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1. 8 9 Rhianna Rhianna Myles Out 05 08 2011 18 01 59 Out L USB Stick 8 Nikki Nikki Lauda out L User filter Select the user you want from the drop down menu 1 Safescan Time Atte EHDE t o e goo Y Clock Day Period Report Department User Work Schedule Common Device Work Code Help About Status Overview Maintenance Settings Info Presence E Present Filter Filter User Department Filter m be Y 8 Se All 6 users User Name First Name Last Name 8 1 Jason Jason Miller In Out Device Name 8 1 Jason Jason Miller 3 Sofia Sofia Dexter In L USB E 8 21 Nadine Nadine Mayer 8 9 d sem Pyes L 15 Nikki Nikki Lauda 8 9 Rhianna Rhianna Myles 17 Eliott Eliott Barnes 59 Out L USB Stick 8 15 Nikki Nikki Loge 21 Nadine Nadine Mayer 8 17 Eliott Eliott Barnes L 8 3 Sofia Sofia Dexter in 29 08 2011 09 00 00 In GC uss stick 5 1 2 Sorting Sorting via the menu bar You can use the menu bar to sort data at any time by double clicking the field you want Repeat this to reverse the order A Z or Z A Safescan Time Attendance 4 0 E S 41 2 e 3 Bt e d Clock Period Report Department User Work Schedule Common Device Work Code Help About Status ae Maintenance Settings Info Presence Present Filter Filter User Department Filter User Filter User Name First Name Last Name Present Last Event In Device Name 8 1 Jason Jason M
2. 7 2 8 Exporting summaries in the CSV file format t You can export summaries via as CSV Files then process them further for example using Excel or another program The CSV file format describes the structure of a text file for storage or for the easy exchange of structured data or lists Select the summary that you want to export Click on the CSV Export symbol Name the export file and select the directory that you have created for CSV exports Click on Save Click on OK The data is then exported to the selected directory You can then process the summary with any program that is capable of using CSV data such as Excel 7 3 Duty roster weekly work schedule Create service weekly work schedules for your employees The duty rosters weekly work schedules may be assigned individually for each user or for an entire group department The duty rosters weekly work schedules are processed with the monthly report and serve as the basis for the calculation of working hours overtime 7 3 1 Creating a duty roster Click on and complete the name and the description then confirm with OK Fields highlighted in red are required fields 26 ENGLISH NEDERLANDS DEUTSCH FRANCAIS ESPANOL ITALIANO PORTUGUES Add Schedule From the Weekdays drop down menu select the day of the week you want you can highlight as many days as necessary A 9 Name Description TTT Then select In unde
3. At the next synchronisation with the time attendance terminal the user will be able to log into the device using the user ID and the new password 7 2 3 Creating users on the time attendance terminal Note Selected user IDs cannot be changed later Before you register a user on the time attendance terminal synchronise the software with the time attendance terminal to ensure that the data are identical in both Follow your time attendance terminal instructions for registering new users Synchronise the software with the time recording terminal again Complete the user information and synchronise the completed information with the time attendance terminal 7 2 4 Editing users User data can be adapted at any time Double click on the user for which you want to make changes The editing field opens Complete or change the user information and save it with J Image Fingerprint RFID No Absent 94592763 Int Email Int Phone Work Schedule Change Password Change Delete Synchronise the software with the time attendance terminal after each change you make to one or more users so that the data is identical in both 7 2 5 Deleting users To delete a user highlight the user in the list and click on A Or Double click on the user and put the user in Inactive or Delete in status In Inactive the user ID will not be deleted and the user s data will no longer b
4. BR 7 ei o Clock Day Period Report Department User Work Schedule Common Device Work Code Help About Status Overview Maintenance Settings Info Presence E Present Filter Filter User Department Filter S be Y al S Be All 6 users ID User Name First Name Last Name 1 Jason Jason Miller In Out Device Name 8 1 Jason Jason Miller 3 Sofia Sofia Dexter In L USB E z gt 9 Rhianna Rhianna Myles 8 21 Nadine Nadine Mayer 15 Nikki faa bett L 8 9 Rhianna Rhianna Myles 17 Eliott Eliott Barnes 59 Out L USB Stick 8 15 Nikki Nikki t id 21 Nadine Nadine Mayer L 8 17 Eliott Eliott Barnes L 8 3 Sofia Sofia Dexter in 29 08 2011 09 00 00 In D uss stick 16 ENGLISH NEDERLANDS DEUTSCH FRANCAIS ESPANOL ITALIANO PORTUGUES 6 2 3 Sorting Sorting via the menu bar You can use the menu bar to sort data at any time by double clicking the field you want Repeat this and the order is reversed A Z or Z A SR Safescan Time Attendance 4 0 i ge zB eg amp Clock Period Report Department User Work Schedule Common Device Work Code Help About Status SEN Maintenance Settings Info Presence EN Present Filter Filter User Department Filter User Filter Y GAI 7 G Al 18 users z Se ID User Name First Name Last Name Present Last Event In Out Device Name 8 1 Jason Jason Miller In 29 08 2011 10 00 00 In L USB E 8 6 Matthew Matthew Edwards Out 18
5. Common Device rk Code Help About Status Maintenance Settings Info Presence E Present Filter Filter User l i i Y ea Al 18 users z Se ID User Name First Name Present Last Event In Out Device Name 8 1 Jason Jason In 29 08 2011 10 00 00 In L USBEA 8 6 Matthew Matthew Out 18 08 2011 17 46 54 Out L USB Stick 8 21 Nadine Nadine IS Sate Out 8 7 Saysha Saysha In 19 08 2011 08 57 16 In L USB Stick 8 4 Jess W Jess Watson In 19 08 2011 09 05 31 In L USB Stick 8 2 Jess E Jesse Evans In 25 07 2011 11 20 01 In L USB E 8 10 Leanne Leanne McNeil In 09 12 2010 10 01 03 In L USB Stick 8 19 Rebekah Rebekah Green Out L 8 16 Chloe Chloe Douglas Out L 8 9 Rhianna Rhianna Myles Out 05 08 2011 18 01 59 Out L USB Stick 8 Nikki Nikki Lauda out L User filter Select the user you want from the drop down menu 171 Safescan Time Time Atter E Clock Day Period Report Department User Work Schedule Common Device Work Code Help About Status Overview Maintenance Settings Info Presence Present Filter Y Cs RE Filter User i User Filter ID User Name First Name Last Name 8 a Goen Miller f In Out Device Name 8 1 Jason Jason Miller 8 3 Sofia Sofia Dexter In L USB E 8 21 Nadine Nadine Mayer Seen pisa 8 9 Rhianna Rhianna Myles 8 vs Eliott Eliott Barnes Out L USB Stick 8 15 Nikki Nikki 21 Nadine Nadine Mayer L 8 17 Eliott El
6. USB E 8 4 Jess W Jess Watson in 19 08 2011 09 05 31 In GD uss stick 8 2 Jess E Jesse Evans in 25 07 2011 11 20 01 In BD uset Department filter Select the department you want from the drop down menu In the summary as well as in the user filter all employees of that department are displayed You can limit the results by using the user filter 171 Safescan Time A en ys ot E roO SJ Clock Day Period Report Department User Work Schedule Common Device rk Code Help About Status Overview Maintenance Settings Info Presence E Present Filter Filter User Department Filter er Filter Y Ai Tr ID User Name First Name ER CS l Present Last Event In Out Device Name 8 1 Jason Jason Qq Finance In 29 08 2011 10 00 00 In L USB E Be Matthew Matthew la aii out 18 08 2011 17 46 54 Out L USB Stick 8 21 Nadine Nadine Ki Sales Out L 87 Saysha Saysha omg all 19 08 2011 08 57 16 In L USB Stick 8 4 Jess W Jess Watson In 19 08 2011 09 05 31 In L USB Stick 8 2 Jess E Jesse Evans In 25 07 2011 11 20 01 In L USB E 8 10 Leanne Leanne McNeil In 09 12 2010 10 01 03 In L USB Stick 8 19 Rebekah Rebekah Green Out L 8 16 Chloe Chloe Douglas Out L 8 9 Rhianna Rhianna Myles Out 05 08 2011 18 01 59 Out L USB Stick LE Nikki Nikki Lauda out L User filter Select the user you want from the drop down menu F Pm e e E a Aa B d
7. mm E E VW S D BR e SF BR GC ei oO Presence Clock Report Department User Work Schedule Common Device Work Code Help About Status Overview Maintenance Settings Info Report E Report Range Report From Report To Filter User Department Filter User Filter FE select 12 09 2011 Gr 30 09 2011 Gy RW Q all 3 Sofia Sofia Dexter x E aile User ID User Name First Name Last Name Department Work Schedule Duration Saldo 12 09 2011 13 09 2011 14 09 2011 15 09 2011 16 09 2011 17 09 2011 18 09 2011 19 09 2011 20 09 2011 21 09 2011 22 09 2011 23 09 2011 24 09 2011 2 3 Sofia Sofia Dexter CS 96 00 112 30 16 30 08 00 08 00 08 00 08 00 08 00 08 00 08 00 08 00 6 3 1 Creating a summary In Period you can select the pre defined periods or use the date picker to select your own date range E gt atescan lime Attendance AU www o e mag BZ gg b ea E Clock Report Department User Work Schedule Common Device Work Code Help About Status Maintenance Settings Info Report From Report To Filter User Department Filter User Filter 12 09 2011 Gr 30 09 2011 Gy RW ER All 23 users x 4 LB Soe First Name Last Name Department Work Schedule Duration Saldo 12 09 2011 13 09 2011 14 09 2011 15 09 2011 16 09 2011 17 09 2011 18 09 2011 19 09 2011 20 09 2011 21 09 2011 22 09 2011 23 09 2011 24 09 2011 2 Jason Miller cs 120 00 60 10 59 01 24 06 59 08 02 Jesse Evans Finance 120 00 Sofi
