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TIME ATTENDANCE SOFTWARE

1. INTRODUCTION AND DIRECTIONS FOR USE Thank you for purchasing the Safescan TA software Combined with the TA 8000 series Time Attendance terminal it provides a complete solution for efficient time registration Before starting to install and use the software we recommend that you carefully read this user manual and keep it at hand for future reference The user manual describes the basic set up of the software the advanced settings and usage scenarios as well as details of each menu item of the device 1 THE BASICS 1 1 MINIMUM SYSTEM REQUIREMENTS In order to use the TA software your computer needs to meet the following minimum requirements e Free hard drive space 100 MB e Display resolution 1024 x 768 e Memory 1GB e WiFi or Ethernet LAN connection for real time features e Operating System Windows 7 e USB port 1 2 INSTALLING THE SOFTWARE Download the software from the provided link extract the zip file and double click on taSetup exe to run the installer Follow the instructions displayed on the screen select the software language and the destination folder where you want to install the software 1 3 ACTIVATING THE SOFTWARE Differences between TA and TA software TA is the regular time and attendance software from Safescan providing you with all you need for License basic time registration and reporting TA offers additional functionality Enter license code for more advanced needs for example a gr
2. To add more departments click on the add button located at the top right of the page and fill in the details in the pop up window saving each time by clicking Ok 1 8 CREATING USERS There are two ways of creating a new user You can either start from the software or from your Time Attendance terminal Even though you can use both ways we would recommend you start from the TA device since it minimises the chance of mistakes and prevents the mix up of user data Please note After every change you have made to the users you will need to synchronise the software with the device 1 8 1 STARTING FROM THE TERMINAL Register the user on the device as explained in your device manual and make sure that communication is established between the software and the device Go to the Device page ALT E E and select your device TA File Edit Report Help tw eS YD Safescan forkcode Presence ck Clock Grid Period Report jepo Department User Work Schedule Planning Device Workcode g O amp Scan Add Edit Delete Refresh IP address i Device Language 192 168 66 114 192 168 66 114 Other S E NW amp Synchronize Set time _ Synchronize wWrartendec d Click on the Synchronize button at the bottom left of the page and a new window will pop up displaying the differences between the Sle data in the software and on the device D Send the data from the terminal to the software by clicking on the TA gt PC
3. planning It is still advisable to follow the instructions below as the regular work schedules share many similarities with the variable schedules In the top menu select Edit gt Work Schedule or click on the Work Schedule icon in the shortcut menu bar keyboard shortcut mek ALT E O E Tig Click on the Add button located on the right at the top of the page Fill in the name and the description for your work schedule in the pop up and click OK At the bottom of the page the following field will become visible As an example we will use the following schedule The employees work Monday to Thursday from 9 00 to 17 00 and from 09 00 to 15 00 on Friday s Every day they clock for their lunch break from 12 00 till 13 00 pa Cancel Name Description Standard Regular 9 5 By clicking in the Day of week cell a day selection drop down becomes available to select the required days v Monday Tuesday v Wednesday v Thursday Friday Saturday Sunday The start type automatically defaults to In For our example the start time is 09 00 and the end time is 17 00 Save Cancel Name Description Standard Regular 9 5 Day of week Start type Start time Round before Round after End type End time Round before Round after Mon Tue Wed Thu In 09 00 Out 17 00 a S Save Cancel Name Description Standard Regular 9 5 To set u
4. button Validate your choice by clicking on the Commit button The software will now check again for differences If no difference is found it will display the message No changes found Your user s is now synchronised with the software and the device Go to the User page ALT E U to edit the user data Z File Edit Report Help 9 ii i tw oe ed aD O OKE Clock Grid y Period Repo tenor Department User Work Schedule Planning vor kcode mia Ova Mail Delete Refresh RFID No Privilege Supervisor User ID l i Privilege Status 1 Supervisor Ei Active User name Work schedule RFID No Fingerprints Frederic o Absent Department Int phone E Select the user you want to edit and click on the Edit button L The System Data tab shows the minimal amount of data you need to set in order to have your user recognised correctly by the TA terminal f a s Edit Save Cancel User ID User var 2 A 3 E User name vedu Fingerprints 6 aiiis 0 Absent cnange password 5 User name this is the name that will also be displayed by the TA terminal it can be a maximum of 8 characters long Privilege the default value is user you can change it if you want to grant more rights to the user Status make sure it is set to active RFID Number When applicable fill in the number written on the RFID card when printed that you want to link to the user Password
5. Presence keyboard shortcut ALT R P If your device is connected to the network the Presence screen allows you to see in real time the presence of your employees JoL Q f e Aa mL Safescan Day k Sched Device Workcode Presence Clock Clock Grid Period Report eR User Work Schedule Planning Presence User Department User DI La All g All E All 28 users B Export Mail Print Refresh D User name Firstname Last name Present In Out Work code Work code Device name Bob Out 2 Eliott Out 50 Frederic In In 192 168 66 120 9 Jean in In 11 Cst Vst 192 168 66 120 51 John Out 7 Linday Out 14 Luke Break Break 192 168 66 120 Paco Out 6 Robert Out 16 Sophie In In 192 168 66 120 12 Tara Out Please note An employee will be shown as Out automatically after a safety period of 96 hours without clocking data 3 12 DAY jam EO a mA O X Safescan orkcode Presence Clock Clock Grid Day Period Report Department User Work Schedule Planning Device Report range Report from Report to End of day rr La Today v 11 08 2014 v 11 08 2014 v 00 00 v Work schedule on off User Depart t User Export Mail Print Refresh All g All 28 users D User ID User name Date Date nw Out Work schedule Duration Balance Days Breakin Breakout ODuratio Remarks 16 Sophie 11 August 2014 11 08 2014 09 02 14 00 4 58 4 58 4 58 50 Frederic 11 August 2014 11 08 2014 08 30 18 42 8 00 9 47 1 47 9 47
