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Lathem FR700 User's Manual

1. LATHEM Model FR 00 User s Guide Home Timecards Scheduling Repons Terminal Manager Setup 28 203 230 Pay Gass Poll Recalculate Refresh Global Layout Epot Cose Help Terminals 2 Ets Data Recalculate Refresh Global View Select Pay Class Cose Epot Help AAA Ticsoey November 09 2010 thru Monday Noveribe 15 2010 IA DA SY Filter 23 Group By E Columns Mv employee by name E Insert os Delete a Exception G Notes E Columns Z Settings Name Approved Number Total Time Total Wages Regular Overtime 1 Employee Information Baker Angie ial n 04749 62070 04000 00749 Name Baker Angie F Approved Dowty Mim o s oss51 S142 os000 00551 period 11 09 10 Tue thru 11 15 10 Mon Dryer Barbara o 4 048 15 57613 0000 00815 Dryer Wiliam o w 04639 susze 040 00 00639 ate 1200 GrossPay 362070 Ellenwood Heather E 6 04619 39580 0400000619 Golden Celeste E 3 O80 52250 04000 00610 Hudson Cathy o r O89 57722 0000 00619 Justice Julio 17 oes 31425 04000 00815 Killebrew Thomas 6 047 31 410 20 040 00 00731 Kraft Carman 8 048 26 36820 04000 Richardson Mitch EO 1 w72 s75 w000 Thomas Kenneth 1 s 4831 4539 000 Thomas Tim A s 0944 655 20 Walls Abby A u 008 787 20 Wilis Cathy B 2 062 47073 e Actual Punches 07 08 www lathem com THIS EQUIP
2. Software CD FacelN Terminal Zs AC Wall p Wall Mount Template SL remet Cable Mounting Screw Packet 4 Screws to install the mounting plate to the wall 4 Anchors use for masonry wall installation 2 Philips Head screws to install the FacelN terminal to the mounting plate Pencil Opti onal Power Philips Head Drill amp Drill Bits Screw Driver PAYCLOCK amp FACEIN USER S GUIDE System Requirements You must verify that your system meets ALL of the minimum requirements listed below in order to run PayClock on your computer Do not install the software if your system does not meet these minimum requirements Requirements Processor 1 GHz or higher Operating System Microsoft Windows 32 Bit or 64 Bit XP SP2 or later Vista Windows 7 Server 2003 or 2008 Standard or Enterprise Edition Memory 1 GB of RAM or higher Hard Disk Drive Up to 450 MB free disk space up to 1 GB if the INET framework is not installed Display 1024x768 or higher resolution CD ROM Drive Required Internet 56 Kbps broadband recommended for online features services Printer Any printer compatible with Windows XP SP2 or later Network Interface Network adaptor configured for TCP IP connected to a switch on LAN network Additional Software Microsoft Net 3 5 SP1 included in the installer Internet Explorer 7 0 or later PAYCLOCK amp FACEIN USER S GUIDE Install the FaceIN T
3. Refresh Global Layout Standard v Epot Cose Help Teminals s Edts Data Recalculate Refresh Global View Select Pay Class Epot Close Help BA Sunday July 11 2010 thru Saturday July 17 2010 gt The Data button group contains the Poll Terminals button which will poll the terminal s connected to the PayClock system 1 Select the Timecards tab on the ribbon bar and click on the Poll Terminals button 2 Click Poll button or select the desired terminal from list and click Poll button 3 The punch data will be retrieved from the terminal and added to the database 4 You are now ready to view modify or report on the polled data See Appendix C Automatic Polling for detailed information on setting up the automatic polling of FaceIN terminal 72 PAYCLOCK amp FACEIN USER S GUIDE Automatic Polling PayClock allows you to set up automatic polling of the FaceIN terminal s With automatic polling you are always working with the most current punch data Activating the Automatic Polling 1 2 3 4 Open the PayClock software and select the Terminal Manager tab Select the desired terminal from the list the terminals properties will display as a set of tabs on the right Click on the Update Poll Schedule tab Select the Enable Auto Poll for this terminal option To poll every X minutes e Select the Poll Clock every option e From the list choose to
4. See the PayClock Help for detailed information on Global Scheduling 63 PAYCLOCK amp FACEIN USER S GUIDE Reports The Reports tab of the ribbon bar is used to obtain reports on the information that is stored in the database When you click on the Reports tab you will see 3 areas the Report Ribbon Bar the Report Category List and the Report Toolbar with Viewer es Home Tecate Scheduling Repots Tomna Manager E R z GS saot Pma 9 790 a 2 Senders 5 Ho mm Ribbon Bar Pay Oms Ho Monday Ocidar 25 2010 tire Sunday November 07 2010 BHO Filtering Employees for a Report Singie ciick the desired report in the lit and then click the Select Employees button Running a Report with the Default Options Double click the report mame in the Iht Report Category List Running Reports The Reports tab is used to view reports on employee data The Reports Ribbon Bar has the following button groups Export Print Settings Refresh Navigation Pay Class Pay Period Grouping and Help You can run reports on the open pay periods closed pay periods or for a date range Note Certain reports allow you to drill down to see more detailed information The Report Category List area is where you choose which report you want to display in the viewer The list of available reports is populated when a report category is selected The available categories are All Reports Most Recently Used My Reports Payroll Reports Att
5. You can use the Insert Amounts button to add an amount to the timecard An amount could be considered a dollar value for example 25 in tips e Select the Timecards tab on the ribbon bar and click on the desired employee from the Employee List The employee s timecard will display e At the timecard table toolbar click the Insert button and select Amounts The Add Amounts window will open e Click the New button e Select the date to apply the amount e Select the pay code to apply the amount for example Tips e Enter the amount for example 25 00 for 25 dollars e Click the Save and Exit button The amount will be added to the timecard if you have the Tips column visible the amount will display in the column Adding a Timecard Note The Timecard notes feature allows you to insert a text note for an employee on a specific day date For example John Doe called in sick on Monday so you might want to attach a note on John s timecard for Monday that he called in sick Note Timecard notes will also display on reports After a note is added a note symbol will display on the date cell To see the text of the note move the mouse over the symbol 56 PAYCLOCK amp FACEIN USER S GUIDE e At the Timecard toolbar click the Notes button the Note Editor window will open e Enter the text for the note up to 500 characters can be entered e Click the Save button the note will be added and an icon a will display id
6. complete the registration Hair Style If the employee has a hair style that has their hair covering or blocking their eyes move the hair away from the eyes during the registration process When Please Swipe Card displays present the card at the terminal Position the employee so the face is in the middle of the two cameras with 9 to 25 inches between the face and the terminal The image collecting screen will display start the face recognition enrollment Perform 2 small head circles to the right Perform 2 small head circles to the left Move the face closer to the terminal until the white dashed square appears Move the face back until there is 9 to 25 inches between their face and the terminal Turn the head fully to the right Turn the head fully to the left Raise the head up slightly Lower the head down slightly Move the face back from the terminal until there is 9 to 25 inches between the face and the terminal if adjust positioning message is still displaying 82 PAYCLOCK amp FACEIN USER S GUIDE Resume small head circles to the right if adjust positioning message is still displaying The progress bar at the bottom of screen will display the process of the imaging When the face is enrolled the terminal will display Permit Open Door press ESC When Permit Attendance displays press OK Note You must press OK otherwise punches will not be recorded for polling The screen w
7. FACEIN USER S GUIDE 3 Click OK and the software will open A welcome tone will let you know that PayClock is ready for use Create and Change Your Password You should create your own unique password to protect sensitive payroll data la a Old Password New Password Confirm New Password At the Log In screen click the Change button Type in your Old Password remember the default is lathem Type in your New Password the one you would like to create Confirm your new password by typing it in Click OK to finalize the change 2 PY NS NOTE Passwords are case sensitive and may be up to 11 characters Register Your PayClock FaceIN System You may register your system anytime within 30 days of installing the software If after 30 days you haven t registered your system you will be required to do so before continuing to use the software 32 PAYCLOCK amp FACEIN USER S GUIDE There are three ways to register your software Complete the Registration Wizard by clicking the Register Now button on the Get Started window that appears upon log in Fill in the requested information and submit If you do not have an internet connection select Print at the end of the wizard to print and fax your information to the help desk at 1 800 252 2208 Call the help desk at 1 800 241 4990 and select option number 1 from the telephone menu to speak with a representati
8. Getting Started window click the Setup Now button or click the Setup tab on the ribbon bar Q Get Started asics by helping you navigate through the software tn about 10 Use the buttons on the Setup tab to set up your basic company structure Pay Period Setup e At the Setup tab click the Pay Class button e Select the Standard pay class item from the List box on the left side of the window The Standard pay class will open on the General tab e Select the Pay Period Type The available options are Weekly Bi Weekly Semi Monthly Monthly and Custom e Set when the pay period starts under the Current Pay Period date field Click the Help button is you need assistance setting up the pay period e Click Save to keep your changes Overtime Setup e With the Standard pay class item still selected click on the Overtime tab e To set up daily overtime select the pay code and set the limit 35 PAYCLOCK amp FACEIN USER S GUIDE e To set up weekly overtime select the pay code and set the limit Click the Help button is you need assistance setting up the overtime e Click Save to keep your changes Rounding Setup e With the Standard pay class item still selected click on the Advanced tab e Select the rounding option Note The Not Selected option will set the rounding to true time or minute to minute Click the Help button is you need assistance set
9. S GUIDE Set up an Administrator After setting up the network communications you will need to set up at least one administrator Note You can have up to 5 administrators Press the MENU key the Functions Menu will open Press 1 the Set Admin menu will open From the Set Admin menu press 1 Admin 1 The image collecting screen will display Position the face in the middle of the two cameras with 9 to 25 inches between the face and the terminal The image collecting screen will start the face recognition enrollment Perform 2 small head circles to the right Perform 2 small head circles to the left Move the face closer to the terminal until the white dashed square appears Move the face back until there is 9 to 25 inches between the face and the terminal Turn the head fully to the right Turn the head fully to the left Raise the head up slightly Lower the head down slightly Move the face back from the terminal until there is 9 to 25 inches between the face and the terminal if adjust position message is still displaying Resume small head circles to the right if adjust position message is still displaying The progress bar at the bottom of the screen will display the process of the imaging 11 PAYCLOCK amp FACEIN USER S GUIDE When the face is successfully enrolled the terminal will display Add as User Ask yourself this question Will the administrator be using the door access function
10. Searching for Exceptions After selecting the exceptions to track select the first employee in the Employee List At the timecard toolbar click the Exception A Exception button and select Next Exception This scans through the timecards moving forward in the employee list looking for exceptions To scan backwards in the employee list select Previous Exception PayClock will highlight the timecard cell in red once an exception is found You can correct or approve the exception Then click Next Exception to continue searching for additional exceptions If none are found PayClock will display the message No Exceptions Found Using the List Tab of the Timecard Table The Timecard Table has two tabs Timecard and List Timecard tab This tab is used for the typical editing and viewing of punch data List tab This tab is designed specifically to be used to view the photos of employees who punch the FaceIN terminal using the Card Verification method The Card Verification method only requires that the employee present the badge and then the FaceIN terminal takes a snapshot of the person presenting the badge 58 PAYCLOCK amp FACEIN USER S GUIDE This allows the PayClock user to verify that the correct employee presented the badge and no buddy punching has taken place See the sample below To enlarge the photo float the mouse over the image fe Insert iig Delete QS Exception G Notes Columns Z Settings Vie
11. THE FACEIN DIRECTLY TO THE APPENDIX D FACEIN WAN INSTALLATION cccccsssssssssevseseesevseee 87 APPENDIX E PAYCLOCK CLIENT SOFTWARE WAN Copyright 2010 Lathem Time Corporation All rights reserved Reproduction of this document in whole or in part is strictly prohibited This document may contain typographical or copy errors PayClock Lathem the Lathem logo and all other Lathem product names mentioned in this document are registered trademarks of Lathem Time Corporation All other products brand names or company names mentioned in this document are properties and trademarks or registered trademarks of their respective companies Quick Start Steps Ag Verify the contents of your system For more detailed information turn to page 6 Terminal Installation 1 2 Separate the mounting plate Install the T plate to the from the FaceIN terminal by wall using the supplied wall removing the Philips head mount screws Note For best screws Kean the screws for visibility mount the terminal for later See page 8 for more the shortest employee taller details employees can bend down Ji t t 3 4 Plug the RJ45 network cable Align the FaceIN terminal with into the Ethernet port and the the pins on the o T plate Power Adapter plug into the and secure the two together with Power pees port which is the 2 Philip head screws Be located in the compartment on careful not to pinch the AC cord back of the terminal When
