TotalPass® P600 User Guide - Icon Time

[Pages:248]TotalPass? P600

User Guide

Copyright ? 2020 IconTime. All rights reserved. Reproduction of this document in whole or in part is strictly prohibited. This document may contain typographical or copy errors. TotalPass, IconTime, the IconTime logo, and all other IconTime product names mentioned in this document are registered trademarks of IconTime.

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Table of Contents

Chapter 1: Getting Familiar with Your Time Clock............................................................................................9 Everything you need to get your time clock up and running:.................................................................................................9 System Requirements................................................................................................................................................................................10 Features.............................................................................................................................................................................................................. 10 Available TotalPass Upgrades ................................................................................................................................................................11 Connection / Setup .......................................................................................................................................................................................11 Logging In.............................................................................................................................................................................................................11 Support and Troubleshooting ................................................................................................................................................................11 Integration with Payroll ...............................................................................................................................................................................11 Register your Time Clock..........................................................................................................................................................................12

Navigating the Time Clock Software........................................................................................................................................................12 Home Page.........................................................................................................................................................................................................12 Lists Menu......................................................................................................................................................................................................... 13 Reports Menu.................................................................................................................................................................................................. 13 Payroll Menu..................................................................................................................................................................................................... 13 Files Menu.......................................................................................................................................................................................................... 13 Settings Menu................................................................................................................................................................................................. 13 Help Menu......................................................................................................................................................................................................... 13

Chapter 2: Setting Your Time Clock Preferences...........................................................................................14 Setting Your Pay Preferences...................................................................................................................................................................... 14 Setting Employee Input Preferences....................................................................................................................................................... 15 Setting Your Overtime Preferences......................................................................................................................................................... 15 Enhanced Overtime Preferences........................................................................................................................................................ 16 Setting Your Punch Preferences.................................................................................................................................................................17 Setting Employee Input Preferences....................................................................................................................................................... 18 Setting Your Device Preferences............................................................................................................................................................... 19 Email/Backup Settings....................................................................................................................................................................................20 What is an SMTP Server?.......................................................................................................................................................................20 Outgoing Email Settings (SMTP SERVER)..................................................................................................................................... 21 Common SMTP Server Settings............................................................................................................................................................... 22 Setting Your Alert Preferences.................................................................................................................................................................. 23 Alert Setup....................................................................................................................................................................................................... 23 Creating Custom Fields.................................................................................................................................................................................. 24

Chapter 3: Setting Up Your Employees............................................................................................................ 25 Employee List....................................................................................................................................................................................................... 25 Make Employees Inactive....................................................................................................................................................................... 25 Customizing the Columns ...................................................................................................................................................................... 25

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Time Remaining Before Overtime...................................................................................................................................................... 25 Adding Employees............................................................................................................................................................................................. 26

Employee Information............................................................................................................................................................................... 26 Employee Settings ..................................................................................................................................................................................... 26 Entry Method.................................................................................................................................................................................................. 27 Lunch Time Deduction............................................................................................................................................................................. 27 Web Punch Time Clock Settings........................................................................................................................................................ 28 Create Payroll Export File....................................................................................................................................................................... 28 Accrual Settings........................................................................................................................................................................................... 28 Non-Work Hours and Benefit Time (Vacation, Sick, Personal).........................................................................................29 Customizing Benefit Accrual Rules...................................................................................................................................................29 Using Accrued Benefit Hours (Vacation, Sick, Personal)......................................................................................................29 Delete Employee's Punches...................................................................................................................................................................30 Chapter 4: Clocking In and Out........................................................................................................................... 31 Time Clock Keypad Functions ................................................................................................................................................................... 31 Punching In and Out........................................................................................................................................................................................... 31 Keypad PIN Entry......................................................................................................................................................................................... 32 Proximity Badge Entry.............................................................................................................................................................................. 32 Web Punch Entry.......................................................................................................................................................................................... 32 Tracking Paid Breaks ..................................................................................................................................................................................... 32 To transfer into the break department:........................................................................................................................................... 32 To transfer out of the break department and back to work:............................................................................................... 32 Department Change (Punch In and Out Transfer).......................................................................................................................... 32 To transfer into another department:............................................................................................................................................... 32 Entering Tips, Job Numbers, or Piece Counts............................................................................................................................ 33 To collect employee input data on the IN punch:....................................................................................................................... 33 To collect employee input data on the OUT punch:................................................................................................................. 33 Chapter 5: Department and Supervisors........................................................................................................ 34 Department........................................................................................................................................................................................................... 34 Customize Your Department................................................................................................................................................................34 Customize Revision Zones.....................................................................................................................................................................34 Assigning/Changing Departments.................................................................................................................................................... 35 Removing a Department.......................................................................................................................................................................... 35 Chapter 6: Generating Reports......................................................................................................................... 36 Supervisors............................................................................................................................................................................................................ 36 Setting Supervisor Permissions..........................................................................................................................................................36 Assigning Employees to a Supervisor..............................................................................................................................................36 Supervisor Login........................................................................................................................................................................................... 37 Reports Overview.............................................................................................................................................................................................. 37