8. mmm Please read the following License Agreen ecw beoe kana mih he aaa End User Licensing Agreement Safescan Time Attendance Software For exclusive use with Safescan Time Attendance products This is a Licensing Agreement between you the end user of software and SAFESCAN a limited company from The Netherlands hereinafter SAFESCAN Flease read this document carefully In case you do not agree with the said terms land conditions immediately stop using this software and retum all parts that were jincluded in the product package and destroy all copies of the said version of the software and or uninstall it accept the agreement 9 do not accept the agreement ENGLISH NEDERLANDS DEUTSCH FRANCAIS ESPANOL ITALIANO PORTUGUES 4 Specify the destination directory c Program Files Safescan TA4 will be suggested to you as the default path for a different storage path select Browse and search for the path you want We recommend you use the default path if Setup Safescan Time Attendant gg Select Destination Location Where should Satescan Time Attendant be installed A Setup will install Safescan Time Attendant into the following folder To continue click Next If you would like to select a different folder click Browse Program Files Safescan TAJ At least 8 1 MB of free disk space is required 5 Press Next to continue The program will now be installed if Se
9. time attendance terminal with the software To do this select ga all users that have been stored on the time attendance terminal are displayed in the summary In this case you should synchronise Device to database and use Run to confirm Then edit the user data in User as described in chapter 7 2 4 If the users have been entered into the software please synchronise Database to device 8 i Synchronize device i t Database gt a Reload 43 Device2Database A eaten USERID FINGER KIND RESOLUTION DIFFERENCE Different PrivilegeDifferent Different PasswordDifferent PrivilegeDifferent Device Only Different UsernameDifferent Device Only Device gt DB Device Only Device Only Device Only Different UsernameDifferent Device Only Device Only Different UsernameDifferent Device Only If users have been entered into both the time attendance terminal and the software you should check during synchronisation the location in which the data is more up to date and synchronise in the direction you want see also chapter 8 2 2 If you do not want to synchronise all the data or if the data does not all have the same direction you can select any user ID individually and define the direction or ignore it so that it will not be synchronised To do this click on the field next to Resolution to get drop down list empty none Synchronisation DB Device database device Device DB device databas
10. 11 Albert Albert Hoever Q PD 8323261 User Active z 13 David David Kren Q cs 9293779 User Active z 20 Lola Lola de Vree Q cs 901089 User Active e 27 Nicole Nicole Tieger Q Finance 1051363 User A Active The user data contains all personal information that is required for time attendance data processing and analysis The user s name personnel number and user number as well as the working hours model assignment are listed in this dialog screen The dialog screen is divided into two sections which you can access by clicking on the appropriate tab System data Personal data The data can be changed at any time After an employee leaves you can delete the data or make it inactive 7 2 1 Creating users in the software Note Selected user IDs cannot be changed later Before you register a new user in the software synchronise the software with the time attendance terminal to ensure that the data are identical in both When you click on ap the next free user ID and department group are suggested You can choose to accept the data or change it The user ID must be between 1 and 65534 Fields highlighted in red are required fields User ID HR Sales 23 ENGLISH NEDERLANDS DEUTSCH FRANCAIS ESPANOL ITALIANO PORTUGUES Use OK to save your entry e You can complete the user information determine the privilege user admin etc set the status to active and provided your time attendance termina
11. 171 Safescan Time A tenc i Clock Day E Status Overview Presence Present Filter Filter User Department Filter a B Department User Maintenance Y al 8 ew 8 Al 18 users Work Schedule Device Settings Work Code Help About Info ID User Name a First Name Last Name Present Last Event In Out Device Name 8 1 Jason Jason Miller In 29 08 2011 10 00 00 In L USB E 8 6 Matthew Matthew Edwards Out 18 08 2011 17 46 54 Out L USB Stick 8 21 Nadine Nadine Mayer Out L 8 7 Saysha Saysha Rames In 19 08 2011 08 57 16 In L USB Stick 8 Jess W Jess Watson In 19 08 2011 09 05 31 In L USB Stick 8 2 Jess E Jesse Evans In 25 07 2011 11 20 01 In L USB E 8 10 Leanne Leanne McNeil In 09 12 2010 10 01 03 In L USB Stick 8 19 Rebekah Rebekah Green Out L 8 16 Chloe Chloe Douglas Out L 8 9 Rhianna Rhianna Myles Out 05 08 2011 18 01 59 Out L USB Stick 8 Nikki Nikki Lauda out L 8 5 Nino Nino Angelo In 19 08 2011 08 16 32 In L USB Stick 8 20 Richard Richard Anderson Out 16 08 2011 17 02 28 Out L USB Stick 8 24 Claire Clair Smith Out L 8 uv Eliott Eliott Barnes out La 8 25 Lloyd Lloyd Webber Out L 1s Emily Emily Booth out L 8 3 Sofia Sofia Dexter In 29 08 2011 09 00 00 In L USB Stick Filters 5 1 1 free filter department filter or user drop down Present filter Select the setting you want from the drop down me
12. 57 16 In L USB Stick 8 4 Jess W Jess Watson In 19 08 2011 09 05 31 In L USB Stick 8 2 Jess E Jesse Evans In 25 07 2011 11 20 01 In L USB E 8 10 Leanne Leanne McNeil In 09 12 2010 10 01 03 In L USB Stick 8 19 Rebekah Rebekah Green Out L 8 16 Chloe Chloe Douglas Out L 8 9 Rhianna Rhianna Myles Out 05 08 2011 18 01 59 Out L USB Stick 8 1 Nikki Nikki Lauda out User filter Select the user you want from the drop down menu S Safescan Time Atten Grenager KE S Clock Day Period Report Department User Work Schedule Common Device Work Code Help About Status Overview Maintenance Settings Info Presence CA Present Filter Filter User Department Filter User Filter be KOCHER Se All 6 users ID User Name First Name Last Name 8 1 Jason Jason Miller In Out Device Name 81 Jason Jason Miller 3 Sofia Sofia Dexter In B uset 8 21 Nadine Nadine Mayer 8 a at mes L 15 Nikki Nikki Lauda 8 9 Rhianna Rhianna Myles 17 Eliott Eliott Barnes Out La USB Stick 8 1 Nikki Nikki Lauda 21 Nadine Nadine Mayer L 8 17 Eliott Eliott Barnes L 8 3 Sofia Sofia Dexter in 29 08 2011 09 00 00 In GD uss stick 14 ENGLISH NEDERLANDS DEUTSCH FRANCAIS ESPANOL ITALIANO PORTUGUES 6 1 5 Sorting Sorting via the menu bar You can use the menu bar to sort data at any time by double clicking the field you want Repeat this to reverse the order A Z o
13. 8 1 General 8 1 1 Set language Select the language you want Use vi to save this change For the changes to take effect close the software then restart it 71 Safescan Time Attendance 4 0 Status Overview Maintenance Info Region A Language End of working day English KI J Nederlands Deutsch 3 Francaise Espa ol t Portugu s j E Se Italiano Polski Note After the language has been changed the software must be restarted 8 1 2 Setting the time of the end of the day End of day Use End of day to define the calculational end of the day The time of the end of the day is set to 00 00 as standard i e the working day starts at 00 01 and ends at midnight When working at your company over midnight set the time of the end of the day to a time when no employees are working e g 03 00 For the software the day then starts and ends at 03 00 each day Log Clock Day Period Report Department User Status Overview Maintenance Settings Info Region A Language End of working day Engish d Dv The first booking after the end of the day will be valued as the first booking of the following day For a normal change of day 00 00 the default remains set at 0 00 Values that are less than 00 00 will lead to the incorrect assignment of bookings The end of the day is simultaneously counted as the start of the day for the next day s schedule 8 1 3 Database conne
14. Report Range Report From Report To Filter User Department Filter User Filter Fa Select x 01 01 2010 D 3112 2010 Gy RW ER 7 8 All 18 users 7 t AD od U User Na FirstName Last Name Departm When Device In Out Verify Mo Wor Remark User update Changed 1 Jason Jason Miller cs 02 11 2010 13 54 57 USB Stick In RFID iS 1 Jason Jason Miller cs 02 11 2010 13 55 03 USB Stick Fingerprint d Jason Jason Miller cs 02 11 2010 14 03 28 USB Stick RFID KS 1 Jason Jason Miller cs 02 11 2010 18 02 04 USB Stick Fingerprint 1 Jason Jason Miller cs 03 11 2010 08 50 17 USB Stick In RFID 1 Jason Jason Miller cs 03 11 2010 18 27 31 USB Stick Out Fingerprint 1 Jason Jason Miller cs 04 11 2010 09 06 36 USB Stick In Fingerprint 1 Jason Jason Miller cs 04 11 2010 09 06 45 USB Stick Fingerprint 1 Jason Jason Miller cs 04 11 2010 18 21 27 USB Stick Fingerprint 1 Jason Jason Miller cs 05 11 2010 09 06 00 USB Stick In Fingerprint 1 Jason Jason Miller cs 08 11 2010 08 59 17 USB Stick In RFID USB Stick Fingerprint USB Stick RFID USB Stick Fingerprint USB Stick Ir RFID Note It is not possible to delete time bookings 12 ENGLISH NEDERLANDS DEUTSCH FRANCAIS ESPANOL ITALIANO PORTUGUES 6 1 1 Adding bookings Missing bookings can be added later Click on P Add Select the user you want Add clock time When Time InQut Device Workcode Enter the booking time in the time entry field The value must be entered