12. Terreiae Managemect Wwizaed The Employees button has nine tabs General Overrides Schedules Benefit Time Departments Personal Messages Terminals and Advanced General Tab Set up employee s name badge and PIN Overrides Tab Override global break settings for an employee Schedules Tab Assign shifts to an employee Benefit Time Tab Track benefit time for an employee Departments Tab Assign optional departments to an employee Personal Tab Set up employee addresses and contact information Messages Tab Assign messages to display at the terminal Terminals Tab Maintain employee assignments to terminals Advanced Tab Override the maximum work day length and maximum hours out rule for an individual employee 40 PAYCLOCK amp FACEIN USER S GUIDE Add New Employees General Tab After adding the employees click on the Terminal Manager tab and update your terminal s 1 From the Ribbon Bar click the Setup tab and click on the Employees button The Employees window will display 2 Click the New button the next available blank employee template will display 3 Type in the employee s last name first name and middle initial NOTE What you enter as the employees First Name will display at the FaceIN terminal If you have more than one employee with the same first name use the Name at Terminal field 4 Inthe Badge Number field enter the badge number to use for punching in and out Each b
13. Transfers Adding 54 PAYCLOCK amp FACEIN USER S GUIDE E Editing Timecards 45 Employee PIN 42 Employee Advanced Tab 44 Employee Button 40 Employee List and Toolbar 46 Employee Number 42 Employees Tab FaceIN 67 Enrolling Employee Faces 15 Enrollment Guidelines 15 Exception Filter 57 Exporting Data 60 Exporting punches to a USB drive 77 F Face amp PIN Verification 17 Face enrollment guide 13 FaceIN Startup 10 FaceIN WAN Installation 87 Features amp Specifications 2 Filtering the Employee List 46 G Global Scheduling 63 H Hardware Troubleshooting 74 Help 3 Home Department 42 Home Tab 30 How the FaceIN works 1 PAYCLOCK amp FACEIN USER S GUIDE Install the PayClock Software 24 Installing the FaceIN 8 L List Tab Timecard 49 Logging In 31 Maintaining 52 Messages Tab 44 Minimum PayClock Set up 34 O One Time Department Change 55 One Time Shift Change 55 Overrides Tab 43 Overtime 35 P Package Contents 6 Password 32 76 Pay 35 PayClock Client Installation 26 PayClock Client Software WAN Installation 89 PayClock orb 30 Personal Tab 44 Polling the FaceIN 72 Product Overview 1 Purpose of this User s Guide 1 PAYCLOCK amp FACEIN USER S GUIDE R Recover Tab FaceIN 69 Registering PayClock 32 Re opening a closed pay period 61 Reports 64 Reports Tab 30 Rounding 36 Running Reports 64 S Salaried Emp
14. a successful punch When you re ready you simply poll the terminal to add the punches to the database PAYCLOCK amp FACEIN USER S GUIDE IMPORTANT The FaceIN terminal operates independently from the computer where the PayClock software resides The employee punches are retained in the terminal s memory and when you are ready simply poll the terminal Features and Specifications Full Color 3 5 Display Proximity Badge Reader Touch Sensing Keypad Access Control Relay Dual Camera System Infrared LED Lights USB Flash Drive Port Ethernet Network Port e Embedded facial recognition system Advanced DSP technology keeps the image processing and matching on the terminal e Accurate and fast identification The industries leading Dual Sensor facial recognition technology e Reliable performance under different light environments The terminal can work in different light conditions even in the dark Over one year of market testing e Flexible I O interfaces Internet Protocol TCP IP enables communications over the LAN USB allows for employee data upload or punch download using a USB flash drive e User friendly design 3 5 inch color LCD screen for face positioning with voice prompt No touch authentication for the ultimate in hygiene e Easy to use PayClock software automatically calculates worked hours including overtime tracks sick and vacation time and provides dozens of standard time and labor re
15. and press OK e The FaceIN terminal will restart automatically Note You may have to enter leading zeros when entering the addresses For example the address 10 0 0 1 would be entered as 010 000 000 001 at the terminal 84 PAYCLOCK amp FACEIN USER S GUIDE Step 4 At the PayClock software Open the PayClock software and click on the Terminal Manager tab Click the Add Terminal button and select FaceIN Enter the IP address given to the FaceIN in the IP Address field Click Save Click the Test Connection button and verify the communications More Information To access the NIC settings follow the steps for the appropriate Windows operating system Windows XP Click Start gt Control Panel gt Network Connections Right click on the desired connection in the list and select Properties Select the Internet Protocol TCP IP item Click the Properties button Choose Use the following IP address Enter the values outlined in this document Click OK and then click Close Windows Vista Click Start gt Control Panel gt Network and Internet View Network Status and Task gt Manage Network Connections Click on Manage Network Connections Right click on the desired connection in the list and select Properties Click Continue on the User Access Control message Select the Internet Protocol Version 4 TCP IPv4 item Click the Properties button 85 PAYCLOCK amp FACEIN USER S GUIDE e C
16. and time of the punch Clocking IN Out Card Verification The Card Verification method only requires that the employee present their badge and then the terminal will take a snapshot of the person presenting the badge no facial verification occurs 22 PAYCLOCK amp FACEIN USER S GUIDE Move the badge over the badge reader symbol on the front of AD When the badge is in close proximity to the FaceIN a confirmation beep will sound and prompt the employee to take a photo The employee should step towards the terminal a snapshot will be taken of the person presenting the badge The terminal will play a confirmation sound and the screen will display the employee s first name and time of the punch 23 PAYCLOCK amp FACEIN USER S GUIDE Install the PayClock Software The PayClock install loads the client and server application as well as your database CAUTION Before proceeding with your PayClock installation verify that your PC meets ALL of the System Requirements listed on page 7 Standard Install Follow these instructions for these scenarios whether it is a new install o J Of r an upgrade You want PayClock to only run on one computer You want to install the PayClock Server in multi user system The multi user license must be activated if you wish to access the PayClock software from different computers on your network Additional license fees may apply You will have to register your Pay
17. different from that to which the receiver is connected Consult the dealer or an experienced radio TV technician for help This Class B digital apparatus complies with Canadian ICES 003 Cet appariel numerique de la classe B est conforme a la norme NMB 003 du Canada Zo Lathem Time Corporation 200 Selig Drive SW Atlanta Georgia USA 30336 800 241 4990 404 691 0400 www lathem com Copyright 2010 Lathem Time Corporation All rights reserved Revised 11 09 2010 Document Number USG0094 CONTENTS QUICK START STEPS scsccsssssssessssessessesessersssessessesessessesessersesesserseseseers V WELCOME cssssssserssssrsersessrsersessrsersessrsessessssessesensessesessessesensesensessesensessesenees 1 PACKAGE CONTENTS sccscssssssssssssesssscssensessescsesscnessesssnevseseeserseseesens 6 SYSTEM REQUIREMENTS scscssssssssssssesssssssessesessssevsssessessesersesesnens 7 INSTALL THE FACEIN TERMINAL cscssssssssssrsesssssreesseserssssereeseeees 8 FACEIN TERMINAL STARTUP cccsssssssssssssrsesssssrsessccsssesessseecenees 10 FACE ENROLLMENT GUIDE ccssssssssrsssesssrsessessssessssnsessesersseeees 13 ENROLLING EMPLOYEES AT THE TERMINAL uu csessseseeee 15 USING THE FACEIN TERMINAL ccccsssssssssrssssessrsesssssssessessneessnees 20 INSTALL THE PAYCLOCK SOFTWARE ssccssssssssssssessessesessessesessessrsesees 24 SETTING UP A MULTI USER SYSTEM cccssssssssssssssssesesss
18. finished plug the Power Adapter into an AC wall outlet Terminal Startup Set up the network communications Press the MENU key the Functions Menu will open Press 4 the System Setting menu will open From the System Setting menu press 2 Set Network Enter the IP Address for the terminal and press OK Enter the Mask Code and press OK Enter the Gateway Address and press OK The terminal will automatically restart For more detailed information turn to page 10 Note You may have to contact your network administrator if you are unsure how to set up the network communications Set up the first Administrator Press the MENU key the Functions Menu will open Press 1 the Set Admin menu will open From the Set Admin menu press 1 Admin 1 Position your face and follow the prompts For more detailed information turn to page 11 Software Installation 10 Verify System Requirements Verify your computer meets the Minimum System Requirements listed in this User Guide turn to page 7 Install the PayClock Software For more detailed instructions turn to page 24 Important Notes Make sure your screen saver is not showing before inserting the installation CD s Open and close the CD ROM drawer if the CD is not recognized when inserted Open PayClock Open the PayClock software by clicking on the PayClock Icon The default password is
19. open PayClock select the Terminal Manager tab and click the Test Connection button The FaceIN terminal will be operational Update the FaceIN terminal and enroll the employee faces 88 PAYCLOCK amp FACEIN USER S GUIDE Appendix E PayClock Client Software WAN Installation These instructions identify the steps to configure the PayClock Client softwate to communicate with the PayClock database server across the internet Important Notes WAN Installation Requirements e There must be a VPN tunnel connecting the local and remote sites e The network administrator may be required to configure the network routers to route the ports used by the PayClock Client and PayClock database server e A static IP address is required on the computer designated as the PayClock database server e PayClock must be licensed as a Multi User system additional license fees may apply Important Port Information The following ports are used for this type of installation e 7350 PC600 Service e 7351 PC600 Auto Poll Service e 2638 PayClock Database Server Step 1 Computer where the PayClock database server will reside e Install the PayClock Server Standard Install e Print out the Server Summary information Note If the Server Summary information was not printed during the installation follow these steps to access the information e Open the PayClock software e Click the PayClock orb on the upper lef
20. or punching In and Out on the terminal Yes The administrator will be using the door access function or punching In and Out at the terminal If the administrator will be punching In and Out or using the door access function at the terminal press the OK key The Input User No screen will display Use the numeric keys to enter the user number and press OK This should be the same as the PIN number you will enter into the PayClock software The user number can be from 1 to 9999 Using the index numeric keys enter a name This should be the same as the first name you will enter into the PayClock software After pressing the desired index numeric key use the t to move through the available letters To change to caps press the index numeric key with the desired letter and press the ESC key The letter group will change to caps After entering the name press the OK key Select the verification method to use for this user A user can punch In and Out using one of four methods Face Pin and Face Card or Card and Face No The administrator will not be using the door access function or punching In and Out at the terminal If the administrator will not be punching In and Out or using the door access function at the terminal press the ESC key The screen will display Register Finished and will return to the Set Admin menu Press ESC and ESC again to return to the normal time date screen 12 PAYCLOCK amp FACEIN US
21. poll the clock every 1 2 3 4 5 10 15 30 45 or 60 minutes o Set the time to begin the polling for the selected day s the default is 8 00am o Set the time to end the polling for the selected day s the default is 8 00pm e Select the days of the week to have the auto poll active the default is Monday through Friday e Click Save the automatic polling will activate on the desired day s at the minutes selected To poll specific times e Select the Poll Clock at these specific times option e Set the first time the poll is to happen and click the Add button e Continue adding the times the poll is to happen e Select the days of the week to have the auto poll active the default is Monday through Friday e Click Save the automatic polling will activate on the desired day s at the times defined 73 PAYCLOCK amp FACEIN USER S GUIDE Hardware Troubleshooting The following section contains common questions and problems as well as their appropriate resolutions To view a complete list of common problems and their solutions please visit our knowledge base located online at http support lathem com Issue Resolution I can t communicate Make sure that all connections are secure and the with the FaceIN cables are intact terminal Make sure that the network cable is securely securely of the terminal Make sure the network communication settings are connected to the Ethernet
22. the Pay Period The Close button group contains the button which allows the user to close out the pay period The close process locks the timecard data and no edits can be made Note You can not close a pay period if other users are logged into the PayClock software After you close the pay period you can still run reports and exports but you cannot edit the closed data Make sure that you have finished making all your changes before closing your pay period Note A closed pay period can be re opened for the purpose of making a forgotten edit but caution should be used Payroll rules may have changed since the pay period was closed and once a pay period 60 PAYCLOCK amp FACEIN USER S GUIDE is re opened it will be recalculated using the rules at the time of the re open if changes are made to an employee s timecard data See the PayClock Help for detailed information on closing or re opening a pay period Close the Pay Period e Select the Timecards tab and click the Close button The Select Pay Period window displays e Select the desired pay class and click OK e When the Close Procedures window opens verify that the dates for the pay period being closed are correct amp WARNING If you are not sure you want to close the pay period click CANCEL e Type the word YES in the box and click OK with your mouse Re opening a Closed Pay Period A closed pay period can be re opened for the purpose of making a for