6. 14 Luke 11 August 2014 11 08 2014 08 25 10 11 1 46 1 46 1 46 2 Eliott 11 Auaust 2014 11 08 2014 0 00 The day screen report displays information one day per line By default the screen displays the first In and the last Out in the In and Out columns All other In Out data is located in the Break In Break Out columns It is also possible to display the work schedule and the balance between the work schedule and the clocked hours The first line of the table gives different information in the In column you will get the average In time in the Out column the average Out time In the Duration column is displayed the total of all durations in the table The Days column displays the number of worked days Please note If something seems incorrect in the report there is a strong chance that something is wrong with the clocking data You can look for any errors on the Clock screen and correct them 3 13 PERIOD The Period report screen can be accessed through the menu bar by clicking on Report and Period keyboard shortcut ALT R E The Period report screen displays information for a given period one line per user Xe EL S Safescan Presence Clock Clock Grid Period Report jeer Department User Work Schedule Planning Workcode Report range Report from Report to End of day rra gt Last month J 01 07 2014 31 07 2014 03 00 Ei Work schedule on off User De partment User Export Mail Print
7. Filter user Department filter 2 All UserID First name 2 Paul Report to End of day Work code filter G 17082014 B 1200 B 17 Outside User Filter Grouping J Al 2 users EJ No grouping Es Last name Department Date Work code Work code Time Mantred Management 13 06 2014 17 Outside mission 2 30 On the second day 14 08 the user has clocked out at 15 00 with the early leave work code Regular Out checked we can see on the report that this results in a negative balance of 2 30 hours 2 ADVANCED USAGE SCENARIOS TA SOFTWARE VERSION ONLY 2 1 PLANNING TA SOFTWARE VERSION ONLY Chapter 1 9 covered the creation of a work schedule for employees with regular work schedules We are now going to create a planning with flexible schedules for our employees You can create a planning by assembling various templates These templates are created by the association of a time plan and a work code We will take the example of a company where employees can work 3 different shifts One shift runs from 8 00 to 17 00 with a clocked break from 12 00 to 13 00 The second shift runs from 17 00 to 01 00 with a break from 21 00 to 22 00 and the third shift runs from 01 00 to 08 00 without break Firstly we will create three different work codes one for each shift Workcode 6 Day Shift Work code type Let s create templates for these shifts Go to the Planning page ALT E P Q Ex EO a BL Safescan forkcode
8. Set Time If you are using LAN or WiFi to establish communication between your Computer and your TA device pressing this button will set the time of your computer on your device Synchronise Synchronise user data between the software and the terminal s For more information regarding the synchronisation of users please refer to chapter 1 8 of this manual Synchronise Work Codes TA 900 series and 8000 series only Send all the work codes from your computer to the device Get logs from USB drive If you are using a USB stick to establish communication between your computer and your TA terminal pressing this button will trigger the reading of the attendance log file present on the USB stick Device details Provides information over a specific device Name this is the display name of the device IP address the IP address of the terminal leave this field empty when using a USB stick Fetching computer name the name of the computer handling the communication between the device and the database In most case the fetcher should be the computer running the TA software Communication key it is possible to enter a numeric key to secure the connection between the device and the software Device language this option allows the terminal to adapt to some languages specifications This computer button sets the current computer as the fetching computer 3 17 PRESENCE The Presence report screen can be accessed through the menu bar by clicking on Report and
9. You can set a password for the user This will allow him her to login in the software or to clock on the TA terminal When creating a user inthe software the value of the password is the same as the given user ID If you also want to use the password on the TA device it must be numerical only and no longer than 5 digits 6 Work schedule You can link the employee to a work schedule see section 4 of this manual E 2 When finished click on the Save button o e WD S 1 6 2 STARTING FROM THE SOFTWARE Go to the User page ALT E U and click on the Add button located at the top right of the page Ta File Edit Report Help i mm E OR mL D Safescan Presence Clock Clock Grid Day eriod tepo ann Department User Work Schedule Planning Device Workcode OQ om om T Export Mail Print Add Refresh B Nousers RFID No Privilege The following pop up will appear The software automatically selects the next free user ID It is possible to change the user ID however due to the way the software and the clock communicate we strongly recommend you to keep the designated User ID Select a department for your user from the drop down list and click on OK You can now enter the user data About User ID s The terminal and the software make use of user ID s to retrieve user information We recommend that you do not change the automatically allocated ID s If you want re use some company specific ID s pleas