15. select Device database If the data in the software is more up to date select Database device You can see in the summary of each user ID whether the user exists in the device only or in software only or whether there is a difference between the software and the device You can see which information is different in the difference description Now select the synchronisation direction If you do not want to synchronise all the data or if the data does not all have the same direction you can select any user ID individually and define the direction or ignore it so that it will not be synchronised To do this click in the field next to Resolution You will then see a drop down list empty no synchronisation DB Device database device Device DB Device database i Synchronize device e gt Rescan Reload Ai Device2Database Zeen s USERID FINGER KIND RESOLUTION DIFFERENCE Different PrivilegeDifferent Different PasswordDifferent PrivilegeDifferent Device Only M Different DB gt Device UsernameDifferent Device gt DB Device Only Device Only Device Only Device Only Different UsernameDifferent Device Only Device Only Different UsernameDifferent Device Only Example of differences A user with an ID has been created without a name on the device If you synchronise data you will see the following message Device only Synchronise this data device DB and edit the user ID in Use
16. using CSV data such as Excel 6 2 Day All booking times from the current day that have been transferred to the software from your time attendance terminal directly via TCP IP or USB stick are displayed AA important information about active users is also displayed The summary shows the first and last booking the daily balance break absences and the dedicated work schedule which you can turn on or off by using the k You can adjust the date at any time Dates are displayed chronologi cally and can be filtered and or sorted to suit the user s needs 2 Safescan Time Attendance 4 0 e Si S D O Presence Log Clock Period Report Department User Work Schedule Common Device Work Code Help About Status Overview Maintenance Settings Info Report EA Report Range Report From Report To Filter User Department Filter User Filter gt A Select 08 2011 B All X 3 Sofia Sofia Dexter k Gi 02 8 E 8 D Ca e U User Na Yesterday ame Departm Date In Out Durati D Durati Remarks This week 2 Last week 08 48 17 24 836 il 8 36 3 Sofia This month r cs Dienstag 2 08 48 17 24 8 36 8 36 Last month Thine uase 6 2 1 Creating a summary In Period select the pre defined periods or use the date picker to select your own date range Si Safescan Time A pi RS CC e o Presence Log Clock Period 2 Department User Work Schedule Common Device Work Code
17. 08 2011 17 46 54 Out L USB Stick S 21 Nadine Nadine Mayer Out L 8 7 Saysha Saysha Rames In 19 08 2011 08 57 16 In L USB Stick 8 4 Jess W Jess Watson Ce In 19 08 2011 09 05 31 In L USB Stick 8 2 Jess E Jesse Evans Ce In 25 07 2011 11 20 01 In L USB E S 10 Leanne Leanne McNeil In 09 12 2010 10 01 03 In L USB Stick 8 19 Rebekah Rebekah Green Out L z mm 6 2 4 Exporting summaries in CSV file format You can export summaries via as CSV Files then process them further for example using Excel or another program The CSV file format describes the structure of a text file for storage or for the easy exchange of structured data or lists Select the summary that you want to export Click on the CSV Export symbol Name the export file and select the directory that you have created for CSV exports Click on Save J Click on OK The data is then exported to the selected directory You can then process the summary with any program that is capable of using CSV data such as Excel 6 3 Period All booking times of the active users are displayed in the period summary in compact form in the selected period The summary gives you the total for the entire period the hours according to the roster and the corresponding overtime balance as well as each daily balance The data is displayed in user number order and can be filtered and or sorted to suit the users needs ES Safescan Time Attendance A0 fe ba
18. Filter VE SE Sat 8 Alas users J Se ID User Name First Name Last Name Present Last Event In Out Device Name 8 1 Jason Jason Miller In 29 08 2011 10 00 00 In F USB E 8 6 Matthew Matthew Edwards Out 18 08 2011 17 46 54 Out L USB Stick 8 21 Nadine Nadine Mayer Out L 8 F Saysha Saysha Rames In 19 08 2011 08 57 16 In L USB Stick 8 4 Jess W Jess Watson In 19 08 2011 09 05 31 In L USB Stick 8 2 Jess E Jesse Evans In 25 07 2011 11 20 01 In L USB E 8 10 Leanne Leanne McNeil In 09 12 2010 10 01 03 In L USB Stick 8 19 Rebekah Rebekah Green Out a ll 5 2 3 Printing You can now print the system log summary 6 0 OVERVIEW 6 1 Adjusting and or changing booking times In Booking times you will find all booking times entered into the time attendance terminal that have been transferred to the software directly via TCP IP or USB stick Incorrect bookings or missed bookings are stored in the orange summary see figure below Please check whether the sequence applies in out or in break back out etc Add any forgotten bookings as described in chapter 6 1 1 Change incorrect bookings to the correct status such as ignore as described in chapter 6 1 2 E Safescan Time Atten Bi O te 108 om a ON ZS Presence Log Period Report Department User Work Schedule Common Device Work Code Help About Status Overview Maintenance Settings Info Report E
19. Help About Status Overview Maintenance Settings Info Report A Report To Filter User Department Filter User Filter es E 31 08 2011 E v B Ai 18 users ie ae ame Last Name Departm Date In Out Durati D Durati Remarks This week Last week 08 42 17 23 707 03 81 706 33 1 This month Miller cs Montag 1 A 09 15 13 55 4 40 4 40 Last month 2 2 This year Evans Finance Montag 1 A 3 eg Dexter cs Montag 1 A 09 00 17 30 8 30 8 30 V Day OFF from 20 5 2011 4 JesswW Jess Watson Sales Montag 1 A 5 Nino Nino Angelo HR Montag 1 A 08 05 17 05 9 00 9 00 6 Matthew Matthew Edwards Sales Montag 1 A 08 54 17 39 8 45 8 45 7 Saysha Saysha Rames Finance Montag 1 A 09 01 17 40 8 39 8 39 15 ENGLISH NEDERLANDS DEUTSCH FRANCAIS ESPANOL ITALIANO PORTUGUES Filters 6 2 2 free filter department filter or user drop down Free filter Enter the first few letters for the user you want into the free filter The summary will show you all users that have these same letters The more detail of the name you enter the more your filter result will be limited Eae t Sa ge Ba eo Clock Day Period Report Department User Work Schedule Common Device Work Code Help About Status Overview Maintenance Settings Info Presence t Present Filter Department Filter User Filter Y 8 Gau n e ID User Name a First Name Last Name Present Last Event In Out Device Name 8 1 Jason Jason Miller In 29 08 2011 10 00 00 In L
20. S Safescan Manual Safescan TA Software 4 0 R e Work Code Help 5 O Safescan Time Attendance 4 d 2 B Device Qa Depetmert 5 Pened Report Werk Schedule Commos E Settings Piar Cepartmert Fher User e v 4 Qa v ga 38 users See State ID Preil wD Ca First Name Last Name Deparment User User Mame r Qs 947 4835 active Neder BS Active User Evans a France 9573508 Deter 9459263 Active Sota 9474815 Active fess W Watson Aer Angeto A HR 9451463 Actwe User 8 Mudthew Nattivew Eck Af Q Sales 947 4876 Actwe User 8 7 Sumas Sasha Rames a Finance 9474869 Active User 8 gt Stearns Bim A Myles 4 cs 479811 Acte User 8 o leanne leanne Mele DA Marketing 9 436999 active User Bu Mu IT Lena A cs 9398394 Actrve User s i6 Noe Noe Douglas a Sales 9398575 Active User i Ebor Ehoe 4 if se c Barnes Ki cs obesses Adive TS 8 v Erdh Booth Q p Sales 9399659 8 19 Petria Rebekah gaer Ce Active User L D Sales 9399297 Pard Pichard Active User D Anderson Q Wa ronn Sa a d d E 7 User Zoe Postaicode Private Phone Mob e Ft RE password ee Add Image Erthday Ge z Delete Image 112 1 ENGLISH NEDERLANDS DEUTSCH FRAN AIS ESPA OL ITALIANO PORTUGU S ENGLISH NEDERLANDS DEUTSCH FRANCAIS ESPANOL ITALIANO PORTUGUES Contents 1 0 FOREWORD 2 0
21. SUMMARY OF THE USER MANUAL 2 1 Using the user manual 2 2 System requirements 2 3 Explanation of symbols 3 0 INSTALLATION 3 1 Program installation 3 2 Setting up the software 4 0 FIRST STEPS 5 0 STATUS 5 1 Presence real time summary 5 1 1 Filters free filter department filter or user drop down 5 1 2 Sorting 5 1 3 Printing 5 2 System log 5 2 1 Filters free filter department filter or user drop down 5 2 2 Sorting 5 2 3 Printing 6 0 OVERVIEW 6 1 Adjusting and or changing booking times 6 1 1 Adding bookings 6 1 2 Changing bookings 6 1 3 Deleting bookings 6 1 4 Filters free filter department filter or user drop down 6 1 5 Sorting 6 1 6 Exporting summaries in the CSV file format 6 2 Day 6 2 1 Creating a summary 6 2 2 Filters Free filter department filter or user drop down 6 2 3 Sorting 6 2 4 Exporting summaries in the CSV file format 6 3 Period 6 3 1 Creating a summary 6 3 2 Filters free filter department filter or user drop down 6 3 3 Sorting 6 3 4 Exporting summaries in the CSV file format 6 4 Reporting report 6 4 1 Monthly report 6 4 2 Weekly report 6 4 3 Period report 7 0 ADMINISTRATION 7 1 Department group 7 1 1 Creating a department group 7 1 2 Changing a department group 7 1 3 Deleting a department group ENGLISH NEDERLANDS DEUTSCH FRANCAIS ESPANOL ITALIANO PORTUGUES 7 2 Users 7 2 1 Creating users in the software 7 2 2 Password 7 2 3 Creating users on the time attenda