23. the changes H PayCloc Home Timecarde Scheduling Regents Temis Manage Setup PASTIS SADLO Dete And Rebesh Poll Selected PoiN Update Seincted Update AE ispod Sme Hep Temna Terminals Temna Temna Punches Terminals Pol Update ipot Sme _ Help Help _ Commection Employees Settings UpdatelPoll Schedule Recovery Connection information Device Nickname Breskroom Last Polled Last Updated IP Address 10 0 6 1 _ Test Connoction 1 From the Ribbon Bar click the Terminal Manger tab The Terminal Manager window will open 2 Click Update All Terminals or select the desired terminal from list and click Update Selected Terminal 3 The employees created in PayClock will be sent to the terminal s and you will be ready to enroll the employee s face 71 PAYCLOCK amp FACEIN USER S GUIDE Polling the Terminal When you poll a terminal you retrieve the punch information from the terminal and the punches are placed in the database making the data available in the PayClock software It s a good practice to poll your terminal everyday or even better activate the automatic polling If you can t poll everyday you should poll the terminal before making any edits in the PayClock software By polling everyday or before making any edits you can be sure you are working with the most current data Polling from the Timecards Tab Timecards Pa is Ez Select Pay Class amp Pol Recalculate
24. the ready select the verification method to use for the employee Verification Methods Typically for a normal employee you would select Face recognition for a temporary employee select Card recognition for higher security select either Pin and Face or Card and Face recognition Face PIN amp Face Verification Method When enrolling employee faces take the following into consideration Eye Glasses It is recommended for the employee to enroll with the eye glasses on for half the process then remove the eye glasses and complete the registration Hair Style If the employee has a hair style that has their hair covering or blocking their eyes move the hair away from the eyes during the registration process e Position the employee so the face is in the middle of the two cameras with 9 to 25 inches between the face and the terminal e The image collecting screen will display start the face recognition enrollment e Perform 2 small head circles to the right e Perform 2 small head circles to the left e Move the face closer to the terminal until the white dashed square appears 80 PAYCLOCK amp FACEIN USER S GUIDE Move the face back until there is 9 to 25 inches between their face and the terminal Turn the head fully to the right Turn the head fully to the left Raise the head up slightly Lower the head down slightly Move the face back from the terminal until there is 9 to 25 inches between the face and
25. the terminal if adjust positioning message is still displaying Resume small head circles to the right if adjust positioning message is still displaying The progress bar at the bottom of screen will display the process of the imaging When the face is enrolled the terminal will display Permit Open Door press ESC When Permit Attendance displays press OK Note You must press OK otherwise punches will not be recorded for polling The screen will display Finished and will return to the Input User No screen Continue with the next employee or press ESC ESC and ESC again to return to the normal time date screen Card Verification Method When Please Swipe Card displays present the card at the terminal When the card is enrolled the terminal will display Permit Open Door press ESC When Permit Attendance displays press OK Note You must press OK otherwise punches will not be recorded for polling The screen will display Finished and will return to the Input User No screen Continue with the next employee or 81 PAYCLOCK amp FACEIN USER S GUIDE press ESC ESC and ESC again to return to the normal time date screen Card amp Face Verification Method When enrolling employee faces take the following into consideration Eye Glasses It is recommended for the employee to enroll with the eye glasses on for half the process then remove the eye glasses and
26. Clock software first in order to activate the multi user license 0 Run the PayClock Setup Program Go to the computer where you want to install PayClock Make sure your screen saver is not showing before inserting the PayClock CD Insert the PayClock CD into your computer s CD ROM drive Note If you are installing on Windows Vista or Windows 7 you may have to click Allow or Yes at the User Account Control confirmation window The Setup program should run automatically If not follow the steps below gt Click Start My Computer or Computer 24 PAYCLOCK amp FACEIN USER S GUIDE gt Double click on the drive that contains the PayClock installation CD Follow the Setup Steps It may take the install a few minutes to start please be patient From the Install PayClock window click on Next Read the License Agreement and select I accept the terms of the license agreement and Next to move forward The Standard Install Recommended will be selected click Next to continue At the Ready to Install screen click Next At the Server Summary screen click the Print button this data may be needed at a later time Click Next to move forward At the Installation Complete screen click Finished LJ Open PayClock After installing you can run PayClock by clicking its icon The default log in is Admin with the password lathem L PayClock Product Registration From the Getting Started window register Pay
27. Clock via the Internet or phone You must register within 30 days of installing the software Note You cannot activate the multi user license until you register PayClock 0 Purchase Features Contact the help desk by calling 1 800 241 4990 or visit http shop lathem com to purchase accessories and software modules Options include employee capacity upgrades multi user long reach cables additional badges badge racks and more 25 PAYCLOCK amp FACEIN USER S GUIDE Client Installation in a Multi User System Follow these instructions when you want to run PayClock on more then one computer These client instructions apply whether it is a new install or an upgrade The PayClock Server must be installed before installing the Client software Note The multi user license must be activated if you wish to access the PayClock software from different computers on your network Additional license fees may apply In order to activate the multi user license you will have to register your PayClock software first LJ Run the PayClock Setup Program e Go to the computer where you want to install the PayClock client e Make sure your screen saver is not showing before inserting the PayClock CD e Insert the PayClock CD into your computer s CD ROM drive Note If you are installing on Windows Vista or Windows 7 you may have to click Allow or Yes at the User Account Control confirmation window e The Setup program should run automa
28. ER S GUIDE Face Enrollment Guide Follow these guidelines for trouble free enrollments During the enrollment process the employee should keep their eyes centered on the screen at all times Try to keep a solid green box around your face by following the steps below Position yourself and bend The line of squares at the at the waist to bring your bottom of the screen indicate face 1 2 5 ft from the how much data is needed to screen on the terminal complete the enrollment The white dashed box is Slowly make an imaginary circle preparing to locate points with your nose Two small Identification images will citcles to the right and two to only be taken when the green the left while keeping your box appears around your eyes centered on the screen face 13 PAYCLOCK amp FACEIN USER S GUIDE T wawnmmeenccocccso Slowly move your face Slowly turn your head closer until the white fully to the right and dashed frame appears then fully to the left all and then move away until the while keeping you the white dashed frame eyes centered on the appears screen Tilt the head down slightly If you wear glasses all of chin lowered while the time or on occasion keeping your eyes on the you must initially enroll screen then tilt the head with your glasses on back slightly chin upward sunglasses or dark tinted glasses are not allowed Once the progress bar indicates enroll is 50 complete REMOVE YOUR G
29. LASSES and complete the enrollment without your glasses on 14 PAYCLOCK amp FACEIN USER S GUIDE Enrolling Employees at the Terminal The FaceIN terminal utilizes an embedded facial recognition system meaning that employees will punch in and out by presenting their face in front of the terminal s Dual Camera System The FaceIN terminal verifies the face image and records the punch When you re ready you simply poll the terminal to add the punches to the database Before enrolling the employees update the FaceIN terminal first From the Terminal Manager tab click the Update button Enrollment Guidelines e The FaceIN terminal is for use indoors do not position the terminal in direct sunlight e Use normal facial expressions and avoid wearing sunglasses e If glasses or a hat is worn please take the glasses and or hat off halfway through the enrollment process for better face recognition e Bend into the camera keeping the distance between the face and screen at 9 to 25 inches for best results e Keep the face centered between the 2 cameras e If the green lined frame displays when the employees face is successfully being detected e If the white dashed frame appears the employees face can not be recognized so please have the employee adjust their positioning The FaceIN terminal requires administrator verification in order to register employee faces e At the FaceIN terminal press the MEN
30. MENT COMPLIES WITH FCC CLASS B REQUIREMENTS PURSUANT SUBPART J OF PART 15 This device complies with Part 15 of the FCC Rules Operation is subject to the following two conditions 1 this device may not cause harmful interference and 2 this device must accept any interference received including interference that may cause undesired operation WARNING Changes or modifications to this product not expressly approved by the party responsible for compliance could void the user s authority to operate this equipment NOTE This equipment has been tested and found to comply with the limits for a Class B digital device pursuant to Part 15 of the FCC Rules These limits are designed to provide reasonable protection against harmful interference in a residential installation This equipment generates uses and can radiate radio frequency energy and if not installed and used in accordance with the instructions may cause harmful interference to radio communications However there is no guarantee that interference will not occur in a particular installation If this equipment does cause harmful interference to radio or television reception which can be determined by turning the equipment off and on the user is encouraged to try to correct the interference by one or more of the following measures Reorient or relocate the receiving antenna Increase the separation between the equipment and receiver Connect the equipment into an outlet on a circuit
31. The Select Server window will open with the message We were unable to locate any PayClock servers on your network Please enter the server information Enter the Database Server Name in the field Note Use the Server Summary or Connection Info print out for the PayClock database server s name Enter the Database server s IP address in the field Note Use the Server Summary or Connection Info print out for the PayClock database server s IP address Click Next to continue At the Ready to Install screen click Next At the Installation Complete screen click Finished Step 3 Open PayClock at the remote site e Open the PayClock software to verify the connection 91 PAYCLOCK amp FACEIN USER S GUIDE A Accessories 3 Add the FaceIN terminal 39 Adding a FaceIN 66 Adding a New Employee 41 Adding a Note 56 Adding Amounts 56 Adding Employees 40 Adding employees at the terminal first 79 Adding Non Work Time 53 54 Adding Punches 52 53 Annual Support Agreements 5 B Benefit Time Tab 44 C Card amp Face Verification 18 Card Verification 18 Clocking In amp Out 20 Clocking IN Out Card amp Face Verification 22 Clocking IN Out Card Verification 22 Clocking IN Out Face Verification 20 Clocking IN Out PIN amp Face Verification 21 Closing the Pay Period 60 Connecting FaceIN directly to pe s NIC 84 Connection Tab FaceIN 67 D Department Tab 44 Department
32. U key administrator verification is required 15 PAYCLOCK amp FACEIN USER S GUIDE The administrator should present and position themselves for a facial scan The Functions Menu will display upon a successful verification Press 2 or select User Management and press OK the User Management menu will display Press 2 or select the Modify OR User menu and press OK r User Use the numeric keys to enter the user number and press OK The user number is the same as the badge number that was set up in the PayClock software The employee s first name will display press OK to continue egister User With the employee standing at the ready select the verification method to use for the employee Verify Method Recommendation Typically for a normal employee you would select Face recognition for a temporary employee select Card recognition for higher security select either Pin and Face or Card and Face recognition When registering an employee s face take the following into consideration 16 PAYCLOCK amp FACEIN USER S GUIDE Eye Glasses It is recommended for the employee to register with the eye glasses on for half the process then remove the eye glasses and complete the registration Hair Style If the employee has a hair style that has their hair covering or blocking their eyes move the hair away from the eyes during the registration process Direct Sunlight It is not recommended to have
33. adge contains a unique ten digit badge number on the back see example below Note If you are not using badges PayClock will automatically generate a badge number in the field simply disregard the field payclock l E ae Smp esa Steig Aeon Tew Menage Sete v Ca kd teo n aa at on D Gessi Ovenen Schedules feral Time Omemem Posi Mentages Tomasia A AO Type d Expicyee 10 11 12 13 14 PAYCLOCK amp FACEIN USER S GUIDE If your company uses an Employee Number enter it here Usually payroll services require an employee number for exports Use the Name at Terminal field if you have more than one employee with the same first name This will allow you to differentiate the employee at the FaceIN terminal PayClock automatically fills in the Employee PIN but you can change it if you like To change the PIN enter the number in the Employee PIN field Note What is entered in the PIN field will be the cross reference in the FaceIN terminal The PIN field allows for up to six numbers that can be from 1 thru 999999 Enter the employee s hourly wage under Hourly Base Pay If the employee is salaried select the Salaried Hours option and enter how many hours the employee is expected to work during the pay period Note 1 Reports will use the hours you have entered in this field Any punches will be ignored in reporting Note 2 Employees with the Salaried option selected can not be exported The Do Not Incl