10. SICK LEAVE TAY SOFTWARE VERSION ONLY Keeping trace of sick leave there are 2 possible scenarios the employee already has a work schedule or planning or you have to make your planning knowing that an employee is on sick leave Manage sick leave on the clock grid Go to the Clock grid page and select the absent employee Select the day s when the person is sick and right click Select Copy schedule to attendant records a new window will pop up In the work code drop down list select the pre defined Sick work code and click on OK Your employee is now registered as sick for the selected day s 2 3 1 MANAGING SICK LEAVE IN THE PLANNING Proceed as if you were going to plan regular working hours When the confirmation window pops up change the work code to the standard Sick work code 17 07 2014 08 00 12 00 1 John T7 07 2014 13 00 17 00 1 John 16 07 2014 06 00 12 00 1 John 18 07 2014 13 00 17 00 1 John Your employee s sick leave is now managed 2 4 AMENDING OVERTIME TA SOFTWARE VERSION ONLY Over the year your employees may accumulate overtime hours The Amend overtime function of the software will help you manage these overtime hours Go to the User page ALT E U and select the user for whom you want to amend the hours Click on the Amend icon a new window will pop up Su Go to the User page ALT E U and select the user for whom you want to amend the h
11. in the software In the top menu select Edit gt Device or click on the Device icon in the shortcut menu bar keyboard shortcut ALT E E oo E a mw O Workcode peck Grid Day Perio Report Report Department User Workschedule Planni Device Workcode The TA software can communicate with your time attendance terminal by using a USB stick or by connecting your terminal to your network When connected to the network the user clocking data will automatically be transferred to the software For data collection and user synchronisation via USB please refer to the user manual of your TA terminal 1 6 1 USB STICK To set up the USB Stick please click on the Add button located on the top right of the page This will open the following pop up Please specify a name for your device then click on the this computer button and select your language if applicable in the Device Language drop down list The software is now ready to receive data from a USB pen drive f your required language is not present in this list then select Other 1 6 2 NETWORK To set the IP address on your Time Attendance terminal please refer to the user manual of your TA terminal Setting up a connection to a network connected Time Attendance terminal is an automated process Simply click on the Scan button on the top right of the page and a pop up displaying the IP address of your terminal will appear on the screen Clic
12. of the Safescan TA 900 and TA 8000 series terminals For information regarding the setup of the customisable function keys of the terminal please refer to your terminal s manual G a Delete Undo Save EE EE Ee Eee Entree In 0 Sortie 1 Out Fause 2 Break Retour 3 Return lgnore 4 lgnore In the function column give a name to the item you may want to use the same name as the one you entered in the terminal Add Delete Undo Save Add a new item in the In Out translation table Click on the Add icon located on top of the table a new line will appear Meeting In 0 In In the state column report the state you entered in the terminal Function State In Out In 0 In Choose the work code you want to associate to the clocking action In Out translation Function State a In Out Workcode Add Delete Undo Save in 0 in Click on the Save icon located on top of the table Edit an existing item in the In Out translation table Double click on the data you want to edit enter the new data ea Add Delete Undo Gave Click on the Save icon located on top of the table 3 2 LUG The Log screen can be accessed through the menu bar by clicking on File and Log keyboard shortcut ALT F L The log screen displays the actions that have been performed on the device This can be used by Safescan s tec
13. the colour of the work code in the planning and the Clock grid To sum up when creating a regular work code fill in the name the description and choose a colour 1 10 1 REGULAR OUT When a user clocks out using a work code the software considers that the user is still working Using a work code with Regular out checked allows to signify that the user is not working anymore This option can be used for leaving early during work time Example We will use two work codes to illustrate this functionality The first work code is used for work done outside of the office The second one is used for leaving early Regular out is checked Workcode 18 a Early Leave Work code type Scheduled time 2 Paul Mantred Management 13 08 2014 09 00 00 TA 8035 In 2 Paul Manfred Management 13 08 2014 15 00 00 TA 8035 Out Outside 2 Paul Manfred Management 14 06 2074 09 00 00 TA 8035 In 2 Paul Manfred Management 14 08 2014 15 00 00 TA 8035 Out Early L 13 08 Wed 00 12 00 6 00 00 16 00 Outside Corrected by system 42 30 17 30 14 06 Thu 900 12 00 6 00 5 30 2 30 18 30 Early L 42 30 15 00 On the first day 13 08 the user has clocked out at 15 00 with the work outside office work code Regular Out not checked the day is automatically closed at 17 30 time of the work schedule and 2 30 hours are counted as work outside of the office in the work code report Report range Report from This week ga 11 08 2014
14. the menu bar by clicking on Edit and Work Schedule keyboard shortcut ALT E O You can find more information regarding the creation of work schedules in chapter 1 9 of this manual 3 9 PLANNING TA SOFTWARE VERSION ONLY The Planning screen can be accessed through the menu bar by clicking on Edit and Planning keyboard shortcut ALT E P You can find more information regarding planning creation and management on chapters 2 1 and 2 2 of this manual 3 10 DEVICE The Device screen can be accessed through the menu bar by clicking on Edit and Device keyboard shortcut ALT E E Adding a new device on the network or using a USB stick is explained in chapter 1 6 of this manual Name Name IP address Active 192 168 66 120 192 168 66 120 Connected 192 168 66 120 IP address of device 192 168 66 120 Fetching computer name OFFICE PC Communication key Device Language 0 Other lg Fo ot amp _ Synchronize Settime Synchronize workcodes 1 Action bar Depending on your device and depending on how your device communicates with the software some icons will be active or inactive Synchronise TA 655 logs Allows to retrieve the logs from a Safescan TA 655 terminal When the operation is done you will be asked if you want to delete the logs from the device With the memory of this machine being limited it is recommended to delete logs every time they have been transferred into the software