22. a Dexter cs 08 00 08 00 08 00 08 00 08 00 08 00 Jess Watson Sales E 23 29 09 14 08 00 08 40 07 57 08 43 00 30 02 52 Nino Angelo Magazin 1 23 08 30 08 52 08 17 08 09 06 04 00 00 17 ENGLISH NEDERLANDS DEUTSCH FRAN AIS ESPANOL ITALIANO PORTUGUES Filters 6 3 2 free filter department filter or user drop down Free filter Enter the first few letters for the user you want into the free filter The summary will show you all users that have these same letters The more detail of the name you enter the more your filter result will be limited Time Atten A C Clock L Period Report Department User Work Schedule Common Device Work Code Help About Status Overview Maintenance Settings Info Presence Present Filter Y a BU gt Department Filter User Filter Pa z B Al 3 users Call ID User Name a First Name Last Name Present Last Event In Out Device Name 8 1 Jason Jason Miller In 29 08 2011 10 00 00 In L USB E 4 Jess W Jess Watson in 19 08 2011 09 05 31 In D uss stick 8 2 Jess E Jesse Evans mn 25 07 2011 11 2001 In B usse Department filter Select the department you want from the drop down menu In the summary as well as in the user filter all employees of that department are displayed You can limit the results by using the user filter S a o Re eo Z Safescan Time Atter ES Clock Report Department User Work Schedule
23. ance terminal When you have stored the IP address on the time attendance terminal and the terminal is connected to your network Use E in Device to search for new devices and confirm with Yes AddFoundDevice NewDevices 192 168 606 200 32 ENGLISH NEDERLANDS DEUTSCH FRANCAIS ESPANOL ITALIANO PORTUGUES Or click on Ga and enter a name and the IP address manually click on This computer and enter the communication keys if you have saved them on the time attendance terminal fields highlighted in red are required fields IP address or device location 192 168 1 201 Fetching computer name Communication key If the terminal is connected the status in Active will change to ba Connection made You can connect several time attendance terminals with the software via your network If a terminal cannot be connected to the network you can add it manually as a USB drive Add Device IP address or device location pO Fetching computer name Communication key Once your time and attendance terminal is connected with the software booking times that have already been stamped are automatically transferred to the software The user data must be synchronised manually see chapter 8 2 2 33 ENGLISH NEDERLANDS DEUTSCH FRANCAIS ESPANOL ITALIANO PORTUGUES 8 2 2 Synchronising the user data If your time attendance terminal is connected to the software you must synchronise the user data from the
24. ction The software automatically uses the memory location that was selected during the software installation in which the database is stored The database connection field is empty and should only be filled in manually in exceptional cases max S a PaT rO Report Department User Work Schedule Device Work Code Help About Status Overview Maintenance Settings Info Region Language End of working day Engish d Dv Database lt p Database connection 3 tadata fdb wv If the software and the database have been stored in different locations this counts an exceptional case In any such exceptional cases please contact your IT department 29 ENGLISH NEDERLANDS DEUTSCH FRANCAIS ESPANOL ITALIANO PORTUGUES 8 1 4 Backup If the database is stored locally on your computer the software will perform an automatic backup at regular intervals Set the interval you want from the drop down menu Z Safescan Time Attendance rE E 3 E 2 3 i E a B ca 2 Ce o LE See Presence Log Clock Day i Report Department User Work Schedule Device Work Code Help About Status Overview Maintenance Settings Info Region Language End of working day Ern JE 9 y Database Hi Database connection B tadata fab Li Back up E a Back up to disk Restore from disk Si m Automatic backup file Automatic backup file No 8 2 Device time attendance t
25. e 8 2 3 Data transfer using a USB stick To transfer the booking from the time attendance terminal to the PC please follow the instructions below Transferring bookings to a USB memory a Time attendance terminal with an LCD display Connect the USB memory to the time attendance terminal USB port Log into the time attendance terminal Then press the Menu key Use the arrow keys to select USBDrive Mng USB drive manager and press OK J Use the arrow keys to select Download logs USB drive manager and press OK An indication that the data has been copied will then be displayed If Copy Data OK appears the data transfer to the USB memory is complete The file saved with the bookings is called 1_attlog dat Repeat the process if you also want to load the data onto the USB stick by selecting User dat download user data and press OK An indication that the data has been copied will then be displayed If Copy Data OK appears the data transfer to the USB stick is complete The file saved with the user data is called 1_User dat or User dat Remove the USB stick Note If there are variations in the time attendance terminal user interface please read this section in the user manual that was delivered with your time attendance terminal 34 ENGLISH NEDERLANDS DEUTSCH FRANCAIS ESPANOL ITALIANO PORTUGUES b Time attendance terminal with TFT display Connect the USB stick to the time atte
26. e Rounding is not necessary here If the breaks are not the same every day you can set them as you want ame Description a 5D Normal week 5 days Round bel ound end Type rd Round Be Mon Tue Wed Thu jn en IM aoh o Mon Tue Wed Thu f Break Impl 12 30 Break Return Gm TTT eee Then confirm your entries with T l If all information are registered you will receive the total of the work schedule Break impl Break included The entered break time will be deducted automatically Break incl break is included in the total when a break is time stamped on the time attendance terminal This is taken into account in the calculation Break excl breaks must normally be time stamped on the time attendance terminal 7 3 4 Editing changing a duty roster The weekly work schedule can be adapted changed at any time Highlight the weekly work schedule that you want to change and click on d or double click directly on the weekly work schedule that you want to change The editing field opens Complete or change as described in 7 3 1 7 3 2 or 7 3 3 then with J Your changes are immediately taken into account in the calculations 7 3 5 Deleting the duty roster e To delete a weekly work schedule select it in the list and click on x Note You can only delete a weekly work schedule if it has no link to a user 28 ENGLISH NEDERLANDS DEUTSCH FRANCAIS ESPANOL ITALIANO PORTUGUES 8 0 SETTINGS
27. e processed or appear in any summary In Delete the user will also be deleted on the time attendance terminal at the next synchronisation 7 2 6 System data information User name Enter a user name User ID Enter the number of the employee s ID card This can consist of up to nine digits The user ID must be identical to the user s ID on the time attendance terminal 25 ENGLISH NEDERLANDS DEUTSCH FRANCAIS ESPANOL ITALIANO PORTUGUES RFID no Enter the ID number of the transponder that has been assigned to the user It is not mandatory to enter this There are ways of transferring the transponder ID to the employee master data The RFID no is entered into the System data field After synchronisation with the time attendance terminal all user data for the function including the transponder ID is sent to the time attendance terminal The RFID no is entered when a user is set up on the time attendance terminal and is sent to the software during synchronisation The user data it is then transferred to the system User privileges Use the user status to control the granting of rights on the time attendance terminal and in the software User a standard user who can only use the commonly available functions on the time attendance terminal Users only see their own time entries in the software and cannot make changes Enroller Employee who has permission to log other users onto the time attendance terminal Enro
28. easy exchange of structured data or lists Select the summary that you want to export Click on the CSV Export symbol Name the export file and select the directory that you have created for CSV exports Click on Save J Click on OK The data is then exported to the selected directory You can then process the summary with any program that is capable of using CSV data such as Excel 6 4 Reporting report To ensure that the evaluations that are performed at the month end show the desired result check the time bookings entered by the users under Booking times for forgotten bookings or missed bookings and complete or correct these as necessary see chapter 6 1 1 Add a function code to the time bookings if necessary Safescan Time Attendance 4 is a system that performs calculations immediately Any corrections made are automatically calculated after they have been entered This guarantees that the system is always up to date Additional calculations to perform a month end closing are not required Safescan Time Attendance 4 provides you with various prepared reports which are sufficient for most standard evaluations The following predefined reports are available for you in Safe Scan Time Attendance 4 Monthly report Weekly report Period report 6 4 1 Monthly report The monthly report provides all bookings balances and events for the selected period An asterisk is used to distinguish manually gene