34. age employee punch data You can view and edit employee punches as well as non work time such as vacation time or dollar amounts such as tips The timecard body contains an area that resembles a spreadsheet for keying in punch data Note Manually added punches will show bolded Use the Employee List to select an employee and the pay period navigation buttons to select the Pay Period See the PayClock Help for detailed information on using the Timecard Tab Selecting an Employee To select and open an employee s timecard click on the desired employee in the list and their timecard will display Selecting the Pay Period Use the arrow KUNN buttons on the Select Pay Period navigation bar of the Timecards tab to move forward or backward through the available pay periods until the desired time period is displayed You can also click the calendar 5 button which opens a window that allows you to choose from a list of pay periods Adding Punches Timecard Table You can add punches from within the timecard table and by using the Insert button on the timecard table toolbar e Select the Timecards tab on the ribbon bar and click on the desired employee from the Employee List the employee s timecard will display e Click on the In or Out cell for the day when you want to add a punch The cell will be highlighted when it has been selected 52 PAYCLOCK amp FACEIN USER S GUIDE Type in the hour and the cursor will automat
35. al will detect the employee and start the face recognition automatically e With the face detected the screen will display a green radar screen rotating clockwise over the employee s image A message will display at the bottom of the screen guiding the employee 20 PAYCLOCK amp FACEIN USER S GUIDE When the employee s face is in the correct position a green lined frame will display on the screen and a green bar will scan the employee s image from top to bottom During the face recognition process the terminal will provide guidance for the employee such as Please Get Closer Please Get Farther or Adjust Your Action Upon successful verification the terminal will play a confirmation sound and the screen will display the employee s first name and time of the punch Clocking IN Out PIN amp Face Verification Press the backspace key lt at the Input User No screen enter the employee s PIN and press OK The employee should step towards the terminal and stop when within 9 25 inches the terminal will detect the employee and start the face recognition automatically With the face detected the screen will display a green radar screen rotating clockwise over the employee s image A message will display at the bottom of the screen guiding the employee When the employee s face is in the correct position a green lined frame will display on the screen and a green bar will sca
36. art the FaceIN terminal Disconnect the AC power wait a few seconds and reconnect Press the RESET button on the bottom of the terminal How do I clean the FaceIN terminal Use only a soft cloth or similar material to clean the screen and front of the terminal Avoid using water or cleaners Is the FaceIN terminal NO the terminal is not waterproof Make sure you waterproof keep the terminal away from water or a wet damp environment Can I place the FaceIN It is not recommended to place the terminal in a low terminal outside temperature environment The working temperature for the display and other parts in the terminal are normal indoor temperatures 75 PAYCLOCK amp FACEIN USER S GUIDE Software Troubleshooting The following section contains common questions and problems as well as their appropriate resolutions To view a complete list of common problems and their solutions please visit our knowledge base located online at http support lathem com Issue What is the password to login to the software Resolution The default password is lathem If you have changed the default password and can t remember your new password contact the help desk for assistance in resetting your password How do I add a missing punch See page 52 Maintaining Employee Timecards How do I export pay period data See page 60 Exporting Data How do I close a pa
37. at the Permit Open Door Prompt Press OK at the Permit Attendance Prompt Press ESC ESC and ESC when finished For more detailed instructions turn to page 15 PAYCLOCK amp FACEIN USER S GUIDE Welcome Purpose of this User s Guide The purpose of this user s guide is not meant to be a complete manual for the product It is a quick reference to get you started Please refer to the PayClock Help for detailed product information setup guidance and operation information Product Overview Reliability functionality and ease of use are trademarks of the PayClock software and terminals The terminal utilizes an embedded facial recognition system meaning that employees will punch in and out by presenting their face in front of the terminal s Dual Camera System Template Extraction and Matching Dimensional A foes gt Integration Analysis Denied The FaceIN terminal connects to your network LAN PayClock software and FaceIN terminal have to be on the same subnet for communications with the PayClock software The PayClock software and FaceIN terminals are the ideal solution for businesses that want to track employee time and automate payroll The FaceIN terminal offers a large color LCD display that displays employee information along with an audio prompt Upon a successful validation the display will show the employee s name time of punch and an audio prompt identifying
38. card Timeline can be expanded collapsed or hidden entirely When the timeline is expanded it has 3 areas the Actual Punches the Adjusted Punches and the Shift Thursday July 22 2010 03a 04a OSa 06a 07a Oa 09a 10a lla 123p Olp 02 Op 04 p O5p O6p O7 p 08p wapu pripr piapa porpant OOOO ONO piapa pripit propui pripa propert priapana phtaptni ptigana phogan pogani ptonpani nan piripii Actual Punches 07 27 11 30 11 45 04 09 ao e Actual Punches area Displays the unrounded punches e Adjusted Punches area Displays the punches after they have been rounded e Schedule area Displays the shift that is being used for the selected day The open shift will be represented by a green bar in the Schedule area ENE aa An assigned shift rule will be represented by a light blue bar in the Schedule area Note In or Out revisions set up on the shift rule will be represented by a yellow area before In revision or after Out revision the light blue bar A flexible shift rule will be represented by a gray bar in the Schedule area A Hiding the Timeline The Timecard Timeline can be expanded or collapsed by clicking on the expanding collapsing bar The bar is located between the timecard table and timeline It is identified in the red circle below 00 Open Shift _ Shipping _ Op 04p O05p O6p 07p 51 PAYCLOCK amp FACEIN USER S GUIDE Maintaining Employee Timecards The Timecards tab is used to man
39. d will return to the Input User No screen Continue with the next employee or press ESC ESC and ESC again to return to the normal time date screen Card Verification Method Selected When Please Swipe Card displays present the card at the terminal When the card is registered the terminal will display Permit Open Door press ESC Note Door access is not currently supported When Permit Attendance displays press OK Note You must press OK otherwise punches will not be recorded for polling The screen will display Finished and will return to the Input User No screen Continue with the next employee or press ESC ESC and ESC again to return to the normal time date screen Card and Face Verification Method Selected When Please Swipe Card displays present the card at the terminal Position the employee so the face is in the middle of the two cameras with 9 to 25 inches between the face and the terminal 18 PAYCLOCK amp FACEIN USER S GUIDE The image collecting screen will display start the face recognition enrollment Perform 2 small head circles to the right Perform 2 small head circles to the left Move the face closer to the terminal until the white dashed square appears Move the face back until there is 9 to 25 inches between their face and the terminal Turn the head fully to the right Turn the head fully to the left Raise the head up slightly Lower th
40. dding the FaceIN Terminal e Select the Terminal Manager tab on the ribbon bar and click the Add Terminal button The Select Terminal Type window will open e Select FaceIN from the drop down list and click OK e The FaceIN terminal properties will display on the right e From the Connection tab enter the name for the terminal under Device Nickname e Enter the IP Address in the field this is the address that was set up on the FaceIN terminal click Save e Click the Test Connection button to verify communications with the FaceIN terminal e Select the Settings tab and click the Set button to send the time date to the terminal 39 PAYCLOCK amp FACEIN USER S GUIDE Add Employees and Assign Badges The Employees button under the Setup tab is used to maintain the employees in the PayClock software This will include adding editing and terminating employees Home Tmecerds Schoding Repots Tomina Manage Sep Employees hem tj Sme sundo ci Doete G Heo kio Goneri Ovem es Schedules Bewelit Teme Departments Personal Messages Teemnsis Advanced i Last Name Fust Name m Type d Employee A Regis Badge Number Employee Number Name at Terminal FacelN Orly Pay class 3 en Sanesi Emreloyee PIN Base Pay Hore Degarmere 1 so Salaned Hours Nek Aesigned ecra Date of Hire racte erminaned 10 22 10 fa Allow Supervitce Funciona Do Not Include in Exports Enable Lockouts D Password D Fieger
41. e head down slightly Move the face back from the terminal until there is 9 to 25 inches between the face and the terminal if adjust positioning message is still displaying Resume small head circles to the right if adjust positioning message is still displaying The progress bar at the bottom of screen will display the process of the imaging When the face is registered the terminal will display Permit Open Door press ESC Note Door access is not currently supported When Permit Attendance displays press OK Note You must press OK otherwise punches will not be recorded for polling The screen will display Finished and will return to the Input User No screen Continue with the next employee or press ESC ESC and ESC again to return to the normal time date screen 19 PAYCLOCK amp FACEIN USER S GUIDE Using the FacelIN Terminal The FaceIN will be ready for use when the facial enrollment process is complete To punch the employee will simply approach and look at the terminal within seconds they are identified and punched In or Out Upon successful verification the terminal will play a confirmation sound and the screen will display the employee s first name and time of punch Clocking IN Out Employees can punch by presenting their face or a badge Clocking IN Out Face Verification e The employee should step towards the terminal and stop when within 9 25 inches the termin
42. e identifies that the row is selected 49 PAYCLOCK amp FACEIN USER S GUIDE 08 18 10 Wed 08 00 AM 12 00PM 01 00PM 05 00 PM 008 00 800 500 e Light Red A light red cell identifies that there is an exception associated with the cell or the day In this example the employee arrived late for their shift zho Te 1200pm oxo0pm osoopm 00755 soosoo e Olive Green Cells that are colored light green identify that the day contains a department transfer Cells that are light ereen are disabled and do not allow punches oojaa wed 08 38 30 Wed 09 8 10 Wed Setting the Columns in the Timecard Table Click the Columns E Columns button at the Timecard toolbar to define the columns that will display in the timecard When you click the Columns button the Timecard Options window will open You can define the columns that display in the Employee List or the columns that display in the Timecard or other timecard settings From the available columns select what you want to display in the summary list by placing a check Jin the box If you don t want a column to display in the summary list uncheck the box Note The Date In Out In and Out columns are fixed and can t be moved The Date In Out In Out and Regular columns can t be disabled 50 PAYCLOCK amp FACEIN USER S GUIDE Timecard Timeline The Timecard Timeline is a snap shot view of the shifts and punches for the selected date The Time
43. ed to a file named TIME TXT there are 3 spaces between TIME and TXT on the root of the USB Flash drive e After a few seconds the system will return to the Functions Menu screen e Press the ESC key the terminal will return to the normal time date display e Unplug the USB Flash drive 77 PAYCLOCK amp FACEIN USER S GUIDE Import the data into PayClock Plug the USB Flash Drive into a USB port on your computer Open PayClock and select the Terminal Manager tab on the ribbon bar The Terminal Manager window will open Click on a FaceIN terminal in the list the Import Punches button will become active Click the Import Punches button the Open window will display Navigate to the location of the TIME TXT file typically located on the USB Flash Drive plugged into your computer Click the Open button the punch data will be imported into the PayClock database 78 PAYCLOCK amp FACEIN USER S GUIDE Appendix B Adding Employees at the Terminal Employees can be added at the FaceIN terminal first and then added in the PayClock software later This could be useful when a new employee starts work before having a chance to add them to the PayClock software Important Note The number you enter for the User No at the FaceIN terminal has to match what is entered for the Employee PIN Number in the PayClock software These numbers are how the software identifies which punches go with which employee Yo
44. end of the shift as well as the break associated with the shift For example you have a shift that starts at 7 30am and ends at 4 00pm with a 30 minute punched break After defining the shift rules you can then assign shifts to the employees Employees Button The Employees button of the Setup tab on the ribbon bar allows you set up and maintain your employees in the software You can enter their name address pay rate emergency info assign their benefit time etc Exports Button At the Exports button of the Setup tab you define how PayClock will export data to your payroll service Users Button The Users button allows you to manage the user accounts for the PayClock software You can add edit and delete users and set or change the user passwords When you click the Users button a list of the users will display Preferences Button The Preferences button allows you to choose how dates and times display in the software you also define certain software settings 38 PAYCLOCK amp FACEIN USER S GUIDE Add the FacelIN Terminal After completing the set up of your company and payroll policies you will need to open the Terminal Manager tab and add the FaceIN terminal Terminal Manager PAES IP 3 453 2 Add Delete Refresh Poll Selected Poll All Update Selected Update Al Import Sync Help Terminal Terminal oe Terminal Terminals Terminal Terminals Punches Terminals Maintenance Refresh Poll Update Import Sync Help A