15. work schedule you can fill in 00 00 23 59 in the time plan cell ava Edit Delete Undo plan Save plan Name a Time plan Vacation with WS 00 00 23 59 Day Schedule Evening Schedule Night Schedule We do not need to create a new work code for this template we only need to select standard Vacation work code Save your template by clicking on the Save plan icon on the right side of the screen After that we only need to select the vacation days on the planning and drag and drop our vacation template 9 PJansen 30 06 01 07 02 07 03 07 04 07 05 07 06 07 Week 27 Week 28 o7 o7 08 07 09 07 10 07 TE 11 07 12 07 13 07 Week 79 14 07 15 07 16 07 17 07 j 18 07 19 07 20 07 Week 30 21 07 22 07 23 07 24 07 TE 25 07 26 07 27 07 Week 31 23 07 29 07 30 07 31 07 TE 01 08 02 08 03 08 Employees with planning Vac P 21 07 2014 08 00 12 00 21 07 2014 13 00 17 00 22 07 2014 08 00 12 00 22 07 2014 13 00 17 00 23 07 2014 08 00 12 00 2 07 2014 13 00 17 00 24 07 2014 08 00 12 00 24 07 2014 13 00 17 00 25 07 2014 08 00 12 00 To plan vacation for an employee working with a planning drag a template that you already use for this employee over the days you want to set as vacation days When the pop up window appears change the work code to Vac P Alternatively you can also create a template with the correct number of hours linked to the Vac P work code 2 3
16. 1 NATIONAL HOLIDAYS The planning of national holidays is a straightforward process Go to the Planning page ALT E P and click on the import holidays a button located on the top right hand side of the page Select your country in the drop down list of the window that just popped up Leave the default selected work code Validate your choice by clicking OK Please note If you have deleted the Holiday work code from your work codes list please create a new work code with Holiday time as work code type before importing the national holidays 2 2 2 VACATIONS Planning vacations will differ depending on your employees working with a regular working or planning schedule Employees with regular work schedule ava Edit Delete Undo plan Save plan Name menm Vacation with WS al Schedule ea Evening cherie ae _ Schedule Ga Let s create a template to apply on the planning We will name it as seen previously but instead of creating a planning for the template we will specify a time range in the Time plan cell 9 ovaa Edit Delte Undo plan Sawe plan Name a Time plan Vacation with WS 00 00 2359 Day E a ne Evening Schedule This range has to cover the work schedule linked to the employee In our work schedule example the employee s work schedule runs from 9 00 to 17 00 We can fill in 9 00 17 30 in the time plan cell If you want to cover all types of
17. A only When a user starts in the middle of the year it is necessary to fill the start date so the software can start all calculations with this date instead of the beginning of the year Work Time tab TA only a 5 Save Cancel Annual working hours Annual working hours Work time up to now Work time re 0 00 186 26 186 26 Work time previous month time scheduled Overtime Hours taken Hours planned 187 00 0 34 0 00 1879 00 e 186 2 System data Personal data Work Time Vacation This tab displays information regarding the hours performed The tab is divided into two sections Annual working hours and Work time previous month In the Annual working hours section you can set the number of hours an employee is supposed to work during a year The Work time previous month section displays the work time performed the work time scheduled the overtime the hours taken and the ovetrtime history Sawe Cancel From last year Correction Remaining vacation in hours 34 00 14 00 33 00 Vacation in hours per year Special leave Total hours of vacation for the current year 192 00 0 00 6 00 200 00 Total this and last year Total tim nu 2353200 Hours taken Hours planned Hours remaining 42 30 25 30 165 00 system data Personal data Work Time Vacation Vacation tab TA only It is possible to manage your employees vacations from this tab Please note Vacation data must b
18. MANUAL ENGLISH NEDERLANDS DEUTSCH FRANCAIS ESPANOL ITALIANO PORTUGUES SAFESCAN TA Software TA Software TIME ATTENDANCE SOFTWARE TABLE OF CONTENTS INTRODUCTION AND DIRECTIONS FOR USE 1 THE BASICS 1 1 Minimum system requirements 3 1 2 Installing the software 3 1 3 Activating the software 3 1 4 Screen layout manu bar 3 1 4 1 Tables 4 1 4 2 Filters 4 1 4 3 Most common icons 5 1 5 Language selection 5 1 6 Connecting the software and the terminal s 5 1 6 1 USB stick 6 1 6 2 Network 6 1 7 Creating departments 7 1 8 Creating users 8 1 8 1 Starting from the terminal 8 1 8 2 Starting from the software 10 1 9 Work schedules 11 1 10 Work codes 13 1 10 1 Regular out 14 2 ADVANCED USAGE SCENARIOS TA VERSION 2 1 Planning 15 2 2 National holidays and vacations 17 2 2 1 National holidays 17 2 2 2 Vacations 18 2 3 Sick leave 19 2 3 1 Managing sick leave in the planning 20 2 4 Amending overtime 20 3 SCREENS OVERVIEW 3 1 Preferences 3 1 1 Settings 3 1 2 In Out translation 3 2 Log 3 3 Clock 3 3 1 Adding a clock time 3 4 Clock Grid TA software version only 3 5 Department 3 6 User 3 7 Work code 3 8 Work schedule 3 9 Planning TA software version only 3 10 Device 3 11 Presence 3 12 Day 3 13 Period 3 14 Report 3 15 Work code report 3 16 About APPENDIX Support Firebird database Updates 21 22 22 23 23 24 24 25 25 26 26 26 27 27 28 28 29 29 29 30 30 30
19. Presence Clock Clock Grid Period Report Report Department User Work Schedule Planning Planning mode Planning horizon from to tl WA O Sg Users iy Next month v 01 07 2014 31 07 2014 B EEN Ea User Department User i Mail Add slet Refresh All B 1 Frederic v Planning type Planning view v 2 Day z z View List J Repot adsbr gt Holida y Time plan Work code User name 01 07 02 07 03 07 04 07 05 07 06 07 07 07 08 07 09 07 10 07 11 07 12 07 13 07 f Sn a 1 Frederic Add j Delete Undo plan Save plan Name Time plan Workcode On the right side of the screen you will see an empty table click on the Add icon to create a new schedule template G a Add Edit Delete Undo plan Save plan Name Time plan Workcode You can fill in this window in the same way you filled in the work schedule which was covered in Chapter 1 9 Q a Delete Undo plan Save plan Time plan We can proceed the same way for the two remaining shifts Evening and Night In 17 00 Ou a es a S E Ooo T S S S eee Add Name Time plan Workcode Day Schedule Day Evening Schedule Evening Night Schedule Night Select days on the planning at the left side of the screen and simply drag and drop the desired template A window will pop up giving you the option of leaving feedback on your operation you can still change the associated work code or cancel th
