BioTouch Clock Operations Follow
The clock settings can be secured by designating one or more users as Managers. Special care must be taken to insure that a Manager has a finger template, a badge number, or a password registered on the clock. If there is a Manager(s) on the clock, the menus can only be accessed by a Manager with their finger image, badge or ID & password.
- Adding a Missed Transaction
- Downloading Raw Transactions
- Deleting All Transactions
- Deleting a Single User
- Deleting All Enrolled Employees
- Initializing to Factory Defaults
- Cutoff Time
- Editing Setup Data at the Clock
Descriptions of Clock Menu items
Employee punching
Finger:
Touch an enrolled finger on the sensor. Alternatively, the employee can enter their employee ID first, press [OK], and then press their finger.
Badge:
Hold the proximity badge close to the clock immediately below the finger reader.
ID and Password:
- The employee will enter their User ID and press [OK].
- The clock will prompt the user to enter their password.
- The employee will enter their password and press [OK].
The clock will respond by displaying the employee’s name and ID number and saying “Thank You!”
Note: employees may review their punches at the clock by pressing [OK] and then identifying themselves by using their fingerprint, badge or pin/password.
Reporting
Two transaction reports can be generated: Punch Report and Timecards. The Punch Report is simply a print out of all punches for each employee by date. The Timecard Report prints a time card for each employee for the date range selected. The BioTouch can be set to calculate the daily totals on the Timecard Report Setup> System> Totals. Available choices for “Totals” are No (do not calculate daily totals), Min (totals displayed in Hrs : Min), Hrs (totals displayed in Hrs . 100ths of Hr).
To generate reports:
Step 1: Create the report
- Plug the USB stick into the side of the clock.
- Press [Menu], select Report, and then select either the Punch Report (Raw Data) or Timecards report (Formatted with each employee printed on a single page).
- Set the Starting and Ending dates for the report data. Use the arrows and the key pad to change the values. Press [OK] to move to the next date segment.
- Note: you can’t directly edit the year field. In order to change the year you will need to roll the month forward/backward with the arrow keys until the year changes.
- When done press [ESC] once.
- The clock will prompt you to “Start report”. Select [OK]
- Once complete, follow the same process to create the other report if desired.
- When finished press [ESC] repeatedly to exit the menus or simply allow the menus to time out
- Remove the USB stick from the clock.
Step 2: View the report in Excel
- Plug the USB stick into your computer.
- If a directory does not automatically open, use Windows Explorer to navigate to the USB directory
- Double click the report file you want.
- Excel should launch and open the file. If not, run Excel and open the report file from the USB directory.
Clock Data
Adding a Missed Transaction
An employee’s missed punch can be added at the clock
- Press [Menu], select User Mgt then User View. Select the specific employee, and then select Retroactive.
- Set the date and time for the missed transaction. Use the arrows and the keypad to
change the values. Press [OK] to move to the next setting. When done press [ESC] once. - The clock will prompt you to “Save”. Press [OK] to save the transaction or [ESC] to discard.
- When finished, press [ESC] repeatedly to exit the menus or simply allow the menus to time out.
Downloading Raw Transactions
The GLog is similar to Reports except that the file that is created will contain just the raw transactions. This can be ideal for importing your data into an application.
The data download has two options:
- Collect new transactions since the last download,
- Collect all transactions on the clock.
To get the raw transaction file:
- Plug the USB stick into the side of the clock
- Press [Menu], then select Data Man
- Select Down GLog to download only transactions since the last download, or Down All GLog to download all the transactions on the clock.
- When finished, press [ESC] repeatedly to exit the menus or simply allow the menus to time out.
- Remove the USB stick from the clock.
You can now insert the USB stick into your PC to upload your clock data file(s) for further processing as desired.
Deleting All Transactions
This function is rarely used. Use with caution as you will lose all transaction data on the clock. To remove all transactions from the clock:
- Press [Menu], select Data Man, and then select Delete all Glog. Press [OK] when clock prompts ‘Delete?’ or press [ESC] to go back.
- When finished, press [ESC] repeatedly to exit the menus or simply allow the menus to time out.
Deleting a Single User
- Press [Menu], select User Mgt, and then select User View.
- Select Employee to delete. Press [OK].
- Select Delete. When clock prompts ‘Delete?’, press [OK].
- When clock prompts ‘Delete user log?’, press [OK] .
- When finished, press [ESC] repeatedly to exit the menus or simply allow the menus to time out.
Deleting All Enrolled Employees
This function is rarely used. Use with caution as you will remove all employees from the clock. To remove all enrolled employees:
- Press [Menu]. Select Data Man, Clear all Enroll and then press [OK] when clock shows “Continue?” or press [ESC] to go back.
- When finished, press [ESC] repeatedly to exit the menus or simply allow the menus to time out.