45. endance Reports List Reports Schedule Reports Management Reports and Administrator Reports 64 PAYCLOCK amp FACEIN USER S GUIDE Including All Employees in the selected report To view a report with all of the employees simply double click on the report in the list e Click the Reports tab on the ribbon bar and the Reports window will display e Double click on the report in the list you want to view e The report will show in the preview area with all employees Including certain Employees in the selected report To select certain employees to include on a report single click on the desired report in the list and then click the Select Employees button and choose the desired employees e Click the Reports tab on the ribbon bar and the Reports window will display e Single click on the report in the list you want to view e Click the Select Employees button and the Select Employees window will open e Select the employee s to include on the report and click Show Report e The report will show in the preview area with the selected employee s Selecting the Pay Period for the report e Select and preview the desired report e Choose the pay period for the report by clicking the Pay Period navigation buttons You can select any open or closed pay period See the PayClock Help for detailed information on running Reports 65 PAYCLOCK amp FACEIN USER S GUIDE Setting up your Terminal The Term
46. entifying a note is attached Using the Exception Filter Exceptions are events that occur where PayClock will notify the user User action may be required to resolve some exceptions for example a missing punch Other exceptions may not require any user action The PayClock software will highlight the timecard cell in red when an exception is found You can click on the exception symbol ds and a list of the exceptions will display It will look like this example 3 o7o10 78y Approve Arrived Late BP Approve All Once an exception is located you can approve or OK the exception if you wish When an exception is approved you will see a green check in the cell It will look like this example oho Tue orasan 1433AM a200pm oaos pm oo7ss 730400 To see which exceptions are approved select the cell with the green check and then click Exceptions View Exceptions button Note You can also remove the approval for an exception from the View Exceptions button See the PayClock Help for detailed information on using the Exception Filter 57 PAYCLOCK amp FACEIN USER S GUIDE Selecting the Exceptions At the timecard toolbar click the Exception GS Exception button and select Exception Filter the Exception Filter window will open Select the exception s you wish to view from the list To view all exceptions click the Select All option Click Save your exceptions have been chosen
47. er Adapter Port Step 4 Align the FaceIN terminal with the pins on the mounting plate and secure the two together with the 2 Philips head screws Be careful not to pinch the AC cord or network cable Fastening Screws When finished plug the power adapter into an AC wall outlet and proceed to the software installation PAYCLOCK amp FACEIN USER S GUIDE FaceIN Terminal Startup After completing the installation and power up the terminal will display the normal screen with the date day of week and time You are now ready to set up the network communications and define the initial administrator Note You must set up at least one administrator Set up the Network Communications The FaceIN terminal must be configured to communicate with the PayClock software over the network You may have to contact your network administrator if you are unsure how to set up the network communications e Press the MENU key the Functions Menu will open e Press 4 the System Setting menu will open e From the System Setting menu press 2 Set Network e Enter the IP Address for the terminal and press OK e Enter the Mask Code and press OK e Enter the Gateway Address and press OK e The FaceIN terminal will restart automatically Note You may have to enter leading zeros when entering the addresses For example the address 10 0 0 1 would be entered as 010 000 000 001 at the terminal 10 PAYCLOCK amp FACEIN USER
48. erminal Step 1 Select a site to install your FaceIN terminal that will be convenient to employees clocking in and out When deciding where the terminal will be installed keep in mind that an 115vAC power outlet should be within 6 feet of the mounting location as well as a connection to the network LAN Note about Direct Sunlight It is not recommended to have the terminal mounted in a location where it is exposed to direct sunlight This could be troublesome during the registration process Step 2 After selecting the appropriate installation site use the terminal to determine the appropriate height Have the shortest employee stand in from of the terminal Hold the terminal on the wall so that this employee can comfortably center their face in the LCD display window Mark the height of the terminal on the wall Note Taller employees can easily adjust their stance to center their face in the LCD display window Install the mounting plate to the wall using the supplied screws For sheettock walls drill a 3 16 diameter hole through each of the four screw locations each approx 1 1 2 deep Install the plastic anchors included in the mounting screw packet 8 PAYCLOCK amp FACEIN USER S GUIDE Step 3 Plug the RJ45 network cable into the Ethernet port and the Power Adapter plug into the Power Adapter port which is located in the compartment on the back of the terminal A 7 Ethernet Port l Va Pow
49. features The Pay Class set up consists of four tabs General Overtime Break and Advanced Pay Codes Button Pay Codes are accumulators or categories that collect either time or dollar amounts You can change the pay rates or set the non work hours to count toward overtime Departments Button At the Departments button of the Setup tab you define the departments used by your company Departments can be used to track time by groups of employees Additionally you can use departments to filter lists of employees Also if your terminal supports employee transfers you can create departments so employees can transfer from one department to another department PayClock allows you to set up to 100 departments Breaks Button At the Breaks button of the Setup tab you define the break and meal rules that will be applied to shifts Breaks can be punched 37 PAYCLOCK amp FACEIN USER S GUIDE automatically deducted or a combination of both They can also be unpaid or paid Breaks are applied to shifts For example you have a shift that starts at 7 30am and ends at 4 00pm with a 30 minute punched unpaid break that can be taken between 11 30am and 2 00pm After defining the breaks assign them to shifts Shifts Button At the Shifts button of the Setup tab you define the work day for employees Shifts identify when an employee is expected to punch In or Out and how to calculate the punches For each shift rule you can define the start and
50. g to assign shifts to employees individually These shift assignments will make up the employee s work schedule You define the employee s work schedule in the calendar and assign shifts by date A separate labor coverage chart is also available to view which allows for verification that there is enough labor coverage but not too much for a work day Scheduling Summary The Summary window of the Scheduling tab presents a summaty view or snapshot of the estimated labor coverage in hours and dollars on a calendar A separate labor coverage chart is also available to view which allows for verification that there is enough labor coverage but not too much for a work day Global Shift Assignments The Assign Shifts window of the Scheduling tab is used to apply shifts to groups of employees allowing shift assignments in mass rather that having to assign shifts to employees individually These shift assignments will make up the employee s work schedule You can define the employee s work schedule in the calendar and assign shifts by date A separate labor coverage chart is also available to view which allows for verification that there is enough labor coverage but not too much for a work day To make global assignments of shifts simply press the Go to Assign Shifts View button The workspace will open allowing shift assignments by groups of employees To view the labor coverage summary again simply press the Return to Summary View button
51. gotten edit or change but caution should be used Payroll rules may have changed since the pay period was closed and once a pay period is re opened it will be recalculated using the rules at the time of the re open if changes are made to an employee s timecard data Important Note When you re open a closed pay period all other open pay periods will be temporarily closed and will not allow edits Once the re opened pay period is closed again the temporarily closed pay periods will go back to their normal open state and will allow edits e Select the Timecards tab Using the Pay Period navigation buttons locate the closed pay period to be re opened e The Close button will change to a Re Open button 61 PAYCLOCK amp FACEIN USER S GUIDE Click the Re Open button When the Re Open Procedures window opens verify that the dates for the pay period being re opened ate correct WARNING If you are not sure you want to re open the pay period click CANCEL Type the word YES in the box and click the OK button with your mouse The Pay Period Status will change to Open For Edit and all others will change to Closed 62 PAYCLOCK amp FACEIN USER S GUIDE Global Scheduling The Scheduling tab presents a summary or snapshot of the estimated labor coverage in hours and dollars on a calendar In addition the Scheduling tab is used to apply shifts to groups of employees allowing shift assignments in mass rather than havin
52. hoose Use the following IP address e Enter the values outlined in this document e Click OK and then click Close Windows 7 e Click Start gt Control Panel gt Network and Internet View Network Status and Task gt Manage Network Connections e Click on Change Adapter Settings e Right click on the desired connection in the list and select Properties e Select the Internet Protocol Version 4 TCP IPv4 item e Click the Properties button e Choose Use the following IP address e Enter the values outlined in this document e Click OK and then click Close 86 PAYCLOCK amp FACEIN USER S GUIDE Appendix D FacelIN WAN Installation These instructions identify the steps to configure the FaceIN terminal to communicate with the PayClock database server across the internet A print out of the Server Summary information is required for this set up If the information was not printed during the PayClock software installation follow these steps to access the information e At the computer where the PayClock database server resides open the PayClock software e Click the PayClock orb on the upper left and from the menu select Support Assistant e Inthe Support Assistant window select Connection Info e Print the Connection_Info txt file for use when configuring the FaceIN WAN Installation Requirements e There must be a VPN tunnel connecting the local and remote sites e A static IP address is required o
53. ically move to the minutes Type in the minutes and the cursor will automatically move to AM PM If your time is set to 12 hour format type an A or P to change to AM or PM Press enter or tab on the computer keyboard to save the punch Adding Punches Insert Button You can use the Insert Registration button to add a punch when there isn t an empty cell in the timecard table to key in a time Select the Timecards tab on the ribbon bar and click on the desired employee from the Employee List the employee s timecard will display At the timecard table toolbar click the Insert button and select Registration the Add Registration window will open Type in the hour and the cursor will automatically move to the minutes Type in the minutes and the cursor will automatically move to AM PM If your time is set to 12 hour format type an A or P to change to AM or PM Enter the date for the punch Click the Save and Exit button the punch will be added to the timecard Adding Non Work Time Timecard Table You can add non work time from within the timecard table and by using the Insert button on the timecard table toolbar 53 PAYCLOCK amp FACEIN USER S GUIDE Select the Timecards tab on the ribbon bar and click on the desired employee from the Employee List the employee s timecard will display Locate the non work time column and then click on the cell for the day that you want to add the non work
54. iday Please call 800 241 4990 to speak with our help desk You will receive free technical support for the first 30 days after your initial call After that period you may purchase an Annual Support Agreement which will cover all calls for one year or you may pay a per call fee PAYCLOCK amp FACEIN USER S GUIDE Annual Support Agreements Annual support contracts are designed to keep your terminal and PayClock software working seamlessly For a single annual fee your Support Agreement offers the following advantages e Unlimited toll free telephone support versus a per call fee and priority status for calls e Unlimited access to the extensive library of web based tips and FAQs e Free software updates and version upgrades during the Support Period giving you free access to the most current software features e Quick exchanges for damaged or broken terminal thereby reducing downtime e Extended parts and labor warranty helps you to save money on repairs needed after the regular product warranty has expired To learn more about annual support contracts and to make a purchase contact us at 800 241 4990 or visit http www lathem com support support plans aspx PAYCLOCK amp FACEIN USER S GUIDE Package Contents Please verify that your package includes ALL of the following items If your package is missing an item please call the help desk at 1 800 241 4990 Gune _ User s Guide Adapter Om Mounting Plate
55. ill display Finished and will return to the Input User No screen Continue with the next employee or press ESC ESC and ESC again to return to the normal time date screen 83 PAYCLOCK amp FACEIN USER S GUIDE Appendix C Connecting the FacelIN Directly to the Computer s NIC This document describes the steps to configure FaceIN terminal to communicate with the PayClock database server when connecting directly into the computers wired NIC This would be used when the user doesn t have a network setup and has a computer that has a wired NIC Step 1 At the Computer where PayClock is installed See the More Information section for Windows XP Vista and Windows 7 directions for accessing the NIC properties e Open the Properties of the NIC e Open the Properties of the Internet Protocol item e Define the IP 10 0 1 1 and Subnet Mask 255 0 0 0 Step 2 Connect the Ethernet cable to the computer and FaceIN e The computer will go through the process of acquiring the IP connection Step 3 At the FaceIN terminal e Press the MENU key the Functions Menu will open e Press 4 the System Setting menu will open e From the System Setting menu press 2 Set Network e Enter the IP Address for the terminal using the computet s IP as reference i e 10 0 1 2 and press OK e Enter the Mask same as what was entered at the pc i e 255 0 0 0 Code and press OK e Leave the Gateway at the default blank