29. er the more your filter result will be limited 21 Safescan Time A ten Se WS EC SC DF em Sue e Go 2 BR e A Bt ei OO Log Clock Day Period Report Department User Work Schedule Common Device Work Code Help About Status Overview Maintenance Settings Info Presence CA Present Filter Department Filter User Filter Y all x B jl A Al v All 3 users X Ca Se ID User Name a First Name Last Name Present Last Event In Out Device Name 8 1 Jason Jason Miller In 29 08 2011 10 00 00 In L USB E 4 Jess W Jess Watson in 19 08 2011 09 05 31 In L USB Stick 8 2 Jess E Jesse Evans in 25 07 2011 11 20 01 In L USB E Department filter Select the department you want from the drop down menu In the summary as well as in the user filter all employees of that department are displayed You can limit the results by using the user filter B Safescan Time Attend ce a _ _ Oom am ED amp GG BR GC e O Log Clock Day Period Le Department User Work Schedule Common Device Work Code Help About Status Overview Maintenance Settings Info Presence t Present Filter Filter User Y ai 8 GAl B Al 18 users a e ID User Name First Name Present Last Event In Out Device Name 8 1 Jason Jason In 29 08 2011 10 00 00 In L USB E 8 6 Matthew Matthew a Marketing Out 18 08 2011 17 46 54 Out L USB Stick 8 21 Nadine Nadine Q sales Out L 8 7 Saysha Saysha Rame In 19 08 2011 08
30. erminal Before time bookings can be processed in Safescan Time Attendance 4 they must be entered using the time attendance terminal Safescan Time Attendance 4 reads out the bookings on the time attendance terminal transfers them to the PC and classifies them on the time attendance database Two options are available for the data transmission procedure Data line TCP IP RS232 485 USB memory cable You can connect an unlimited number of time attendance terminals to the software to calculate times If you have not connected your time attendance terminal via your local network and are working with a USB stick select the USB stick settings a combination of TCP IP and USB stick is possible J S a Report Department User Status Overview Maintenance Settings Info Device Ke 2 DAG oe Gol 2 Name IP Address Active Fetcher Comm Key L USB Stick USB drive not present SAFESCAN RES37 p TA 655 192 168 1 201 SAFESCAN RES04 L USBEA USB E Not Connected SAFESCAN RES37 Note Time bookings are only transferred from the time attendance terminal to the software User data must always be updated and synchronised manually 8 2 1 Data connection with TCP IP If you want to connect your time attendance terminal to your network via TCP IP you must assign a free IP address that falls within your IP address range to the terminal The IP address 192 168 1 201 is stored on the time attendance terminal as standa
31. erview Maintenance Settings Info Present Filter i SE Department Filter User Filter Y eas ep Ba 8 An 3 users z Se ID User Name L First Name Last Name Present Last Event In Out Device Name 8 1 Jason Jason Miller In 29 08 2011 10 00 00 In L USB E 8 4 Jess W Jess Watson In 19 08 2011 09 05 31 In L USB Stick 8 S Jess E Jesse Evans In 25 07 2011 11 20 01 In L USB E Department filter Select the department you want from the drop down menu In the summary as well as in the user filter all employees of that department are displayed You can limit the results by using the user filter 1 Safescan Time Attendance 40 S a g E roO SJ Report Department User Work Schedule Common Device rk Code Help About Day Overview Maintenance Settings Info Presence Present Filter Filter User i Ser Fi Y eal JS Es Alli users i D a ID User Name a First Name Present Last Event In Out Device Name 8 1 Jason Jason i In 29 08 2011 10 00 00 In L USB E 8 6 Matthew Matthew i Out 18 08 2011 17 46 54 Out L USB Stick d EI Nadine Nadine out L 8 7 Saysha Saysha S In 19 08 2011 08 57 16 In L USB Stick 8 4 Jess W Jess Watson In 19 08 2011 09 05 31 In L USB Stick 8 2 Jess E Jesse Evans In 25 07 2011 11 20 01 In L USB E 8 10 Leanne Leanne McNeil In 09 12 2010 10 01 03 In L USB Stick 8 1 Rebekah Rebekah Green out 8 16 Chloe Chloe Douglas Out L
32. hange click on d and make your changes Press OK to confirm your entry Edit Work Code Workcode Name o Description Doctors Visite 8 3 3 Deleting function codes Highlight the function code that you want to delete then click on A Use OK to confirm 37 ENGLISH NEDERLANDS DEUTSCH FRANCAIS ESPANOL ITALIANO PORTUGUES 9 0 INFO 9 1 Help 9 1 1 Technical Support a Support on the Safescan website Our service page on our website is available 24 hours a day in is updated regularly Please go to www safescan com manuals You will find the answers to your questions and suggested solutions in the FAQ b Support hotline Our support team is available to answer any technical questions you may have by telephone from Monday to Friday between 09 00 and 17 00 Please contact www safescan com 9 2 Credits 9 2 1 Updates and upgrades We will make updates and or upgrades available to you at www safescan com manuals Please check regularly to ensure that you have the latest software version 10 0 SERVER INSTALLATION For more information about server installation please visit our website www safescan com updates Io or contact our help desk 11 0 UNINSTALLING SAFESCAN TIME ATTENDANCE 4 To uninstall Safescan Time Attendance 4 please proceed as follows Start configuration software Select Safescan Time Attendance 4 then select Uninstall software 38
33. he first time you must first create a USB stick Connection Select qP then assign a name e g USB The field with the IP address must be empty fields highlighted in red are required fields Press This computer If you have saved a communication key on the time attendance terminal please enter it in Communication key Confirm with OK see chapter 8 2 1 Connect the USB memory to the PC USB port The booking times will be read from the USB stick automatically and processed in the software To update the user data highlight the row with the USB device Click on and select the file 1_user dat from the USB memory and click on Open 35 ENGLISH NEDERLANDS DEUTSCH FRANCAIS ESPANOL ITALIANO PORTUGUES Naam Gewijzigd op Type Grootte Er user 14 07 2011 10 41 TMTS File 1 kB In the synchronisation window please select the direction in which you want to perform the synchronisation i Synchronize device e Reload Ai Device2Database Database gt Rescan x Re Device USERID FINGER KIND RESOLUTION DIFFERENCE Different PrivilegeDifferent Different PasswordDifferent PrivilegeDifferent Device Only Different UsernameDifferent Device Only Device Only Device Only Device Only Different UsernameDifferent Device Only Device Only Different UsernameDifferent Device Only If you have data that is more up to date in the time attendance terminal than in the software please
34. ighlight the department you want and select to make the changes Use OK to save a the changes 22 ENGLISH NEDERLANDS DEUTSCH FRANCAIS ESPANOL ITALIANO PORTUGUES 7 1 3 Deleting a department group Highlight the department you want to delete and click on x Note The department can only be deleted if no users are connected to it 7 2 Users Administering editing or creating users has never been so easy Create your users directly in the software and use the time attendance terminal to synchronise them All data is transferred You no longer need to go to the terminal to create and enter every new user exception fingerprints S Safescan Time Attendance 4 0 S E o ft Presence Log Clock Day Period Report Department Work Schedule Common Device Work Code Help About Status Overview Maintenance Settings Info User Filter User Department Filter User Filter ER All 25 users z ID a User Name First Name Last Name Department RFID No Privilege Status 9 1 Miriam Miriam McFee a cs 9288463 User Ce Active 9 3 Sofia Sofia Dexter Q HR 9295046 Supervisor Active z 4 Milo Milo Barlow Q Marketing 8320939 User Active z 5 James James Last Q Finance 9633547 User Active 8 6 Niels Niels Holgerson a PD 9505268 User Active z 7 Franzisk Franziska Mueller a CS 9277275 User Active 8 9 Koni Koni Mijer a Marketing 9280613 User Active 9 10 Rick Riclk Monk a Finance 9287910 User Active 9
35. iller In 29 08 2011 10 00 00 In F USB E 8 6 Matthew Matthew Edwards Out 18 08 2011 17 46 54 Out L USB Stick 8 21 Nadine Nadine Mayer Out L 8 7 Saysha Saysha Rames In 19 08 2011 08 57 16 In L USB Stick 8 4 Jess W Jess Watson Ce In 19 08 2011 09 05 31 In L USB Stick 8 2 Jess E Jesse Evans In 25 07 2011 11 20 01 In L USB E 8 10 Leanne Leanne McNeil In 09 12 2010 10 01 03 In L USB Stick 8 19 Rebekah Rebekah Green out L m 10 ENGLISH NEDERLANDS DEUTSCH FRANCAIS ESPANOL ITALIANO PORTUGUES 5 1 3 Printing You can use e to print the real time summary at any time 5 2 System log The system log summary displays all events modifications or other manipulations on the time attendance terminal The system log is used to log the communication sequence in and with the time attendance terminal in chronological order When communication problems occur you can use the error description to eliminate the causes of these Filters 5 2 1 free filter department filter or user drop down Free filter Enter the first few letters for the user you want into the free filter The summary will show you all users that have these same letters The more detail of the name you enter the more your filter result will be limited amp Safescan Att em Sal E Log Clock Day Period Report Department User Device Work Code Help About Status Overview Maintenance Settings Info Presence A Present Filte