20. Refresh UserID Username Department Work sche Duration Y Balance 01 07 2014 02 07 2014 03 07 2014 04 07 2014 O57 07 07 2014 08 07 2014 09 07 2014 10 07 2014 11 07 2014 12 07 21 50 Frederic Marketing 71 58 71 58 08 00 08 00 08 00 01 09 10 42 17 33 08 00 08 00 2 Eliott Marketing 1 17 E Please note If something seems incorrect in the report there is a strong chance that something is wrong with the clocking data You can look for any error on the Clock screen and correct them 3 14 REPORT The Report screen can be accessed through the menu bar by clicking on Report and Report keyboard shortcut ALT R R a E rri x CJ H leer Vork Schedu e Plann no Device Report range Report from Report to End of day Last month 01 07 2014 g 31 07 2014 E 05 00 User Department User All E All 16 users 11 August 2014 1 20 Date 11 08 2014 Month ly report 01 07 2014 31 07 2014 Time 14 48 05 00 Name ee ee eee Henrich ID 1 Work schedule Std Department ee ee eee Personnel no 123 32 a S BI o 11 08 2014 14 48 E3 TA 965 192 168 66 171 EB TA 855 192 168 66 114 The Report screen allows you to generate reports for any given period in an easy to read layout You will see the Ins and Outs the daily weekly and monthly hours and balance if the user is linked to a work schedule and any remarks you have filled in or left by the system If you are using the TA software you will also have th
21. TIME There are two ways to add a clock time S Safescan You can either click on the Add icon located on the top right side of the screen Time When o7 08 2014 Device TA 8035 192 168 66 156 Remark Both operations will open a new pop up window Change to In l a s T Mail Add Refresh iii Change to Ignore or right click directly in the list Name 45 Smith When 07 08 2014 Time B 12 40 TA 8035 192 168 66 156 Enter all data and press OK to insert the clock time Note The OK button will only become active when all data has been entered 3 4 CLOCK GRID TAT SOFTWARE VERSION ONLY The Clock Grid screen can be accessed through the menu bar by clicking on Edit and Clock Grid keyboard shortcut ALT E L TA File Edit Report Help Report to Report type g 01 01 2014 Department User B 50 Frederic Wed Thu Fri 111 1 29 01 30 01 31 01 01 02 26 02 i H 05 04 30 04 H Y 03 05 28 05 27 02 28 02 01 03 27 05 29 05 30 05 31 05 TITI 31 07 H 02 08 29 07 30 07 m 7 A 2 ME nal ll q q q my ach al E 31 12 2014 Month Weeks Everything T Wed Thu Fri ue hl T T i E T ll ll ll g i P i i ll 08 03 T i i H H T T i ll i tl Hi ll tl Tl ll ll gi aml m T g E 1 Tl Ti T i K Sat Sun Mon Tue Wed Th Fri 12 01 09 02 09 03 ive annn ne TA om on a 0a EET Tl ll
22. Tl T T pi L il 19 01 Y Tl Tl T T kiii ll Tl ll T T pii y I i y W 19 04 I Y T T i Y Tl ll i ji Y i P Y T 19 07 H Y Tl Tl Tl 16 08 Tl i Y i Tl 20 09 17 14 1 1c A 1 Sat Sun Mon Tue Wed Th Fri T i T i i H T T ll ll w T T ll ll ll 1 Tl ll I I T JELY Y Safescan 008000000 The Clock Grid screen displays all clocking data as well as work schedule hours and planned hours It gives a simple and straightforward view over the ins and outs of your employees The screen is divided into three different sections 1 The filters for more information regarding the filters of the software please refer to chapter 1 4 of this manual 2 The main part of the screen displaying the clocking data as well as the planning and work schedules A red exclamation mark is displayed anytime the software detects errors in the clocking sequence 3 The work code legend Shows the colours and the names of the different work codes an You can choose to display this section or not by clicking on the Workcode icon located on the top right side of the filter section 3 0 DEPARTMENT The Department screen can be accessed through the menu bar by clicking on Edit and Department keyboard shortcut ALT E D You can find more information regarding the creation of departments in chapter 1 7 of this manual 3 6 USER The User screen can be accessed through the m
23. aphical planning management tool and advanced work code functionality Register After installing the software will run as TA version for 30 days You can enter your license key at any time While in trial mode the software will show the license management screen upon start up If you have not entered a license key i Current license after 30 days the software will prompt you to do so in order to continue using it If you enter a TA license key you will still be able to run the 30 day No license issued for this software trial of the TA and see for yourself if it is worth upgrading Trial You have 30 days left for evaluation Trial TA Trial TA 1 4 SCREEN LAYOUT MENU BAR The menu bar at the top of the window gives TA File Edt Report Help Menu Bar ay you access to all the screens of the software ax D Del ome O OR Fe Workcode Presence Clock Clock Grid Day Period Report Report Department As with any standard Windows top bar menu you can either make selections with mouse clicks or by using the Shortcuts bar also available through a combination of the ALT and another key This bar gives you access to the mostly used functions of the software such as the reports or the management screens Bill Bill Wilson Brian Brian Jamefield Charlie Charlie Watson Frederic Table Henrich Georges Georges Harris 1 4 1 TABLES Tables Many screens of the software display data in tables These tables share comm
24. are looking for Department filter Gives you all data related to one chosen department User filter Gives you all data related to one specific user Report range filter Select one pre defined range or click on Select at the bottom of the list to choose specific dates in the Report from and Report to filters Report from filter Select the start date of your report range this filter is only enabled if you have chosen Select in the Report range filter Report to filter Select the end date of your report range this filter is only enabled if you have chosen Select in the Report range filter Type filter Present in the graphical screens in Clock Grid as Report type and in Planning as Planning type You can change the way graphical data is displayed on your screen Day Displays all days of the selected period on one line Week Displays the days of the selected period one week per line with Monday being the first column Month Displays the days of the selected period one month per line Month Weeks Displays the days of the selected period one month per line also adds the day names End of day filter In the various report screens of the software you will find an End of day filter It allows shifting of the end of the working day to a given time providing easier reading of shifts going from one day to another For example If the user finishes his shifts around 3 in the morning set the End of da