56. in a calendar view showing the shift details assigned to each date A labor coverage chart is also available which verifies that there is enough labor coverage but not too much for a work day Se ee ee Adet meee trae At Sexton 2008 on 43 PAYCLOCK amp FACEIN USER S GUIDE Benefit Time Tab You use the Benefit Time tab to track an employee s benefits such as how much sick or vacation time they have or have taken You can track up to 5 pay codes The software keeps track of how much time the employee has taken and how much time the employee has left Departments Tab The Departments tab is used to assign employees to certain departments and also modify the pay rate when working in the department When an employee transfers to one of these assigned departments their pay rate will reflect what was defined for that particular department Note Department transfers are not supported at the FaceIN terminal Personal Tab You use the Personal tab to keep track of certain employee information such as their address phone number custom field information and who to contact in an emergency Messages Tab The FaceIN terminal does not support employee messages Terminals Tab The Terminals tab is used to assign or remove an employee s assignment to the terminal s you have setup in your PayClock system Advanced Tab The Advanced tab is used to override the maximum work day length and maximum hours out rule for an empl
57. inal Manager tab of the ribbon bar is used to maintain the terminals used to collect punch data When you click on the Terminal Manager tab you will see 3 areas the Terminal Manager Ribbon Bar the Terminals List and the Terminal Properties and Toolbar oe Home Timecards Schadhiing Rapata Terminal Manager Setup so es ere eo e 2 Rnd Refeesh Pell Selected Pall Ml Update Selected Update Ab Tema Tini Temnel Temnal Terminals Temna Terminals Maintenance Pol Update EET Terminai Properties Toolbar Conmection Employees Settings UpdatelPoll Schedule Recovery lt Ribbon Bar Connection Information Device Nickname Breakroom Last Polled IP Address 10 061 Terminal List Terminal Properties The Terminal Properties and Toolbar The Terminal Properties is used to view and edit the configuration of a terminal using five tabs Connection Employees Settings Update Poll Schedule and Recovery Adding a FacelIN Terminal e Select the Terminal Manager tab on the ribbon bar and click the Add Terminal button The Select Terminal Type window will open 66 PAYCLOCK amp FACEIN USER S GUIDE e Select FaceIN from the drop down list and click OK e The FaceIN terminal properties will display on the right e From the Connection tab enter the name for the terminal under Device Nickname e Enter the IP Address in the field this is the address that was set up on the FaceIN terminal click Save e Click the Test C
58. k the Add button after setting the Poll Time Remove To delete a Poll Time that has been set select it from the list and click the Remove button Schedule Active on the Following Days Select which days of the week that the automatic polling will run Recover tab FacelN Terminal The Recovery tab is used to recover punch data from the terminal in the event of data loss at the computer The Recover tab will also allow the reset of the Administrators that are configured at the terminal 69 PAYCLOCK amp FACEIN USER S GUIDE Recover Terminal button Click this button to initiate a recovery of all data in the terminal Reset Admin Accounts button Click this button to remove any admin accounts set up on the terminal Typically this would be used if the person or persons who were registered as the administrator are no longer available to access the terminal After resetting the administrator accounts a new administrator should be set up at the FaceIN terminal otherwise any person can approach the terminal and press the MENU button and gain access to the terminals settings See the Online Help for detailed information on the Terminal Manager tab 70 PAYCLOCK amp FACEIN USER S GUIDE Update the Terminal When you add an employee to PayClock they are automatically assigned to the FaceIN terminal s But before you can enroll the employee faces at the terminal you will have to update the terminal with
59. lathem For more detailed instructions turn to page 31 Configure the PayClock software Click Setup Now from the Get Started window to configure PayClock For more detailed instructions turn to page 34 12 13 im B Find Terminals AS b 22 Employees ra 3 4 Update Selected Update All Terminal Update Teminals Add the FaceIN terminal Click on the Terminal Manager tab and add the FaceIN terminal For more detailed instructions turn to page 39 Add the Employees Add employees using the Employees button under the Setup tab To add a new employee click New and then enter the employee data For more detailed instructions turn to page 40 Update the FaceIN terminal After adding the employees update the FaceIN terminal For more detailed instructions turn to page 71 Enroll Employee Faces After adding the employees in PayClock register their faces at the terminal Press the MENU key and verify the administrator s face After verification the Functions Menu will open Press 2 the User Management menu will open Press 2 the Modify User screen will open Using the numeric keypad enter the desired employee s badge number and press OK The employee s name will display press OK Select the verification method have the employee position their face and follow the prompts See page 61 for details Press ESC
60. lected Terminal to send the changes to the terminal Settings tab FacelN Terminal The Settings tab is used to set the time and date volume etc There are six areas Date and Time General Settings Password Power Save Feature Settings and Update Settings Date and Time This area is used to send the time and date to the terminal Set Terminal Date and Time Click the Set button to send the time and date to the terminal Terminal Volume This area is used to adjust the volume at the terminal The default is Medium Feature Settings This area is used to set how long the registrations are stored on the FaceIN terminal 68 PAYCLOCK amp FACEIN USER S GUIDE Maximum days to store registrations on terminal Select how many days to store punches in the terminals memory The default setting is 90 days Update Poll Schedule tab FacelN Terminal The Update Poll Schedule tab allows you to set up auto polling of the terminal Enable Auto Poll for this terminal Select this option if you want to turn on auto poll for the terminal Poll clock every Select how often to automatically poll the terminal Beginning at__ _suntil__ __ Enter the time to start and end the automatic polling Poll Clock at these specific times Select this option is you want to schedule a specific time of the day to automatically poll the terminal Poll Times Select the specific time to automatically poll the terminal Add Clic
61. loyee list The full name or just a few letters can be entered in the Find employee by name field Setting the Columns in the Employee List Click the Columns Columns button at the Employee List area to define the columns that will display in the Employee List When you click the Columns button the Timecard Options window will open From the available columns select what you want to display in the summary list by placing a check Jin the box If you don t want a column to display in the summary list uncheck L the box Note The Name and Approved columns are fixed and can t be hidden or moved 47 PAYCLOCK amp FACEIN USER S GUIDE Employee Timecard and Toolbar The Employee Timecard is used to view and edit an employees punch and non work data Use the Employee List to select an employee and the pay period navigation buttons to the select the pay period When an employee is selected from Employee List their individual timecard will display with their punch data for the selected pay period The Timecard has 3 areas the toolbar the employee information and the timecard table The Timecard Toolbar allows you to add punches and non work time search for exceptions insert notes and define the columns that display in the Timecard The Employee Information area displays the selected employee s name the start and end of the selected pay period and the employee s hourly wage rate and gross pay You can also Ap
62. loyees 42 Schedules Tab 43 Scheduling Tab 30 Searching for Exceptions 58 Selecting an Employee in the Timecard 52 Selecting Exceptions 58 Selecting the Pay Period in the Timecard 52 Setting the columns in the Employee List 47 Setting the columns in the Timecard 50 Setting up Auto Polling 73 Setting up Multi User 28 Setting up PayClock 34 Setting up your Terminal 66 Settings Tab FaceIN 68 Setup an administrator FaceIN 11 Setup Tab 30 37 Setup the network communications FaceIN 10 Setup the Pay Period 34 Shift 36 Software Installation vii Software Troubleshooting 76 System Requirements 7 PAYCLOCK amp FACEIN USER S GUIDE T Telephone Support 6 Terminal Installation v Terminal Manager Tab 30 Terminal Startup vi Terminals Tab 44 Timecard Color Legend 49 Timecard Ribbon Bar 45 Timecard Timeline 51 Timecard Toolbar 48 Timecards Tab 30 Troubleshooting 4 U Update Poll Schedule Tab FaceIN 69 Updating the FaceIN 71 Upgrades 3 Using PayClock 31 Using the FaceIN 20 Using the List tab of the timecard table 58 Using the PayClock Software 29 Using the Quick Search 47 Using the Ribbon Bar 29 V Verification Method Recommendations 16 Viewing photos of employees punching 59 Annual Support Agreement Protect your investment with a Lathem annual Support Plan Free updates and version upgrades While you are covered under the support plan you will ha
63. mao 2 wre ern Yin nr eww wm nore Welcome to PayClock Payroll Process D D m 2 jw gt a 2 Timecards Reports Osta Period Other Tasks 2 2 2 2 2 3 P Using the Ribbon Bar The PayClock Ribbon Bar has replaced the typical menus and toolbars This new bar allows PayClock to present the functions you need on a set of organized tabs The tabs are Home Timecards Scheduling Reports Terminal Manager and Setup This new ribbon bar makes using PayClock easier Because of the way that the tabs are organized you get to the functions quicker 29 PAYCLOCK amp FACEIN USER S GUIDE Home Tab The Home tab contains information on how to start using PayClock along with quick action buttons in a flow chart of the routine process of use Timecards Tab The Timecards tab contains functions for polling your terminal s editing employee timecards globally editing a group of employees exporting data for payroll and closing the pay period Scheduling Tab The Scheduling tab presents a summary or snapshot of the estimated labor coverage in hours and dollars in a calendar view In addition the Scheduling tab is used to apply shifts to groups of employees allowing shift assignments in mass rather than having to assign shifts to employees individually Reports Tab The Reports tab allows you to run reports on information that is stored in the PayClock database Terminal Manager Tab The Terminal Manager tab allow
64. mecard Ribbon Bar has the following button groups Data Recalculate Refresh Global View Select Pay Class Export Close and Help as well as a status bar You can poll the terminal s recalculate employee data make adjustments globally to groups of 45 PAYCLOCK amp FACEIN USER S GUIDE employees select which Pay Class to edit the data for select the time period for the edits export payroll data and clock the pay period The Employee List and Toolbar The Employee List displays employees along with their summary data such as wages regular time overtime vacation etc Filter 22 Group By E Columns find employee by name Name a Approved Number Total Time Total Wages Regular Overtime 1 Overtime 2 Benedict Frank 8 046 26 522 37 046 26 Cunningham Barbara 6 039 50 597 50 039 50 Heard Doris E 9 0 00 Jenkins Nathan 3 054 02 162 10 054 02 You can filter the employees that display in the list and define which columns display You can also approve the employee timecards Data can be viewed for open or closed pay periods When you highlight or select an employee in the list the timecard on the right side of the window displays the data associated with the employee selected for the selected Pay Period Use the Employee List to select an employee and the pay period navigation buttons to select the Pay Period The Employee List Toolbar allows you to filter and sort the list of employees as well as defi
65. n the computer designated as the PayClock database server e A network administrator may be required to configure the network routers to route the ports used by the FaceIN terminals and PayClock database server Important Port Information The following ports are used for this type of installation e 7350 PC600 Service e 7351 Auto Poll Service e 2638 PayClock Database Server 87 PAYCLOCK amp FACEIN USER S GUIDE FaceIN WAN Installation At the remote site install mount and connect the FaceIN terminal to the network With the FaceIN powered up and connected to the network press the MENU key the Functions Menu will open Press 4 the System Setting menu will open From the System Setting menu press 2 Set Network Note You may have to enter leading zeros when entering the addresses For example the address 10 0 0 1 would be entered as 010 000 000 001 at the terminal Enter the IP Address for the terminal and press OK Note This is the IP address from where the FaceIN terminal will reside at the remote site Enter the Mask Code and press OK Note This is the subnet Mask address from where the PayClock database computer resides Refer to the Connection Info print out Enter the Gateway Address and press OK Note This is the Gateway address from where the PayClock database computer resides Refer to the Connection Info print out The FaceIN terminal will restart automatically To verify the connection
66. n the employee s image from top to bottom During the face recognition process the terminal will provide guidance for the employee such as Please Get Closer Please Get Farther or Adjust Your Action Upon successful verification the terminal will play a confirmation sound and the screen will display the employee s first name and time of the punch 21 PAYCLOCK amp FACEIN USER S GUIDE Clocking IN Out Card amp Face Verification Move the badge over the badge reader symbol on the front of Sy When the badge is in close proximity to the FaceIN a confirmation beep will sound The employee should step towards the terminal and stop when within 9 25 inches the terminal will detect the employee and start the face recognition automatically With the face detected the screen will display a green radar screen rotating clockwise over the employee s image A message will display at the bottom of the screen guiding the employee When the employee s face is in the correct position a green lined frame will display on the screen and a green bar will scan the employee s image from top to bottom During the face recognition process the terminal will provide guidance for the employee such as Please Get Closer Please Get Farther or Adjust Your Action Upon successful verification the terminal will play a confirmation sound and the screen will display the employee s first name
