from the Intemet can be useful some files can potentially P No 5029 Q ham your computer f you do not trust the source do not open or Department Service save this file What s the risk Date In Out Late Missed Over Early Hours Remarks 01 Dec 08 05 47 18 51 13 00 Present 02 Dec 08 06 23 21 25 13 00 Present 03 Dec 08 05 27 18 53 13 00 Present i 04 Dec 08 05 30 18 56 13 00 Present Ss Print to Excel 05 Dec 08 Absent 06 Dec 08 06 25 18 54 12 28 Present 07 Dec 08 06 25 14 53 08 27 Present H Print to PDF 08 Dec 08 06 24 14 55 08 30 Present 09 Dec 08 Absent 10 Dec 08 05 26 18 54 13 00 Present Email ee Total 94 25 e Similarly you can click on print on PDF to print the report in PDF format as shown below eo 4 6 a BMh YW wa Intranet Preferences Admin Organization Personnel Schedule Circular Gantner Aeos Bioscrypt Suprema Report Logout Y sma U a 8O a 9279 5 iei Gy Fina z Detail Report From 01 Dec 0
62. to FREE SHIFJ FREE SHIFJ FREE SHIF Strght 3 to FREE SHIF FREE SHIFY 5 9 11 22 23 24 25 26 27 28 FREE SHIFJ Split 10 2 tg FREE SHIF Strght 11 tg FREE SHIFY FREE SHIFJ 6 10 Tam N Tam N a4 Amesh Jebaraj 0 iC t spilt 9 1 to Split 8 12 to 9 split 10 2 to 6 10 Stght 2 to 10 light 10 to 8 e Just drag and drop a schedule on a particular date on which you want the selected employee to Strght 11 tq follow this schedule The screen will refresh after every drop and the schedule will be automatically assigned 17 4 2 Creating Monthly roster for a group of employees The difference between Assign Month and Assign Month Group is that you can assign the schedule to a group of employees at once if they are working in the same batch e Click Schedule gt Assign gt Assign Month Group e From the search screen select the employee s you want to put in a Roster e You will then see the screen below On the left side you will see list of DAY schedule and list of employees selected e Select the schedule and employee s and mark the date in the calendar by checking the box in those dates You will see the abbreviation appearing in that particular day SMA TimeTracker User Manual V2 0 5 45 Page November 2008 Sun Mon Tue Wed Thu Fri Schedule Name Abbreviation 8 to 20 8 20 Personnel No Ahmar 0001 Shab oo02 Muzamil 1 lt gt e Upon completion press Submit 17 4
63. ts raised by the employees Once employee has entered a request in the system his her manager can see this request whenever he logs in to the system In the picture shown below he will see the no of new requests e Click Intranet Intranet Welcome Admin New Request s 5 bdl view Request ie Approved X Disapproved he Personnel Overtime e Click Intranet gt View Request In view request a manager can see what are the new requests have been made by its employees and the description of leave and punch changes View Request s Description Date Date From Date To Type Personnel Personnel Name E Request for Vacation Vacation 12 04 2009 06 04 2009 13 04 2009 Vacation 268 John Anderson e Select the request e Click Disapprove if you want to disapprove the request e Click Approve if you want to approve the request He can then click Approve to approve it or Disapprove to disapprove it If the manager does not have the rights to approve the requests he can then only forward it to the higher authority that has the right to approve it such as HR and hence will see the screen below by clicking Intranet gt View Request SMA TimeTracker User Manual V2 0 5 68 Page Description Date Date From Date To Type Personnel Personnel Name F Request for Vacation Vacation 12 04 2009 06 04 2009 13 04 2009 Vacation 268 John Anderson EN use select e Select the user whom you want to send the request to finally approve it
64. u are creating such as EID National Day etc in both language Arabic and English If you are using the system in English only then enter the same Name in both field 3 2 How to modify Holidays e Click Admin Holiday gt Modify the following screen will appear Holiday National Day 02 12 2008 02 12 2008 e Click on the Name of Holiday you wish to modify e Do the required changes e Click Submit SMA TimeTracker User Manual V2 0 5 8 Page 3 3 How to delete Holidays e Click Admin Holiday Delete the following screen will appear Holiday From L National Day 02 12 2008 02 12 2008 Select Unselect All e Select the Holiday by clicking on the check box which you like to delete then press Delete button 3 4 How to assign Holidays e Click Organization Organization Holidays New the following screen will appear Holiday Select Select i a ra eh Company Pal preo ae a eT G Dubai Office 0 eal OA o0 OF Admin 0 0A warehouse 0 OIA Management 0 L Security 0 L_ Finance 0 IF Front Office 0 L_ a Human Resource 0 L E Housekeeping 0 OIA insurance 0 L jim Data Room 0 ja Marketing 0 C a Service 0 Submit _ e Select the Holiday by clicking on the check box which would like to assign e Select the departments you want to assign this holiday e Press Submit 4 Remarks 4 1 How to create Remarks e Click on Admin gt Remarks gt New SMA TimeTr
65. u have stored the Excel file containing information about employees and their roster e Mention the First Row which is the row number from where you want to start importing the schedules e Mention the Last Row which is the row number from where you want to stop importing the schedules e Mention the Sheet number of Excel file e Mention the Start Date which will be the date it should start assigning the schedules e Mention the End Date which will be the date it should stop assigning the schedules e Press Submit 17 5 How to view who has what schedule You can take out a schedule report to know which person has which schedule or which schedule is followed by which employee s There are two ways of taking out a schedule report i e By schedule and By Personnel 17 5 1 Schedule Report by Schedule e Click Report gt Schedule Report By Schedule SMA TimeTracker User Manual V2 0 5 49 Page e Choose the schedule you want to see followed by employees selection e Click Submit and you will see the report as shown below Schedule Report P No Straight 9 to 7 Name Title Shabbir Nadir Director Finance Siraj Master Finance Mansger Remy Ferinas Ins Front Off Asst Mustanseer Shakir Asst Manager Finance Murtaza Abdesli Asst Finance Manager Hussin Abbas Jsorawals Accountant Anita M Jadhav Asst Manager Finance Muffadal Ismail Darbar Accountant Yusuf HunedCashier Ahmedabsdwala Murtaza Z Ali IT Husein Abbas Accountant Zski Sohs

Time Tracker™ User Manual V 2.0.5

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Time Tracker&trade; User Manual V 2.0.5

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Time Tracker™ User Manual V 2.0.5