Initializing to Factory Defaults
This function is only used when you want to clear all information from the clock and return all settings to their factory defaults. Use with caution as you will lose all employees and transactions on the clock. To reinitialize the clock:
- Press [Menu], select Setup, InitSys, and then press [OK].
- When finished, press [ESC] repeatedly to exit the menus or simply allow the menus
to time out.
Cutoff Time
A normal day by default begins at exactly 12:00 AM. Some companies, however, may have employees who work shifts that end at 12AM or even into the next day. Also, there may be shifts that begin at 12AM or earlier and end the next day.
The Cutoff time is used to 'move' such employees workday change time backward or forward from 12AM so their hours are credited to the proper workday.
The Cutoff time can be change by shift. See the Shift Setup section of the manual and read the instructions at the top of the Excel spreadsheet concerning Cutoff Time.
Editing Setup Data at the Clock
In general, we recommend editing data at the PC. The resources on a PC and in the Excel program provide a robust, familiar environment for adding and editing information. This is the approach used throughout this manual.
However, there are times when you may wish to perform these tasks at the clock. The example below shows how to enter an employee name:
- Press [Menu], select User Mgt, Add User, User Name
- Press the key containing the first letter of the employee name and then press [OK].
- Press the number that is over the letter you wish to enter.
- Press the key containing the next letter of the employee’s name and press [OK].
- Again, press the number that is over the letter you wish to enter.
- Repeat steps 4 and 5 until complete
- Press [ESC] to return to the Add User menu.
- Press [ESC] to exit the Add User menu.
- Press [OK] to save the data.
- Press [ESC] repeatedly to exit the menus or simply allow the menus to time out.
Clock Menus
-
Shift
- Edit Shift
- View Shift
- Download Shift
- Upload Shift
- Global Setup
- Holidays
-
User Mgt
- Add User
- UserView
- Dpmt-Man
- Download User
- Upload User
-
Report
- Punch Report
- Timecards
-
Data Man
- Down GLog
- Down All GLog
- Clear all Enroll
- Delete all Glog G_Log
-
Setup
- System
- COMM Set
- InitSys
-
SysInfo
- Users
- Manager
- Finger
- Card
- Password
- G_Log
Note:
- G_Log has the in/out transactions (the punch data or attendance logs)
- G_Log / Glog stands for "General Log"
- Some menus are displayed graphically but may be displayed as a list by turning the Menu Graphics off: Setup> System> Graphics> "No"
Description of Menu Items:
Shift:
- Edit Shift: Access to edit Shifts 1 thru 5. Select “No” to not assign an employee to any shift.
-
View Shift: Displays the Start, Lunch Start, Lunch End & End of Selected Shift, Monday thru Sunday
Download Shift: Download Shift Settings to USB Stick (Shift_Setup_01.XML where “01” is the Clock ID) - Upload Shift: Upload Shift Settings from USB Stick
- Download Setup: Download "Punch Early/Late" & "Holidays" from Clock to USB Stick (Global_Setup_01.XML where “01” is the Clock ID)
- Upload Setup: Upload "Punch Early/Late" & "Holidays" from USB Stick to Clock
- Global Setup: Early Start, Late Start, Early Lunch, Late Lunch, Early End, Late End
-
Holidays: Set company holidays (up to 30). The factory defaults are: New Year: 01/01 to 01/01 and Christmas: 12/25 to 12/25.
- Note that these holidays may be edited or deleted.
- It is much easier to enter the holidays on a PC and upload them to the clock since T9 (Text on 9 keys) keyboard entry is quite painstaking and time consuming.
- A holiday can be a range of dates, ie, 2 day holiday for Thanksgiving & Christmas.
- To avoid confusion you should try enter holidays in chronological order…the Clock will display the holidays in the order you entered them.
- Holidays remain active on the same dates for the next year. If the holidays fall on different dates the next year they must be edited prior to the holiday. Menu Graphics On Menu Graphics Off
User Mgt:
- Add User: Add a User to the clock
-
UserView: Select User from list of all users
- Edit: Name, Finger(print), Card, Dpmt, Shift, Privilege, Password
- Glog View: View all punches for a User
- Retroactive: Insert a missed punch
- Delete: Delete a User ID and corresponding punches
- Dpmt-Man: Shows all Departments. Add new departments or delete departments. The Factory Default is “Office”.
-
Download User: Download all Users on clock to the USB Stick
- Note: this will overwrite the existing file on the USB Stick. It will not append the data.
- Downloaded Files:
- “User_Setup_01.XML” where “01” is the clock ID.
- “AFP_001.DAT” where “001” is the clock ID.
-
Upload User: Upload all Users on the USB Stick to the clock
- Note: this will overwrite any existing Pin#'s on the clock with corresponding pin#s'on the USB Stick…..Pin#'s on the clock but not on the USB stick will not be overwritten.