25. e entered as hours minutes From last year You can fill in the remaining vacation hours from the previous year Correction If you want to amend the vacation balance from the previous year you can do it in this field To add hours simply enter the numbers of hours you want to add HH MM If you need to deduct hours first enter minus sign before the number of hours you need to deduce HH MM The total of the two previous fields will be displayed in the Remaining vacation in hours field Vacation in hours per year Fill in the number of vacation hours available for your employee for the year Special leave In those two fields you can add special vacation hours The sum of the Vacation in hours per year and the Special leave fields will be displayed in the Total hours of vacation for the current year field The total amount of vacation for the year is displayed in the Total this and last Year Hours taken Displays the number of vacation hours already taken Hours planned Displays the number of vacation hours planned but not taken yet Hours remaining Displays the number of vacation still available 3 WORK CODE The Work Code screen can be accessed through the menu bar by clicking on Edit and Work Code keyboard shortcut ALT E W You can find more information regarding the creation of work codes in chapter 1 10 of this manual 3 8 WORK SCHEDULE The Work Schedule screen can be accessed through
26. e operation Click OK to save 02 07 2014 06 00 12 00 1 John 02 07 2014 13 00 17 00 1 John 03 07 2014 08 00 12 00 1 John 03 07 2014 13 00 17 00 1 John Planning mode Planning horizon from to E Users E Next month 0107 2014 By 3107 2014 B D lt User Department User Mail All E 1 John v Planning type Planning view om Month Weeks B3 View List 1 John 30 06 01 07 02 07 03 07 04 07 05 07 06 07 07 07 08 07 09 07 10 07 11 07 12 07 13 07 14 07 15 07 16 07 17 07 18 Juillet Repeat the procedure until you are done with the planning Work code types 7A software only There are 7 different types of work codes which all have a different impact on the calculations in the software Scheduled time Regular working hours Assignment time Can be used for assignment to projects Calculated as normal hours Can be filtered in the planning screen Vacation time The hours of the existing work schedule of the user are converted into vacation hours they are deducted from the vacation hours total Planned vacation time To be used to enter vacations for users without regular work schedules Holiday time National holidays reported as paid days Unplanned time Cancel an existing work schedule It is possible to add Scheduled time or Assignment time over Unplanned time Sick Work code type for sick leave reported as paid time 2 2 NATIONAL HOLIDAYS AND VACATIONS TA SOFTWARE VERSION ONLY 2 2
27. e possibility to display the vacation and overtime hours and amendments as well as the late arrival and early leave times Corrected by the system If you see Corrected by the system in the Remarks column of the report it means that some clocking information is missing for this specific day and that the software took the information of the work schedule to make the calculations Please note If something seems incorrect in the report there is a strong chance that something is wrong with the clocking data You can look for any errors on the Clock screen and correct them Please note Clicking on the Export icon from this page will not generate a CSV file but a PDF file 3 10 WORK CODE REPORT The Work Code Report screen can be accessed through the menu bar by clicking on Report and Work Code Report keyboard shortcut ALT R W The Work Code Report screen allows you to see the amount of time spent on specific tasks or projects The results can be grouped by day person or work code 3 16 ABOUT The About screen can be accessed through the menu bar by clicking on Help and About keyboard shortcut ALT H A The About screen displays information the version of your software and provide several links to Safecan s website Online help Manual Support and Updates APPENDIX SUPPORT If you experience issues problems with the software and need help from Safescan s technical supp
28. e use the Personnel No field in the software When finished click on the Save button You now need to send the user data to the Time Attendance terminal Go to the device page ALT E D and select your device Click on the Synchronize button at the bottom left of the page and a new window will pop up displaying the differences between the e data on software and the device 2 Si Send the data to the terminal by clicking on the PC gt TA icon gt E wi Validate your choice by clicking on the Commit button Your user is now synchronised from the software to the terminal When applicable if you want to register fingerprints for your users please refer to the user manual of your TA terminal Please note If have created a user with more privileges than normal user privileges either in the software or synchronised from the device the software will prompt you for a username and password at startup Password 1 9 WORK SCHEDULES Depending on the use of fixed or variable work schedules with your company the TA software provides you with two ways of applying schedules to your members of staff If your employees work with regular work schedules that do not vary from week to week follow the instructions below If you require more flexibility or variation in the work schedules due to changeable work patterns and or day and nightshifts this will be covered in the chapter
29. eferences keyboard shortcut ALT F P 600 y A RL V Safescan g i Ar VVC uc 5 Clock Clock Grid Perio Report Department User Work Schedule Planning a Delete Undo Save Workcode Meeting Database connection 192 168 66 122 c database tadata fdb Back up 3 1 1 SETTINGS amp 4 Undo Save Click on Undo to reverse your changes or on Save to save them Those two buttons apply to Region Database and Back up Region Select the language for your software Action Close year 7A only The Close Year action allows the transfer of all overtime and vacation hours from the previous year to the current year After clicking on the Close year button the software will generate a report of the modifications NB this action cannot be undone Please make sure that the data from the previous year is correct Database The database connection string determines the path to the database of the software The default value is TADATA FDB For more information regarding the database system used by the software please refer to the Firebird database section in the Appendix of the present document 3 1 2 IN OUT TRANSLATION Back up It is possible to create a backup file of your data This backup can be done manually or automatically The In Out translation table allows the software to deal with the actions performed with the customisable function keys