36. into the computer based on your country settings e g 08 00 or 08 00 in line with the country settings Use out in to select the appropriate function Assign the booking to the appropriate time attendance device If you wish you can select a function code from the function code list field e g off site work medical consultation Use OK to finish making entries Note The fields highlighted in red are required fields 6 1 2 Changing bookings Bookings can be changed later Click on the booking you want to change Edit clocktime ENGLISH NEDERLANDS DEUTSCH FRANCAIS ESPANOL ITALIANO PORTUGUES Change the in out status If you wish you can select a function code from the function code list field e g off site work Use OK to finish making entries Note To protect employees times cannot be corrected or deleted To change a time add a new booking and set the incorrect one to Ignore The booking entered into the time attendance terminal continues to exist but is no longer calculated 6 1 3 Deleting bookings If it is not possible to delete a booking you can set the booking to Ignore so that it is not taken into account in calculations Filters 6 1 4 free filter department filter or user drop down Free filter Enter the first few letters for the user you want into the free filter The summary will show you all users that have these same letters The more detail of the name you ent
37. iott Barnes L 8 3 Sofia Sofia Dexter In 29 08 2011 09 00 00 In L USB Stick 6 3 3 Sorting Sorting via the menu bar You can use the menu bar to sort data at any time by double clicking the field you want Repeat this to reverse the order A Z or Z A Safescan Time Attendance 4 0 E p ky i a B 3 BR e iJ Clock Period Report Department User Work IREM Common Device Work Code Help About Status deg Maintenance Settings Info Presence Present Filter Filter User Department Filter User Filter Y al JB Ga gt 8 all 18 users z Se ID User Name a First Name Last Name Present Last Event In Out Device Name 8 1 Jason Jason Miller In 29 08 2011 10 00 00 In F USB E 8 6 Matthew Matthew Edwards Out 18 08 2011 17 46 54 Out L USB Stick 8 21 Nadine Nadine Mayer Out lJ 8 7 Saysha Saysha Rames In 19 08 2011 08 57 16 In L USB Stick 8 4 Jess W Jess Watson In 19 08 2011 09 05 31 In L USB Stick 8 2 Jess E Jesse Evans In 25 07 2011 11 20 01 In L USB E 8 10 Leanne Leanne McNeil In 09 12 2010 10 01 03 In L USB Stick 8 19 Rebekah Rebekah Green Out L a mn 18 ENGLISH NEDERLANDS DEUTSCH FRANCAIS ESPANOL ITALIANO PORTUGUES 6 3 4 Exporting summaries in the CSV file format You can export Summaries via as CSV Files then process them further for example using Excel or another program The CSV file format describes the structure of a text file for storage or for the
38. l is equipped with an RFID reader save the RFID card number Angerpnints Int Email Work Schedule Change Delete System Data Personal Data Then save your entries with vi Please note The following information is synchronised with the time attendance terminal system User ID User name Privilege Status RFID no Password Once you have completed all entries and changes synchronise the software with your time attendance terminal The newly created users will then be able to log in and out of the time attendance terminal using the registered RFID card or the user ID and password which are assigned automatically by the software see section 7 2 2 Fingerprint If you have a time attendance terminal that only supports fingerprints the user can log in an out using the user ID and password which are assigned automatically by the software see below for further information in 7 2 2 Password Save the user s fingerprint at a later time by following your time attendance terminal instructions for registering new users 7 2 2 Password You can assign a password to a user or change an existing one in the software at any time Select the user whose password you want to assign or change Click on change password Change Password 24 ENGLISH NEDERLANDS DEUTSCH FRANCAIS ESPANOL ITALIANO PORTUGUES Enter a new password and confirm with OK Then save your entries with J in the user screen
39. llers only see their own time entries in the software and cannot make changes Administrator Employee who has administrative rights and access to everything Can make changes in the software Supervisor Employees with all rights on the terminal and in the software Int phone You can save the employee s internal telephone number if you wish Duty roster Select a duty roster from the drop down field from which the user is to be assigned Changing your password Assign a password When you create users via the software the software automatically assigns a password that matches the user ID no For example user ID 22 password 22 The user can use this password PIN to log into the time attendance device Add image Add a photo of the user Delete image Delete the photo of the user 7 2 7 Personal data In the Personal information tab you can enter more information about individual employees of the company With the exception of the personnel number this information is of no significance to the actual time and attendance Name and address Save the personal data of the employee such as private address telephone number etc These fields are not mandatory and can be left blank Personnel no Enter the employee s personnel number This can consist of up to nine digits The personnel number is shown on the monthly report Note Please enter the date of birth and starting leaving date in the dd mm yyyy format in the entry field
40. nce terminal 7 2 4 Editing users 7 2 5 Deleting users 7 2 6 System data information 7 2 7 Personal data 7 2 8 Exporting summaries in the CSV file format 7 3 Duty roster weekly work schedule 7 3 1 Creating a duty roster 7 3 2 Roundings 7 3 3 Automatic break deduction 7 3 4 Editing changing a duty roster 7 3 5 Deleting the duty roster 8 0 SETTINGS 8 1 General 8 1 1 Setting the language 8 1 2 Setting the time of the end of the day 8 1 3 Database connection 8 1 4 Backup 8 2 Device time attendance terminal 8 2 1 Data connection with TCP IP 8 2 2 Synchronising the user data 8 2 3 Data transfer using a USB stick 8 2 4 Reading bookings on aPC 8 3 Function codes 8 3 1 Adding function codes 8 3 2 Editing function codes 8 3 3 Deleting function codes 9 0 INFO 9 1 Help 9 1 1 Technical Support 9 2 Credits 9 2 1 Updates and upgrades 10 0 SERVER INSTALLATION 11 0 UNINSTALLING SAFESCAN TIME ATTENDANCE 4 ENGLISH NEDERLANDS DEUTSCH FRANCAIS ESPANOL ITALIANO PORTUGUES 1 0 FOREWORD Safescan Time Attendance 4 is time attendance software for recording and processing personal times The flexible system architecture means that Safescan Time Attendance 4 can be used in small to medium size companies in almost every industry to provide powerful time evaluation Safescan Time Attendance 4 supports all Safescan time attendance terminals with a wide range of features For this reason the described functions may not wo
41. ndance terminal USB port Log into the time attendance terminal Then press the Menu key Use the arrow keys to select USBDrive and press OK Use the arrow keys to select Download and press OK Use the arrow keys to select Dload bookings and press OK An indication that the data has been copied will then be displayed If the words Download ended appear press OK The data transfer to the USB stick is complete The file saved with the bookings is called 1_attlog dat Press the ESC key until you have exited the menu Remove the USB stick C time attendance terminals with a USB cable Connect the time attendance terminal to your computer via the USB cable Use E in Device to search for new devices then confirm with OK that the time attendance device has connected to the software automatically or enter the terminal manually as described above Edit Device Name USB E IP address or device location USB E Fetching computer name Communication key SH EE Synchronise the user data as explained in 8 2 2 The booking data is transferred to the software automatically On model TA 655 data is read at a lower frequency which means that there is a longer time interval than for the TA 800 or TA 900 series on the TA 800 and TA 900 series the data transfer takes a maximum of 1 second 8 2 4 Reading bookings on a PC lf you want to synchronise the data with the software for t
42. nu present absent break or all E Safescan Time Atten ey 5 e B Clock Day Department User Work Schedule Device Work Code Help About Status Overview Maintenance Settings Info Presence e Present Filter Filter User Department Filter an 8 All 18 users z all First Name Last Name Present Last Event In Out Device Name 8 Jason Miller In 29 08 2011 10 00 00 In L USB E 8 Matthew Edwards Out 18 08 2011 17 46 54 Out L USB Stick 8 21 Nadine Nadine Mayer Out L 8 7 Saysha Saysha Rames Ce In 19 08 2011 08 57 16 In L USB Stick 8 a Jess W Jess Watson In 19 08 2011 09 05 31 In L USB Stick 8 2 Jess E Jesse Evans In 25 07 2011 11 20 01 In L USB E 8 10 Leanne Leanne McNeil In 09 12 2010 10 01 03 In r USB Stick 8 19 Rebekah Rebekah Green out L 8 16 Chloe Chloe Douglas Out L 8 9 Rhianna Rhianna Myles Out 05 08 2011 18 01 59 Out L USB Stick 8 1s Nikki Nikki Lauda out L 8 J Nino Nino Angelo In 19 08 2011 08 16 32 In L USB Stick ENGLISH NEDERLANDS DEUTSCH FRANCAIS ESPANOL ITALIANO PORTUGUES Free filter Enter the first few letters for the user you want into the free filter The summary will show you all users that have these same letters The more detail of the name you enter the more your filter result will be limited 108 on R Ei S a S Clock Day Period Report Department User Work Schedule Common Device Work Code Help About Ov