- The upload requires the following files:
- AFP_001.DAT
- User_Setup_01.XML
Report:
-
Punch Report: summary Excel report of all punches by day for each employee.
- Report Name: “Punch Report_01_0406114730.XML” where “01 is the clock ID, “04” is the month, “06” is the date, “11” is the hour, “47” is the Min’s, “30” is the seconds when the report was generated.
-
Timecards: generates formatted Excel time cards with one employee per sheet.
- Report Name: “Time Card Report_01_0406115132.XML” where “01 is the clock ID, “04” is the month, “06” is the date, “11” is the hour, “51” is the Min’s, “32” is the seconds when the report was generated.
Data Man: (Data Management)
-
Down Glog: Download all punch data since the last download
- Report Name: GLG_001.TXT” where “001” is the Clock ID.
- Note: this is a text file that can be opened by Notepad, Word, etc.
-
Down All Glog: Download all punch data on the clock
- Report Name: AGL_001.TXT” where “001” is the Clock ID.
- Clear all Enroll: delete all Users on the clock.
- Delete all Glog: delete all punch data from the clock.
-
How Users can Review Their Punches (GLog) at the Clock:
- Press [OK], identify by fingerprint, badge or pin/password.
- Press [ESC] to exit Glog
view. - Note: no punch will be recorded when reviewing the GLog.
Setup:
- System: configure system settings
-
Re-verify: (0-255 min). Sets the duration where multiple punches are within the duration are treated as duplicated punches and not recorded. If set to "0" ALL punches will be recorded regardless of when the previous punch was made, ie, punches within the same minute will be recorded and show as multiple punches within the same min on the Punch Report or Timecards Report.
- The Factory Default setting for Re-verify is 5 minutes.
- Non-duplicate punches will display "Verify OK!" and the employee name and will audibly respond "Thank You".
- Duplicate punches will only display the employee name and audibly respond “Verified, Thank You".
- Note: the BioTouch calculates time duration based on seconds, ie, if Re-verify is set at 1 min the next punch will not be recorded until 60 seconds have elapsed (even if the clock has already rolled to the next minute).
-
Totals: Calculate Timecard Daily totals.
- No = Do Not Calculate Totals (leave "Daily Totals" blank)
- Min = Hrs : Min
- Hrs = Hrs . 100ths of Hr
- The Factory Default setting for Totals is “No”
-
BellSET: Set bells to signal shift/lunch start/end.
- BellCount: (0 - 255) the # of times the bell will ring, this is a master setting for ALL bells. Note: when any bell schedules are set a bell icon will appear in the upper right hand corner of the display. Each bell "ring" lasts approx. 1 sec.
- BellTimeSET: up to (7) daily alarms can be scheduled. These alarms will activate every day of the week including wkends. You can't set alarms to activate by day of weekk or date.
- Examples: 2 min Shift Start warning, Shift Start, Lunch Start, 2 min Lunch End warning, Lunch End, Shift End
-
Graphics:
- Yes = for Graphic format Menus
- No = for List format Menus
- The Factory Default Setting is “Yes”
- Time: set current time & date (YYYY/MM/DD, 0-23 Hr : 0-60 Min)
-
Time Fmt: Changes the time format of the display
- 12 Hr: The display will display 0-12 Hrs: Min
- 24 Hr: The display will display 0-23 Hrs: Min, AM/PM
- The Factory Default for Time Format is “12H”
-
Screensavers: the BioTouch has (4) screensaver screenshots. The screensaver will activate after the keyboard has been idle for 1 min.
- The Factory Default for Screensavers is “No”.
-
VoiceOut: sets the speaker volume. Range: 0 to 10 0=off, 10=Max. Volume)
- The Factory Default is “6”.
- Update BMP: this setting is for Factory programming only
-
COMM Set: configure system communication settings
- Device ID: Set a unique identity for each clock so that you can identify which clock download files came from/go to. (Values: 1 to 255)
- The device ID is required but it is only important when you have more than one clock.
- The Factory default Device ID is “1”. Reports generated will show the clock ID in the export file/timecard.
- Note: If there are files on a USB Stick for multiple clocks, the clocks will automatically select the correct files based on Device ID.
-
InitSys: Initialize System – return all settings to Factory Defaults.
- Warning: this will remove all Users and all Punch Data from the clock.
SysInfo:
- Users: Displays number of Users enrolled on clock. BioTouch can accommodate up to 500 employees.
- Manager: Displays number of Users with Manager privilege
-
Finger: Displays number of Fingerprint Templates enrolled on clock
- BioTouch can store up to 1000 total fingerplate templates.
- Card: Displays the number of proximity badges / key fobs enrolled on the clock
- Password: Displays the number of passwords enrolled on the clock
-
G_Log: Displays the total number of punch transactions for all users on the clock.
- BioTouch can store up to 200,000 transactions.