30. enu bar by clicking on Edit and User keyboard shortcut ALT E U You can find more information regarding user creation and management in Chapter 1 8 On top of your users Ins and Outs management the TA and TA software offers some useful user management features User information is displayed on four tabs System data tab You will find on this tab all information necessary for the communication with your a 5 Save Cancel User ID int email Privilege Status 2 pmanfred mycompany com Administrator Active 5 User name Work schedule RFID No Fingerprints Change Paul Std Fi 12965875 Absent Department int phone x Management Fi 0156789453 Change password Delete System data Personal data Work Time Vacation TA terminal please refer to Chapter 1 8 1 for the description of all common information between the software and the device Personal data tab This tab displays contact information for the selected user You can also fill in the users birthday and the Joined company and Left company dates a 5 Save Cancel First name Street Private phone Birthday Paul A Last name Zip code Postal code Mobile phone Joined company Manfred 02 06 2014 z Personnel no City Private email Left company 814 56 29 09 2014 a System data Personal data Work Time Vacation About the Joined Company date The Joined company date has an impact on the calculation of the overtime T
31. hnical support for troubleshooting 3 3 CLOCK The Clock screen can be accessed through the menu bar by clicking on Edit and Clock keyboard shortcut ALT E C The clock screen displays all clocking data as a list From here you can check edit and add clocking data Anytime an error is detected by the software the In Out state of the line with a suspected error will be highlighted in Red It is important to realise that the software can only provide valid calculation results if it is fed with coherent data The following sequences are considered as valid by the software In Out In Break Return Out In with work code In with work code In In is also considered as valid even though red highlights will be displayed All odd Ins are considered as In all even Ins are considered as Out Please note In order to protect the employer and the employee it is not possible to delete clocking data from the database of the software A clocking item can be set as ignored so that it is not taken into account for the hours calculation Edit Clock time There are several ways to edit a clock time Safescan a Double click on the line you want to edit b Select the line to edit and or c Select the line to edit right click and click on Edit clock time click on the Edit Icon located on the top right side of the screen gt Refresh w ca D Mail Print Add 3 3 1 ADDING A CLOCK
32. k Yes to establish connection between the device and the software The device will appear as connected on the page To edit the terminal information e g the name simply double click on the connected device and you will be able to edit any of the given fields Your terminal is now connected to the software a ul tal H ti a BE CI OLESA Presence Clock Clock Grid y geag Department Nork Schedule Planning Device EEEE Delete Refresh Name IP address 192 168 66 114 192 168 66 114 et Set time Synchronize workcodes ant Logs fror 1 7 CREATING DEPARTMENTS Creating departments will especially when managing a large amount of users help you manage them and their clocking data more effectively It will also allow you to generate reports on specific groups of users or departments In the top menu select Edit gt Department or click on the Department icon in the shortcut menu bar keyboard shortcut ALT E On the Department page in the software you will find one default department Both the name and description are defined by a question mark You can edit this by double clicking the line or by following the steps below Workcode Report Report Department Name Description Name Description Click on the department line the background changes to blue then click on the edit button and a new window will pop up Change the name and the description and click on OK
33. lso used in absence registration B In the top menu select Edit gt Work Code or click on the Work Code icon in the shortcut menu bar keyboard shortcut ALT E od wW The software has some pre defined standard work codes These can be edited and customised to suit your own needs when required Clock Clock Grid Day Period Report Work Schedule Planning Device Workcode Name Description S lt Export Mail Print Add D a Name Description Color 1 Project Assignment time 2 Planned Scheduled time 3 Vacation Vacation time 4 Holiday Holiday time 5 Vac P Planned Vacation time amp 6 Deplan Unplanned time 7 Sick Sick 2 To add another work code click on the add button located on the top right of the page and a window will pop up Explanation Work code This is the work code ID it is not necessary to change it but it is possible to change it e g to reflect an account or job number Name The name of the work code this field is mandatory Description The description of the work code this field is mandatory Work code type There are several different work code types The impact they have on the counting of hours varies from type to type This will be explained in detail in the planning options section When creating regular work codes use Scheduled time Regular out Allows the software to understand the work code has been used to indicate the end of the day Colour Change