67. ne the columns that display in the Employee List summary area You can also approve a timecard after finishing the edits This will lock the employee s timecard and will not allow for any more edits The approved option allows you to quickly see whose timecard edits have been finished and which employee s still need attention Filtering the Employee List Click the Filter Y Fiter button to choose which employees you want to appear in the employee list When you click the Filter button the Filter Options window will open You can choose All Employees or departments that you created You can also include or exclude inactive or terminated employees 46 PAYCLOCK amp FACEIN USER S GUIDE e Department From the list select the department or departments that hold the employees you want to display in the summary list e Show Terminated Employees Check I this option if you want to display employees marked as terminated in the list If you don t want terminated employees to display in the list uncheck L the option e Show Inactive Employees Check IY this option if you want to display employees marked as inactive in the list If you don t want inactive employees to display in the list uncheck Ll the option Using the Quick Search SP Filter Q2 Group By E Columns And enpioyee by name Type a few letters of the desired PTS REO name in the Quick Search field all employees with those letters will display in the emp
68. onnection button to verify communications with the FaceIN terminal e Select the Settings tab and click the Set button to send the time date to the terminal Connection tab FacelN Terminal The Connection tab allows you to define the name and the IP address for the terminal Employees tab FacelN Terminal The Employees tab is used to assign employees to a terminal and to un assign employees from a terminal Note Employees are automatically assigned to the terminal If you wish not to have new employees automatically assigned to the terminal select the option Do not automatically assign new employees to this terminal Removing Employee Assignments 1 From the Ribbon Bar click the Terminal Manager tab and select the desired terminal from the list The Terminal properties window will display 2 Click on the Employees tab from the list on the right select the desired employees and click the Remove button The employees will be removed from the list Click Save 67 PAYCLOCK amp FACEIN USER S GUIDE 3 Click Update Selected Terminal to send the changes to the terminal Assigning Employee e From the Ribbon Bar click the Terminal Manager tab and select the desired terminal from the list The Terminal properties window will display e Click on the Employees tab from the list on the left select the desired employees and click the Add button The employees will be added to the list Click Save e Click Update Se
69. oyee Either of these settings will override the Maximum Work Day or Maximum Hours Out to Start a New Shift setting on the Advanced tab of the Pay Class 44 PAYCLOCK amp FACEIN USER S GUIDE Editing Timecards The Timecards tab is used to manage employee punch data You can view and edit employee punches as well as non work time such as vacation time or dollar amounts such as tips You can view employee data for open or closed pay periods When you click on the Timecards tab you will see 4 areas the Timecard Ribbon Bar the Employee List the Employee Timecard and the Timecard Timeline 2 PayChock NS Heme Tmecards Scheding Repoti TemnaiMansger Seti t a S Dan 39 i Petone Ret Goba Laot Simnar Boot Cse Heb Oua Receicdate Refech Goda View Select Pay Case Goot Coe Hsp u Wednesday July 20 2010 thru Tuesday August 03 2010 HHO Sf Fite G Group by Columa oer ee oy 2 feet oh Delete Excepton G Notes Colmes 2 Seange Name a Approved Ld Total Time tals Regdee Overtime Aguilar Joba al 02847 585 40 7 Ballard Yolanda o 222 4 a 3 393 90 608 17 879 70 182 33 006 0 08712 1 132 80 04740 1 068 67 352 S448 059 18 3542 30 04535 559259 047 12 720 Wedoesday July 28 2010 Ola G22 03a ta OSa OSa 07a Oba 09s 10a lla 1p Qip Op 03p Op Sfp Op 0p Opti See the PayClock Help for detailed information on using the Timecard Tab Timecard Ribbon Bar The Ti
70. ply keep the exchange clock Without the support plan Parts and labor are billed at standard rates For more information visit www lathem com or call Lathem at 1 800 241 4990 200 Selig Drive S W Atlanta GA 30336 Made in U S A Copyright 2010 Lathem Time Corporation PayClock Lathem and the Lathem logo are registered trademarks of Lathem Time Corporation FacelN is a trademark of Lathem Time Corporation All rights reserved LAT H E M Windows is a registered trademark of Microsoft Corporation FacelN www lathem com USG0094
71. port on the terminal Make sure that the terminal s power supply is connected to the electrical outlet and back correct at the terminal to check the settings At the FaceIN terminal press the MENU key administrator verification is required The Functions Menu will open Press 5 the System Info menu will open From the System Info menu press 2 Product Info Verify the addresses for the IP Mask and Gate To exit press ESC Note If changes are needed from the Functions Menu press 4 System Setting and then 2 Set Network Make the needed adjustments and press OK to save the changes Make sure the network communication settings are correct in the PayClock software to check the settings If after Open PayClock and click on the Terminal Manager tab Select the FaceIN terminal from the list verify that the IP address on the Connection tab matches what was configured at the terminal going through each item above you are still 74 PAYCLOCK amp FACEIN USER S GUIDE not communicating with the terminal have the network administrator or IT person make sure there aren t any issues with the network When an employee presents their face it is not recognized If the employee s facial appearance has changed re enroll the employee Make sure the employee is presenting their face within range of the terminal within 9 25 inches of the front of the terminal How do I reboot rest
72. ports e Export hours directly from the PayClock software to most major payroll providers including ADP and Paychex 2 PAYCLOCK amp FACEIN USER S GUIDE e PayClock software offers seamless integration with the QuickBooks accounting products for a complete punch to paycheck solution e Comprehensive support agreements minimize technical difficulties e Numerous Accessory options further enhance the functionality of your PayClock and FaceIN system Note The USB Flash Drive Port is located on the bottom of the terminal and the Ethernet Network Port is located on the back of the terminal Upgrades If you find that you need to accommodate more employees in your system or if you would like enhanced software capabilities consider purchasing a software upgrade for your system A number of accessories ate offered to further enhance your PayClock system e Increased employee capacity e Customized export options e Customized reporting options e Multi user capabilities Upgrading is as easy as visiting http shop lathem com or open PayClock and click on the PayClock orb in the upper left corner and select Upgrade PayClock Then select the options you would like to purchase and download your software upgrade Options are instantly activated upon receipt of online payment Accessories A number of accessories are offered to further enhance your PayClock system Visit http shop lathem com to purchase additional accessorie
73. prove an employee s timecard Note The Employee Information area only displays when the timecard layout is set to Side by Side The Timecard Table displays punch data and non work time for the selected employee You also use the table to edit data much like cells in a spreadsheet Insert Delete GS Exception GJ Notes H Columns E Settings mm Timecard Toolbar jm Employee Information card List ee SS a 7 00 MG Timecard Table 48 PAYCLOCK amp FACEIN USER S GUIDE Timecard and List Tabs The Timecard Table has two tabs Timecard and List Timecard tab This tab is used for the typical editing and viewing of punch data List tab This tab is designed specifically to be used to view the photos of employees who punch at the FaceIN terminal using the Card Verification method The Card Verification method only requires that the employee present the badge and then the FaceIN terminal takes a snapshot of the person presenting the badge This allows the PayClock user to verify that the correct employee presented the badge and no buddy punching has taken place See the sample below To enlarge the photo float the mouse over the image 2 Insert of Delete Exception GJ Notes E Columns Z Settings Timecard Table Color Legend The timecard table can display the rows or cells in colors that are used to identify certain conditions e Light Blue A row that is light blu
74. rsnsseees 28 USING THE PAYCLOCK SOFTWARE ccssssssscssrsessessrsessessrsessessesesees 29 LOGGING INTO PAYCLOCK esesesesesesesesesesesesesesesesesesesesesesesesesesesesee 31 SETTING UP PAYCLOCK erreien iesi essesi 34 ADDITIONAL SOFTWARE SETUDP cccscsssssssssessessssesecsevseseenersevees 37 ADD THE FACEIN TERMINAL ssssssssssrsesesecceseroeseseseecerororsesesecoeeosesesoe 39 ADD EMPLOYEES AND ASSIGN BADGES ssssssssssesssseesersevees 40 EDITING TIMECARDG cccscsssssssssssrsessssrsessessssessessssessessssessessssessesssserees 45 GLOBAL SCHEDULING cccsssssssssssssssessersesessersesessersesessersssessessesessersesess 63 REPORTS scsssssssssssssrsessessssessessssessessssessessssessessssesscsessessesessessesessesssseseesees 64 SETTING UP YOUR TERMINAL cssssssssscsssessessesessessrsessessrsessessrsesees 66 UPDATE THE TERMINAL cscssssssssssrsesscsersesssssssesssessesseseneeseeees 71 POLLING THE TERMINAL csccsssssssssessesssssrsesssssssessccessessessrenseeees 72 AUTOMATIC POLLING scscsssssssssccsessesesscssesesscsessessesesseseesersevees 73 HARDWARE TROUBLESHOOTING cccssssssssrsessessrsessesessessssessessrsesees 74 SOFTWARE TROUBLESHOOTING ssssssssssssssssessessrsessessssessessesesees 76 APPENDIX A EXPORTING PUNCHES TO A USB DRIVE 77 APPENDIX B ADDING EMPLOYEES AT THE TERMINAL 79 APPENDIX C CONNECTING
75. s you to set up terminals and assign your employees to the terminals You can also update and poll the terminals from this tab Setup Tab The Setup tab contains functions for configuring your company information pay period rules departments employees shifts payroll exports PayClock users and preferences The PayClock Orb The PayClock Orb located at the top left corner allows quick access to a number of important tools Click on the PayClock orb to access the following critical functions Backup Restore Data Upgrade PayClock Check for Updates Support Assistant Exit lackup Restore Data 30 PAYCLOCK amp FACEIN USER S GUIDE Logging into PayClock PayClock is a single user system by default with one user account Administrator The Administrator account gives the user full access to PayClock Open the PayClock software by clicking on the 2 PayClock Icon located on your desktop Log In To begin using PayClock you must first Log In to the system at the Log In window PayClock has one default user the Administrator The Administrator has full access to system information and functions NOTE You may upgrade PayClock to a Multi User system Refer to page 28 of this User s Guide for information on upgrading to multi user onc E 1 From the Log In window choose Administrator from the User List 2 Enter the default password lathem 31 PAYCLOCK amp
76. s like the ones listed below Getting Help The purpose of this user s guide is not meant to be a complete manual for the product It is a quick reference to get you started Please refer to the PayClock Help for detailed product information setup guidance and operation information 3 PAYCLOCK amp FACEIN USER S GUIDE You can access the help desk and answers to your issues in a number of different ways In addition to resources within the PayClock software assistance may be accessed online via email via telephone or through your dealer Don t forget annual support contracts are also offered PayClock Help The PayClock Help allows you to search through an index of help topics to locate the answer you need To launch the Help click the Help button on the ribbon bar Troubleshooting For answers to Frequently Asked Questions refer to the Troubleshooting sections of this User Guide on page 74 and 76 Online and Email Support Lathem com provides access to numerous support resources that will allow you maximize your use of PayClock Help may be accessed by visiting the following link http support lathem com On the Support page you may also submit a question through our online knowledgebase and one of our technicians will respond to your inquiry within 24 hours Email support is free to all registered users Telephone Support The help desk is available between the hours of 8am and 7pm Monday through Fr
77. t 89 PAYCLOCK amp FACEIN USER S GUIDE e From the menu select Support Assistant e Inthe Support Assistant window select Connection Info e Print the Connection_Info txt file Step 2 PayClock Client at the remote site e Run the PayClock Setup Program e Go to the computer where you want to install the PayClock client e Make sure your screen saver is not showing before inserting the PayClock CD e Insert the PayClock CD ROM in the CD ROM drive Note If you are installing on Windows Vista or Windows 7 you may have to click Allow Continue or Yes at the User Account Control confirmation window e The Setup program should run automatically If not follow the steps below gt Click Start My Computer or Computer gt Double click on the drive that contains the PayClock installation CD e Follow the Setup Steps e It may take the install a few minutes to start please be patient e From the Install PayClock window click on Next e Read the License Agreement and select I accept the terms of the license agreement and Next to move forward e Select the Custom option and click Next to continue 90 PAYCLOCK amp FACEIN USER S GUIDE At the Install on Single PC or Network window select I need multiple computers that can run PayClock and click Next to continue At the Install Client Only or Client amp Server window select Client Only and click Next to continue e Enter the Server Information
78. t computers on the network With a multi user system other users can have the PayClock client installed on their computers and access PayClock across the network Enable the Multi User Feature e Open the PayClock software e Click on the PayClock orb in the upper left hand corner and select Upgrade PayClock e The Feature Wizard will open click Next e At Number of Users select Multi user e Click Next if you wish to demo the feature click Finish This will activate the feature for a 30 day trial e If you wish to purchase the feature select Purchase the selected feature and click Next e Enter your credit card information and click Process Payment e Your system will now be a multi user system you can install the PayClock client on other computers and access PayClock across the network See the PayClock Help for detailed information on setting up additional PayClock users 28 PAYCLOCK amp FACEIN USER S GUIDE Using the PayClock Software PayClock utilizes a sleek user interface that allows you to get more out of the functions you use most The interface provides centralized navigation to all parts and functions within the software Navigation panes allow you to quickly manage payroll rules employees payroll data and reports Simply click on a tab or button to open the pane and associated window Use the Quick Action buttons under Payroll Process or Other Tasks to access routine operations o PayCock o hl