43. oyees are totalled at the bottom of the list Creating and printing a period report Select the Report menu item Choose Select from the drop down menu and use the date picker to enter the date you want from to The current month is displayed as standard The summary gives you the period report for all users Select Print to print out all reports In the department filter select a department to get the period reports for that department In the user filter select the user you want to get the period report for that user 21 ENGLISH NEDERLANDS DEUTSCH FRAN AIS ESPANOL ITALIANO PORTUGUES Date 01 09 2011 Period Report Time 11 09 Name Sofia Dexter ID 3 Timetable group Week 5 D Department CS a number 11 3 Note All reports can be printed or exported in the CSV file format 7 0 ADMINISTRATION 7 1 Department Group Departments and groups are used as selection and sorting criteria in Safescan Time Attendance 4 They are used to administer users as well as the departments groups to which these users are assigned These criteria can be used to select users and departments groups in other parts of the program 7 1 1 Creating a department group To create a new department or group select q and enter a name and description for your department or group Red fields are mandatory and must be completed Press OK to confirm your entry Add Department 7 1 2 Changing a department group H
44. r Add a new user name and synchronise it once again with the time attendance terminal 36 ENGLISH NEDERLANDS DEUTSCH FRANCAIS ESPANOL ITALIANO PORTUGUES During the synchronisation you will now see the following message Different And in the description User name different Now synchronise DB Device so that the user names on the time attendance terminal are overwritten and the user is recognised at the next login 8 3 Function code Function codes are used to add targeted descriptions of the user s booking times Function codes are used for the summary and explanation of manually added absences The function codes can be added to the booking times in the software by the supervisor or administrator Note With the TA 900 Series users can use the preprogrammed system keys to enter function codes directly into the time attendance terminal when time stamping in or out With the TA 800 series the function codes has to be enter directly to the device See user s Guide for TA 800 series Use the function codes for your employees booking times such as business trips holidays medical consultations etc This information will appear on the monthly report 8 3 1 Adding function codes Select op enter the function code you want and press OK The fields highlighted in red are required fields Add Work Code Workcode a Description 8 3 2 Editing function codes Highlight the function code you want to c
45. r Department Filter User Filter Y ea i Aar z 8 Al 3 users Call ID User Name First Name Last Name Present Last Event In Out Device Name 8 1 Jason Jason Miller In 29 08 2011 10 00 00 In L USB E Q 4 Jess W Jess Watson in 19 08 2011 09 05 31 In D uss stick 8 2 Jess E Jesse Evans in 25 07 2011 11 20 01 In B uss Department filter Select the department you want from the drop down menu In the summary as well as in the user filter all employees of that department are displayed You can limit the results by using the user filter 2 Safescan Time Attend 25 _ _ e ah e Sai Su IS amp GG BR GC e oO Log Clock Day Period Le Department User Work Schedule Common Device Work Code Help About Status Overview Maintenance Settings Info Presence CH Present Filter Filter User i EA amp CA sl all 18 users z ole ID User Name First Name Present Last Event In Out Device Name 8 1 Jason Jason In 29 08 2011 10 00 00 In L USB E 8 6 Matthew Matthew a Marketing Out 18 08 2011 17 46 54 Out L USB Stick 8 21 Nadine Nadine Q sales Out L 8 7 Saysha Saysha Rane In 19 08 2011 08 57 16 In L USB Stick 8 4 Jess W Jess Watson In 19 08 2011 09 05 31 In L USB Stick 8 2 Jess E Jesse Evans In 25 07 2011 11 20 01 In L USB E 8 10 Leanne Leanne McNeil In 09 12 2010 10 01 03 In L USB Stick 8 19 Rebekah Rebekah Green Out L 8 16 Chloe Chloe Douglas O
46. r Z A Safescan Time Attendance 4 0 on xX venu E e ff a Rz oo 2 Log Clock Day Period Report Department User Work Schedule Common Device Work Code Help About Status Overview Maintenance Settings Info Presence A Present Filter Filter User Department Filter User Filter Y a SE Ga 8 all 18 users d Sr 8 d Jason Jason Miller In 29 08 2011 10 00 00 In L USPE 8 6 Matthew Matthew Edwards Out 18 08 2011 17 46 54 Out L USB Stick 8 21 Nadine Nadine Mayer Out La 8 7 Saysha Saysha Rames In 19 08 2011 08 57 16 In L USB Stick 8 4 Jess W Jess Watson In 19 08 2011 09 05 31 In L USB Stick 8 2 Jess E Jesse Evans In 25 07 2011 11 20 01 In L USB E 8 10 Leanne Leanne McNeil In 09 12 2010 10 01 03 In L USB Stick 8 19 Rebekah Rebekah Green Out L a TT Le 6 1 6 Exporting summaries in the CSV file format You can export Summaries via as CSV files then process them further for example using Excel or any other program that can use CSV files The CSV file format describes the structure of a text file for storage or for the easy exchange of structured data or lists Select the summary that you want to export Click on the CSV Export symbol Name the export file and select the directory that you have created for CSV exports Click on Save Click on OK The data is then exported to the selected directory You can then process the summary with any program that is capable of
47. r start type Enter the time in Start time according to your country settings e g 09 00 and End time See example BA 9 Name Description Round 6d Round End Type End Time Round ad Round Af Mon Tue WedsThusf in osoo ou mm o Then confirm the entries with vi 7 3 2 Roundings You can assign fixed working hours to your employees From the drop down menu select Round up and Round down and select the time period you want for both the start time and the end time For example if you select 10 all booking times that are signed in In 10 minutes before the set time are counted as from this time Your employee does not then have an extra 10 minutes of working time The same applies to Round down 27 ENGLISH NEDERLANDS DEUTSCH FRANCAIS ESPANOL ITALIANO PORTUGUES Av 9 Name Description Week 5D Normal week 5 days Mon Tue Wed Thu fIn 08 00 10 ft Out 001 TTT Then confirm the entries with vi 7 3 3 Automatic break deduction With Safescan Time Attendance 4 you can deduct fixed breaks directly i e your employees do not have to time stamp a lunch break for example as this break is automatically deducted by the system Produce the weekly work schedule as described above in 7 3 1 In the 2nd row enter the same days on which the break should be deducted automatically Then select Break impl When you have done so please enter a start time and an end tim
48. rated bookings from original bookings Creating and printing a monthly report Select the Reporting menu item Select the time period you want current month last month etc from the drop down menu The current month is displayed as standard Ja g a BC e Department User Work Schedule mmon Device rk Code SS eg Sig E Status ome Maintenance Settings Report To Filter User Department Filter User Filter Ea 01 08 2011 31 08 2011 gB 8 3 Sofia Sofia Dexter Date 01 09 2011 Monthly report 01 08 2011 31 08 2011 Timetable per Week 5 D E el a 19 ENGLISH NEDERLANDS DEUTSCH FRAN AIS ESPANOL ITALIANO PORTUGUES The summary gives you the monthly report for all users Select L a to print out all reports In the department filter select a department to get the monthly reports for that department In the user filter select the user you want to get the monthly report for that user Note All reports can be printed or can be exported to CSV file format Date 01 09 2011 Monthly report 01 08 2011 31 08 7011 Time 11 06 Timetable group Week 5 personnel number 11 3 1955 30 133 31 61 59 20 ENGLISH NEDERLANDS DEUTSCH FRANCAIS ESPANOL ITALIANO PORTUGUES 6 4 2 Weekly report The weekly report is the same as the monthly reports Select Week from the drop down menu and proceed in the same way as for monthly reports to print the
49. rd 30 NEDERLANDS DEUTSCH FRANCAIS ESPANOL ITALIANO PORTUGUES Find your IP address range a Type the name of a program folder document or JCT Internet resource and Windows will open it For you Den o EEN O SE OK Cancel Browse Ss emm ees mm mmm If the IP address prompt appears type ipconfig all Eee C windows system32 cmd exe Microsoft Windows versie 6 1 7601 Copyright c 2669 Microsoft Corporation Alle rechten voorbehouden C Users gt ipconfig all Look at your IP address This is your IP address it usually begins with 192 In the example 192 168 1 149 15 xi C Documents and Settings Danie l gt ipconfig Windows IP Configuration Host Name SG SC SC g monarch Primary Dns Suffix Node Type a IP Routing Enabled e WINS Proxy Enabled Unknown No No Ethernet adapter Local Area Connection 6 Connection specific DNS Suffix ESO TIE SIS wi wu wu eu wu eu ei eu rnet NIC Physical Address Dhep Enabled Autoconf iguration IP Address Subnet Mask Default Gateway DHCP Server DNS Servers Realtek RIL8139 Family PCI Fast 64H HD 88 2D 2B 34 Yes Yes 192 168 1 149 KK ACEL 192 168 1 1 192 168 1 1 66 51 2466 160 66 51 2465 168 Lease Obtained S A Saturday March 63 2007 16 36 61 AM nabled Bite Ar pr is Lease E