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Adding a Punch................................................................................................................................................................................................... 38 Adding Non-Work Hours (Holiday and Non-Worked)................................................................................................................... 38 Editing a Punch....................................................................................................................................................................................................39 Using Batch Edits...............................................................................................................................................................................................39 Viewing Additional Reporting Details.....................................................................................................................................................40 Using the Attendance Report...................................................................................................................................................................... 41 Using the Timecard Report........................................................................................................................................................................... 41 Using the Individual Timecard Report.................................................................................................................................................... 42 Using the Department Report.................................................................................................................................................................... 42 Using the Timecards By Department Report....................................................................................................................................43 Create Custom Reports ................................................................................................................................................................................43 Generating Reports on Custom Field Values - Labor Distribution........................................................................................43 Chapter 7: Sending to Payroll............................................................................................................................. 45 Create Payroll Export File..............................................................................................................................................................................45 QuickBooks Export Payroll process....................................................................................................................................................... 47 Configuring Payroll............................................................................................................................................................................................48 QuickBooks Online Configuration............................................................................................................................................................48 Chapter 8: Alternate Employee Entry Options.............................................................................................. 50 Using Proximity Badges..................................................................................................................................................................................50

Assigning Proximity Badges to an Employee...............................................................................................................................50 Punching In/Out Using Proximity Badges .....................................................................................................................................50 Using Web Punch Entry................................................................................................................................................................................... 51 Locking the Time Clock Terminal Keypad..................................................................................................................................... 51 Setting Up Your Employees for Web Punch.................................................................................................................................. 51 Punching In/Out Using Web Punch .................................................................................................................................................... 51 Clocking In/Out using GPS Location Tracking............................................................................................................................ 52 IP Address Restriction.............................................................................................................................................................................. 52 Setting Authorized IP Addresses Globally.................................................................................................................................... 52 Running Reports with Web Punch...................................................................................................................................................... 53 Chapter 9: Maintaining Your Time Clock........................................................................................................ 55 Creating a Data Backup.................................................................................................................................................................................55 Data Backup from the Software Interface..................................................................................................................................... 55 Setting Up Scheduled Automatic Backups.................................................................................................................................. 55 Data Backup to a USB Flash Drive.....................................................................................................................................................56 Restore Time Clock Data Backup............................................................................................................................................................56 Restore a Time Clock Data Backup from the Software Interface................................................................................... 57 Restore a Time Clock Data Backup from a USB Flash Drive............................................................................................. 57 Removing Data from Your Time Clock.................................................................................................................................................. 57 Updating Your Time Clock............................................................................................................................................................................58