79. tes e Type in the minutes and the cursor will automatically move to AM PM e If your time is set to 12 hour format type an A or P to change to AM or PM e From the list select the department for the transfer e Click the Save and Exit button the transfer will be added to the timecard Making a One Time department change in the Timecard Table You can make a one time department change in an employee s timecard for a selected day or for a selected interval and keep all other days at their original department assignments If the Department column is displaying in the timecard table simply click in the cell for the desired day and from the list select the desired department The department change will take affect immediately See the PayClock Help for detailed information on making a one time department change in the timecard table Making a One Time shift change in the Timecard Table You can make a one time shift change in an employee s timecard for a selected day and keep all other days at their original shift assignments 55 PAYCLOCK amp FACEIN USER S GUIDE If the Shift column is displaying in the timecard table simply click in the cell for the desired day and from the list select the desired shift The shift change will take affect immediately See the PayClock Help for detailed information on making a one time department change in the timecard table Adding Amounts Insert Button
80. the terminal mounted in a location where it is exposed to direct sunlight This could be troublesome during the registration process Face Pin and Face Verification Method Selected Position the employee so the face is in the middle of the two cameras with 9 to 25 inches between the face and the terminal The image collecting screen will display start the face recognition enrollment Perform 2 small head circles to the right Perform 2 small head circles to the left Move the face closer to the terminal until the white dashed square appears Move the face back until there is 9 to 25 inches between their face and the terminal Turn the head fully to the right Turn the head fully to the left Raise the head up slightly Lower the head down slightly Move the face back from the terminal until there is 9 to 25 inches between the face and the terminal if adjust positioning message is still displaying Resume small head circles to the right if adjust positioning message is still displaying 17 PAYCLOCK amp FACEIN USER S GUIDE The progress bar at the bottom of screen will display the process of the imaging When the face is registered the terminal will display Permit Open Door press ESC Note Door access is not currently supported When Permit Attendance displays press OK Note You must press OK otherwise punches will not be recorded for polling The screen will display Finished an
81. tically If not follow the steps below gt Click Start My Computer or Computer gt Double click on the drive that contains the PayClock installation CD 0 Follow the Setup Steps e It may take the install a few minutes to start please be patient e From the Install PayClock window click on Next 26 PAYCLOCK amp FACEIN USER S GUIDE Read the License Agreement and select I accept the terms of the license agreement and Next to move forward Select the Custom option and click Next to continue At the Install Client Only or Client amp Server window select Client Only and click Next to continue At the Ready to Install screen click Next At the Installation Complete screen click Finished LJ Open PayClock After installing you can run PayClock by clicking its icon The default log in is Admin with the password lathem 27 PAYCLOCK amp FACEIN USER S GUIDE Setting up a Multi User System PayClock is by default a single user system You must purchase and enable the multi user feature in order to access PayClock from other computers on your network Note You must register your PayClock software before enabling the Multi User feature even if you have already paid for the feature After registering PayClock call the help desk for a feature un lock code What is the difference between a Single User and Multi User system With a single user system users cannot access the PayClock from differen
82. time The cell will be highlighted when it has been selected Type in the amount of hours and minutes for the non work time use the right arrow key to move from hours to minutes Press enter or tab on the computer keyboard to save the non work time Adding Non Work Time Insert Button You can use the Insert Non Work Time button to add a non work time Select the Timecatds tab on the ribbon bar and click on the desired employee from the Employee List The employee s timecard will display At the timecard table toolbar click the Insert button and select Non Work Time The Add Non Work Time window will open Enter the amount of non work time at the Duration field for example 8 00 for 8 hours Select the pay code to apply the non work time for example vacation Select the date to apply the non work time Click the Save and Exit button The non work time will be added to the timecard Adding Department Transfers Timecard Table A department transfer is when an employee stops working in one department and then begins working in another department 54 PAYCLOCK amp FACEIN USER S GUIDE e Select the Timecards tab on the ribbon bar and click on the desired employee from the Employee List the employee s timecard will display e At the timecard table toolbar click the Insert button and select Transfer The Add Transfer window will open e Type in the hour and the cursor will automatically move to the minu
83. ting up the rounding e Click Save to keep your changes Shift Length Setup The Maximum Work Day Length setting allows you to enter how long employees would normally work in one day Note Normally you should leave this field at the default setting of 14 hours If the setting too large you may see punches from different days linked together e With the Standard pay class item still selected click on the Advanced tab e Enter the amount of time expected to be worked for a day in the Maximum Work Day Length field Note It is recommended to leave the setting at the default 14 hours Click the Help button is you need assistance setting up the maximum work day length e Click Save to keep your changes 36 PAYCLOCK amp FACEIN USER S GUIDE Additional Software Setup The Setup tab of the ribbon bar is used to configure the PayClock software for your company pay period rules departments employees shifts payroll exports PayClock users and preferences See the PayClock Help for detailed information on the Setup tab Company Button At the Company button of the Setup tab you define your basic company information Pay Class Button The Pay Class button of the Setup tab on the ribbon bar allows you set up and maintain your company s pay policies for handling payroll You can configure the pay policies your company uses such as your pay period overtime break and other advanced pay class
84. u should follow these recommended steps if adding the employees at the FaceIN terminal 1 Add and enroll the employee s face at the FaceIN terminal 2 Have the employee punch In and Out 3 Add the employee in the PayClock software before polling and processing payroll Adding an Employee at the FaceIN Terminal e At the FaceIN terminal press the MENU key administrator verification is required e The administrator should present and position their face for a facial scan The Functions Menu will display upon a successful verification e Press 2 or select the User Management menu and press OK e Press 1 or select the Register User menu and press OK to add a new employee at the terminal e The Input User No screen will display e Using the index numeric keys enter the User Number and press OK Note This is the number that will be entered into the PayClock software as the employees PIN number The number has to be unique e The Input Name screen will display 79 PAYCLOCK amp FACEIN USER S GUIDE e Using the index numeric keys enter a name This should be the same as the first name you will enter into the PayClock software After pressing the desired index numeric key use the t to move through the available letters To change to caps press the index numeric key with the desired letter and press the ESC key The letter group will change to caps After entering the name press the OK key e With the employee standing at
85. ude in Exports option will be checked and will be dimmed From the list under Type of Employee choose whether this person is Regular Temporary Seasonal or Contract At Pay Class select the pay class to use for the employee This setting determines which pay period and overtime rules will be applied At Home Department select the employee s home department The Allow Supervisor Functions option is not supported with the FaceIN terminal At Do Not Include in Exports check this box if you do not want to include this employee in the file you export for payroll 42 PAYCLOCK amp FACEIN USER S GUIDE 15 The Enable Lockouts option is not supported with the FaceIN terminal 16 Enter the employee s hire date under Date of Hire 17 Click Save to keep your changes The next section covers each topic briefly to give you an overview of the system See the PayClock Help for detailed information on each topic Overrides Tab You use the Overrides tab to define punched or automatically deducted breaks for individual employees on the open shift Any defined breaks on this tab will override the global break set up on the Pay Class Break tab Schedules Tab The Schedules tab is used to apply shifts to individual employees The shifts applied to the employee will make up the employees work schedule You can define the employees work schedule in the calendar and assign shifts by date The employee s schedule displays
86. ve Visit http www lathem com contact us register your product aspx and follow the steps outlined 33 PAYCLOCK amp FACEIN USER S GUIDE Setting up PayClock How does PayClock calculate time PayClock uses an open shift to define the start of the workday An employee s open shift starts with his her first punch of the day and continues until the day change or for 14 hours if working past the day change The work day length is set to 14 hours by default Example 1 Jane Doe s first punch Monday morning was at 7 30 am She didn t punch out to leave for the day until 10 00 pm PayClock calculated her time as 14 hours and 30 minutes because she didn t work past the day change Example 2 Jane Doe s first punch on Tuesday was at 1 00 pm Using the maximum work day length setting of 14 hours PayClock defines the expected end of her open shift to be by 3 00 am on Wednesday Jane s time will calculate and no missing registration exception will be generated if she punches out to complete her shift by 3 00 am on Wednesday Jane s time will not calculate and a missing registration exception will be generated if she punches out to complete her shift after 3 00 am on Wednesday Minimum PayClock Set up After completing the hardware and software installation you should set up your basic company structure This includes the pay period overtime and rounding 34 PAYCLOCK amp FACEIN USER S GUIDE From the
87. ve availability to the latest versions of your software when they become available New versions often have improved features designed to increase the functionality of the product and make existing operations work easier Without the support plan Software upgrades must be purchased individually Toll free telephone support If you have any questions with the operation or support of your system you will have access to a trained support representative via our toll free number Our knowledgeable representatives are trained to answer your questions quickly and effectively so you won t waste your time unnecessarily Without the support plan Customer support calls will be billed on a per incident basis Next day shipping of exchange clock If your clock goes down or is damaged you can rest assured knowing that with a simple phone call an exchange unit will be shipped out of our facility the next business day This will dramatically reduce your down time allowing you to get back to business as usual and process payroll on schedule Without the support plan You must send in your clock for repair to be returned up completion Extended Warranty The support plan will extend the standard warranty that came with your product While under warranty or this plan your time clock will be covered for parts and labor to repair defects in materials or workmanship If the problem with your clock is covered under this extended warranty you can sim
88. wing Photos of Employees Punching The List tab is designed specifically to be used to view the photos of employees who punch the FaceIN terminal using the Card Verification method Note Only photos for employees using the Card verification method will display in the List tab e Select the Timecards tab on the ribbon bar and click on the desired employee from the Employee List the employee s timecard will display e Select the List tab in the timecard table the employee s punches and associated photos will display in a chronological list e View the photos to verify that the correct employee made the punch 59 PAYCLOCK amp FACEIN USER S GUIDE Exporting Data The Export button of the Timecards tab allows you to export your data to payroll When you click the Export button a window opens with the exporting options you have setup at the Setup tab Exports button The export process generates an export file in the format required by your payroll service and makes it available for your payroll software See the PayClock Help for detailed information on exporting data Creating an export file e Select the Timecards tab and select the pay period by using the Pay Period navigation buttons e Click the Export button the Execute Exports window opens e Click on the desired payroll export in the list there will be a check in the box M when it has been selected e Click the Run Exports button Closing
89. y period See page 60 Closing the Pay Period How do I change PayClock to a multi user system See page 28 Setting up a Multi User System How do I re open a closed pay period See page 61 Re Opening a Closed Pay Period How do I set PayClock to automatically poll the FaceIN terminal See page 73 Automatic Polling 76 PAYCLOCK amp FACEIN USER S GUIDE Appendix A Exporting Punches toa USB Drive The USB Functions menu allows you to export punch data to a USB thumb drive and then import the data into the PayClock database using the PayClock software Important Note If you don t have an Ethernet connection you can transfer punch data from the terminal to the PayClock software using a standard USB thumb drive Export the data to USB Thumb Drive e At the FaceIN terminal press the ESC key to force the terminal to the normal time date screen e Insert the USB Flash drive into the USB port on the bottom of the terminal administrator verification is required e The administrator should present and position their face for a facial scan The Functions Menu will display upon a successful verification Note Due to compatibility issues not all USB Flash drives are compatible and may not work with the terminal It is not recommended to use a USB Flash drive formatted as NTFS e Press 1 or select the Export Records menu and press OK e When the export is complete the data will be sav

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