50. rk with all time and attendance terminals For more details please refer to the performance characteristics of the supplied time attendance terminal or contact your supplier The user manual describes the installation function and use of the software package for software release 4 0 or higher When using previous versions details of differences are given in the description of functions No special computer technology skills are needed to use the software However you do need to be familiar with the Microsoft Windows graphical user interface The user manual replaces instruction and training on the system and serves as a reference Safescan Time Attendance 4 has been designed and tested with great care and complies with the latest state of the art technology However as with all extensive software products we cannot guarantee that it is absolutely error free and in particular we accept no liability for any consequential damage If you want to suggest further improvements to the program or if you find any errors in the program or user manual please let us know 2 0 SUMMARY OF THE MANUAL The user manual gives you an overview of the handling of Safescan Time Attendance 4 and contains steps for frequently used operations The screenshots shown are examples rather than specifications 2 1 Using the user manual This user manual discusses mouse operation Click always refers to pressing the left mouse button If any rows are highlighted this indica
51. summary you want The weekly report displays all the essential information for the selected period and users in compact form The first and last bookings time of presence nominal time and daily balance appear in the report The accumulated balance at the time of the selected date and the reason for any absence are also printed All values for the selected users are totalled at the bottom of the list Creating and printing a weekly report Select the Report menu item Select the time period you want current week last week etc from the drop down menu The current week is displayed as standard The summary gives you the weekly report for all users Select Print to print out all reports In the department filter select a department to get the weekly reports for that department In the user filter select the user you want to get the weekly report for that user Date 01 09 2011 Weekly report Time 11 10 Timetable group Week 5 D personnel number 11 3 8 37 a4 9 09 9 20 Pool 0 39 Note All reports can be printed or can be exported to CSV file format 6 4 3 Period report The Period report has a similar structure to the monthly and weekly reports However the values for a selected period are totalled The report on displays the totals of actual hours nominal hours and daily balances In one column you can also see the cumulative total balance at the end of the selected period All valuesfor the selected empl
52. tes that the left mouse button is being used to click on the entry Other operating steps such as working with the right mouse button are described specifically 2 2 System requirements To use Safescan Time Attendance 4 your PC should meet the following requirements Pentium IV processor or higher Main memory of at least 1024 MB USB and TCP IP ports Free hard disk capacity of at least 100 MB CD ROM drive Resolution of at least 1024 x 768 1280 x 1024 is recommended Windows XP operating system or higher 2 3 Explanation of symbols Add E Search for new hardware a Edit lt P Time setting on the terminal x Delete za Synchronisation Refresh A Retrieving USB stick gt Export 3 Connection interrupted Print ES Connection made Jf Save mg Sg Close the application i Cancelled 4 Work schedule on off ENGLISH NEDERLANDS DEUTSCH FRANCAIS ESPANOL ITALIANO PORTUGUES 3 0 INSTALLATION 3 1 Program installation 1 Insert the installation CD ROM into the drive of your computer 2 Open the TimeAttendanceSetup file and the installation program will start if Setup Safescan Time Attendant call x j d im m Welcome to the Safescan Time Attendant Setup Wizard This will install Safescan Time Attendant 4 on your computer tis recommended that you close all other applications before Click Next to continue or Cancel to exit Setup 3 Accept the license terms ie Setup Safescan Time Attendant A
53. trator is set in the software and or on the time attendance terminal the following message will be displayed Time Attendant No admin defined When you define an admin you need to login As soon as a supervisor or administrator has been defined you can log in using the user name and password User Name Password Forgotten your password When asked for your user name enter your user ID and the license code as the password You will find the license code on the CD packaging Use OK to confirm ENGLISH NEDERLANDS DEUTSCH FRANCAIS ESPANOL ITALIANO PORTUGUES 4 0 FIRST STEPS Select the desired language see chapter 8 1 1 lf necessary change the end of the working day standard 00 00 clock see chapter 8 1 2 Creating duty rosters see chapter 7 3 Creating function codes see chapter 8 3 Entering users on the time attendance terminal or in the software see chapter 7 2 1 Synchronising the software with the time attendance terminal see chapter 8 2 2 Start by entering the booking times into the time attendance terminal OY Ol a 2 5 0 STATUS 5 1 Presence real time summary You can use the real time summary to check the presence and absence of your employees You can see at a glance who has signed in or out where and at what time or who is taking a break With the simple filtering method you can have the information you want up on the screen in no time or you can print out the data on your printer
54. tup Safescan Time Attendant Select Start Menu Folder Where should Setup place the program s shortcuts A Setup will create the program s shortcuts in the following Stat Menu folder To continue click Next f you would like to select a different folder click Browse Satescan Time Attendant ENGLISH NEDERLANDS DEUTSCH FRANCAIS ESPANOL ITALIANO PORTUGUES j5 Setup Safescan Time Attendant l Ready to Install Setup is now ready to begin installing Safescan Time Attendant on your computer Click Install to continue with the installation or click Back if you want to review or change any settings C Program Files Safescan AA Start Menu folder Safescan Time Attendant 6 Use Finish to confirm that the installation is complete if Setup Safescan Time Attendant l S Completing the Safescan Time Attendant Setup Wizard Setup has finished installing Safescan Time Attendant on your computer The application may be launched by selecting the installed icons Click Finish to exit Setup ENGLISH NEDERLANDS DEUTSCH FRANCAIS ESPANOL ITALIANO PORTUGUES 3 2 Setting up the software Use Start Time Attendance to open the software Enter the license code which you will find on the CD packaging Enter Registration code Flease enter your license key Product Safescan Time Attendance 4 0 The first time you use the software or later if no supervisor adminis
55. ut L 8 9 Rhianna Rhianna Myles Out 05 08 2011 18 01 59 Out L USB Stick 8 Nikki Nikki Lauda out L User filter Select the user you want from the drop down menu 171 Safescan Time A teni EEO t o D a oo ZS Clock Day Period Report Department User Work Schedule Common Device Work Code Help About Status Overview Maintenance Settings Info Presence E Present Filter Filter User Department Filter User Filter Y CA acs Se All 6 users e ID User Name First Name Last Name 1 Jason Jason Miller In Out Device Name 8 1 Jason Jason Miller 3 Sofia Sofia Dexter In L USB E 8 21 Nadine Nadine Mayer Sieg r i L 8 9 Rhianna Rhianna Myles 17 Eliott Eliott Barnes Out L USB Stick 8 15 Nikki Nikki 21 Nadine Nadine Mayer L 8 17 Eliott Eliott Barnes L 8 3 Sofia Sofia Dexter in 29 08 2011 09 00 00 In GB uss stick 11 ENGLISH NEDERLANDS DEUTSCH FRANCAIS ESPANOL ITALIANO PORTUGUES 5 2 2 Sorting Sorting via the menu bar You can use the menu bar to sort data at any time by double clicking the field you want Repeat this to reverse the order A Z or Z A 171 Safescan Time Attendance 4 0 con x Pa A amp Log Clock Day Report Department User Work Schedule Common Device Work Code Help About Status Overview Maintenance Settings Info Presence E Present Filter Filter User Department Filter User
56. xpires A S A Saturday March 63 2007 19 30 01 PM C Documents and Settings Daniel gt 31 ENGLISH NEDERLANDS DEUTSCH FRAN AIS ESPANOL ITALIANO PORTUGUES Find an unused IP address Type ping then enter your IP address Change the last two digits and press Enter In this example ping 192 168 1 1 Once the IP address is active it receives all data packets Microsoft Windows AP Version 5 1 26001 CG Copyright 1985 2661 Microsoft Corp C Documents and Settings Mattoping 192 168 1 1 Pinging 192 168 1 1 with 32 bytes of data Reply from 192 168 1 1 bytes 32 time ims TTL 64 192 168 1 1 bytes 32 time lt ims TTL 64 192 168 1 1 bytes 32 time lt ims TTL 64 192 168 1 1 bytes 32 time lt ims TTL 64 Ping statistics for 192 168 1 1 Packets Sent 4 Received 4 Lost z loss gt D Approximate round trip times in milli seconds Minimum Wms Maximum ims Average ms C Documents and Settings Matt gt The software requires a free IP address In this example ping 192 168 1 10 NDocuments and Settings5 admin gt ping 192 168 1 16 inging 192 168 11 10 with 32 bytes of data host unreachable host unreachable host unreachable host unreachable statistics for 192 168 11 10 Packets Sent 4 Received See ae Documents and Settings admin gt Once you have found a free IP address save it on the terminal by following the instructions of your time and attend

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