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Updating Your Time Clock from the Software Interface.......................................................................................................58 Updating Your Time Clock Using a USB Flash Drive...............................................................................................................58 Auto-Update................................................................................................................................................................................................... 58 Resetting Your Time Clock Passwords.................................................................................................................................................60 Changing Your Time Clock Software Interface Password...................................................................................................60 Resetting the Software Interface Password ................................................................................................................................60 Resetting the Supervisor Mode Security Code ..............................................................................................................................60 Chapter 10: Time Clock Terminal Supervisor Mode ..................................................................................... 61 Log Into Supervisor Mode.............................................................................................................................................................................. 61 Parent Clock Supervisor Mode Settings............................................................................................................................................... 61 View IP Address............................................................................................................................................................................................. 61 Network Settings................................................................................................................................................................................................. 61 LAN Settings.................................................................................................................................................................................................... 61 Wi-Fi Settings.................................................................................................................................................................................................. 61 View Networks...............................................................................................................................................................................................62 WPS Setup ......................................................................................................................................................................................................62 Assign Badges...............................................................................................................................................................................................62 Set Date/Time...............................................................................................................................................................................................62 View Serial #...................................................................................................................................................................................................62 View Version #...............................................................................................................................................................................................62 Download Backup........................................................................................................................................................................................62 Restore Backup ...........................................................................................................................................................................................63 Enable Upgrade............................................................................................................................................................................................63 Reset Password............................................................................................................................................................................................63 Erase All Memory.........................................................................................................................................................................................63 Convert to Child............................................................................................................................................................................................63 Download Log ...............................................................................................................................................................................................63 Additional Child Clock Supervisor Mode Settings.........................................................................................................................63 View Parent IP................................................................................................................................................................................................63 Force Connect...............................................................................................................................................................................................63 Force Full Sync...............................................................................................................................................................................................63 Show Sync Status........................................................................................................................................................................................63 Convert to Parent.........................................................................................................................................................................................64 Chapter 11: Connecting to the Clock ................................................................................................................ 65 Wi-Fi Connection................................................................................................................................................................................................65 Connecting Using the Clock Interface ............................................................................................................................................65 Connecting Using a WPS Button.........................................................................................................................................................66 Connecting Using a WPS with PIN......................................................................................................................................................66 Connect to the Wireless Network ......................................................................................................................................................66

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Connecting Using the Software Interface ..................................................................................................................................... 67 Ethernet Connection ................................................................................................................................................................................. 67 Chapter 12: Benefit Tracking and Email Alerts.............................................................................................. 68 Benefit Tracking..................................................................................................................................................................................................68 Benefit Tracking and Accruals ............................................................................................................................................................68 Enhanced Overtime Preferences.......................................................................................................................................................68 Revision Zones..............................................................................................................................................................................................68 Enhanced Overtime Preferences.......................................................................................................................................................68 Non-Worked Hours and Benefit Time (Vacation, Sick, Personal)..........................................................................................68 Customizing Benefit Accrual Rules...................................................................................................................................................69 Accrual Summary Report.............................................................................................................................................................................70 Revision Zones ....................................................................................................................................................................................................70 Email Alerts .............................................................................................................................................................................................................71 Outgoing Email Settings (SMTP Server).................................................................................................................................................71 Common SMTP Server Settings............................................................................................................................................................... 73 Chapter 13: Software Upgrades ........................................................................................................................ 74 Enabling Software Upgrades........................................................................................................................................................................74 Employee Capacity Upgrades.....................................................................................................................................................................74 Web Punch Capacity Upgrade....................................................................................................................................................................74 Chapter 14: Multi-Clock Configuration............................................................................................................ 75 System Requirements..................................................................................................................................................................................... 75 Connecting Multiple Time Clocks............................................................................................................................................................ 75 Set Up the Parent Clock........................................................................................................................................................................... 75 Set Up the Child Clock(s) ....................................................................................................................................................................... 75 Connect Your Child Clock Via Broadcast............................................................................................................................................ 76 Connect Your Child Clock Via IP Address........................................................................................................................................... 76 Continuing Multi-Clock Setup.................................................................................................................................................................... 76 Child Clock Connection Symbols..............................................................................................................................................................77 Multi-Clock Software Settings and Optimal Configuration........................................................................................................77 Child Clock Connection Data..................................................................................................................................................................... 78 Updating the Multi-Clock System...................................................................................................................................................... 78 Chapter 15: Configure for Remote Access...................................................................................................... 79 System Requirements..................................................................................................................................................................................... 79 Step 1: Set Up the TotalPass on the Local Network ....................................................................................................................... 79 Step 2: Router Configuration....................................................................................................................................................................... 79 Assign a Static IP Address to the Time Clock ............................................................................................................................80 Set Up Port Forwarding on the Router.............................................................................................................................................80 Step 3: Connect to Your TotalPass Clock over the Internet....................................................................................................... 81 Remote Connection Frequently Asked Questions......................................................................................................................... 82

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Troubleshooting Remote Connection Problems............................................................................................................................. 82 Standard Remote Connection Setup Diagram.................................................................................................................................84 Connect Clocks Remotely with Multi-clock Diagram...................................................................................................................84 Warranty Information.......................................................................................................................................... 85 FCC Part 15............................................................................................................................................................. 87

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