34. on features Sort data a s s a T e x 1 7 aas 4 TTE x i N sar Presence Clock Grid Day Perio Report epartm Work Schedule Planning Device Clock Day Period ent User ork Schedule Report range Report from Report to Bi 31 07 2014 a Department User All g All 29 users Us User name First name Last name Department Device Verify Mode Eliott Marketing 30 07 2014 16 35 21 192 168 66 120 Fingerprint Eliott Marketing 30 07 2014 16 35 00 192 168 66 120 Fingerprint Eliott Marketing 30 07 2014 16 34 45 192 168 66 120 Fingerprint Eliott Marketing 30 07 2014 16 22 10 192 168 66 120 Fingerprint Eliott Marketing 30 07 2014 16 17 04 192 168 66 120 E Fingerprint You can sort the data in the tables by clicking on the header of the column you want to sort Another click will reverse the sorting order Rearrange column order You can rearrange the column order in the tables by dragging any header to the desired location Toggle columns visibility A right click on any column will display a list of all columns available to display Click on the column names you want to show hide ne Se we a aa a fe nae 1 ar oe Ow nea Sie a SS o mara ee Sse w oe oe ana Swe n a Serre w tb tr 4 fae 4 Se 1 4 2 FILTERS You will find filters on most screens of the software These filters will help you get relevant data in a quicker and more efficient manner User text filter Enter the first letters of the name of the user you
35. ort click on Help and select Support keyboard shortcut ALT H S this will launch the Safescan remote support software TeamViewerQS Call the phone number displayed on your screen and provide your ID and password to our technicians Allow Remote Control it Please call 31 85 486 77 77 and provide the following ID to our support team YourID 471 917 868 gt 2987 Ready to connect Secure connection WWW teamviewer com Cancel FIREBIRD DATABASE The TA software uses a Firebird embedded database It is possible to copy this database and install it on any computer provided that it is running the Firebird Server software After having changed the location of the database you need to change the connection string in the software Go to the Preference screen in the database connection field enter the new address of the database Click on save The software needs to be restarted For more information regarding the use of Firebird Server with your software please contact our technical support UPDATES Safescan is constantly working to offer you a better user experience We regularly release updates for your software improving current features or adding new ones Every time an update is released your software will give you a notification We advise you to install these updates as soon as they are released
36. ours Edit Save Cancel User ID Int email Privilege Status User name Work schedule RFID No Fingerprints Change Paul Std 5 12965675 Absent Department Int phone g x Management Ry 0156789453 Change password Click on the Amend icon in the top bar of the user information tab Amend Int email Privilege Status 3 m ellis safescan com User Fi Active User name Work schedule RFID No Fingerprints Change Marc standard Bo Absent Department Int phone x Finance A new window will pop up you can choose when to amend the overtime balance You can select a type of amendment Paid hours the hours are deduced from the overtime balance they are shown as paid hours on the report Vacation hours the hours are deduced from the overtime balance and added to the vacation balance Other hours the hours are deducted from the overtime balance You can enter a remark to give more details on the report Click on OK when finished NB if you want to add hours instead of deducting place a minus sign before the amount of hours A window will pop up prompting you to confirm your choice You will see list of all amendments made in the report page Value Type Updater Commert 2 00 Vacation Jean Added 2 vacation hours 2 Paid Jean Sum Paid 2 00 Vacation 2 00 3 SCREENS OVERVIEW 3 1 PREFERENCES The Preferences screen can be accessed through the menu bar by clicking on File and Pr
37. p the clocked lunch break we will set up a third line As the employee s go to lunch at the same time every day we can use one line even though the start and end times of the day vary We will indicate that employees have a clocked break between 12 00 and 13 00 First we select the days from Monday to Friday then we will change the start type to Excl break and fill in the start time and the end time a 5 Save Cancel Name Description Standard Regular 9 5 Mon Tue Wed Thu Fri In Mon Tue Wed Thu Fri Excl break Our work schedule is now completed we can save it by clicking on the Save icon at top of the schedule If the icon stays inactive it AA means that there is a conflict in the schedule that will need solving Regarding the start types There are four different start types In used to notify the start of the working day Break Incl Is used if the breaks are part of the working day This is for information purposes only and has no impact on the total worked hours Excl break Use Excl break when employees clock in and out for their break Break impl Is used if you want break s to be deducted automatically from the total worked hours without the employees clocking for it 1 10 WORK CODES Work Codes are a key element of the TA software and they can be used for several different purposes They can be used to specify time spent on specific projects but are a
38. y filter 04 00 If your users do not work after midnight leave the filter to 00 00 1 4 3 MOST COMMON ICONS You will find the following icons on several screens of the software Generates a CSV file with the data of the current table After clicking Export a dialog box will pop up prompting you to give aname and a location for the CSV file Note there is one exception clicking on Export from the Report screen will generate a PDF file Generates a PDF file of the current table and attaches it to an email message For this function to work you need to have a mail client SK software such as Outlook installed on your PC S N Sends the data of the table to your printer Gets the latest data from the terminal and the database I 1 0 LANGUAGE SELECTION During the installation you were prompted to select the desired language If the selection was correct you can proceed directly to the next point If you wish to change your language select File gt Preferences from the top menu Keyboard shortcut ALT F P Select the desired language in the language drop down list Click on the Save icon on the left of the screen A pop up window will appear inorming you that the software must be restarted Aa Next time you start the software it will be displayed in the selected language 1 6 CONNECTING THE SOFTWARE AND THE TERMINAL S The connection to your Time Attendance terminal can be set up from the Device page

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