TimeTec TA - How to Assign Division in Clocking Schedule



Introduction
Recently, we released a new function in TimeTec TA that affects access rights to clocking schedules. Prior to this, all clocking schedules are not assigned to/owned by specific divisions no matter which Admin originally created the schedule. Edit rights for Admin are also blanket rights, meaning either you are allowed to edit all the available schedules or you are not allowed to edit any. This means there’s a chance of another Admin accidentally altering the schedule you’ve tailored for your division.

To address this, we added Division Access Right control in the Clocking Schedule module. With this, when you create a schedule, you can set restrictions by assigning divisions that are allowed to share access to it. Subsequently, only Partial Admins with rights for the ‘Assigned Divisions’ will be able to edit or delete this particular schedule.

Note: Full Admin (Admin with Full Division rights) will still have unrestricted access. 

Process

The basic details are as follows:

i. Firstly, Master Admin/ Full Admin needs to enable the ‘Assign Divisions’ right in System Role > Module rights > Schedule > Clocking schedule tab to use this function.

ii. Next, for the Partial Division Admin (Partial Admin), once you have added a schedule, click on Assign Division icon. In the Organization Structure, tick to select the allowed division. If you are a Partial Admin with rights to only one (1) division, you can only assign this one division for the schedule.

iii. Once a clocking schedule is assigned to a division, only Admin for that division will be able to edit and delete the schedule (Full Admin also have unrestricted access). Admin for other divisions are not allowed to edit but can still view the schedule for reference.

iv. All clocking schedules without at least one Assigned Division are free for all Admins to edit and delete.

For more details on how to use this feature, please refer to the step-by-step guide below.

Steps

Setup for Master Admin/ Full Admin
1. Login to Master Admin/ Full Admin account. Go to Manage System Roles and Admin > System Roles > Edit System Role > Module rights > Schedule > Clocking Schedule. Tick to enable ‘Assign Divisions’ > Save.

Note: 
i. It is recommended to synchronise the right for ‘Assign Divisions’ with rights for ‘Add’, ‘Delete’ and ‘Edit’ (i.e. enable all 4 of the rights together) since the aim here is to control Admins’ edit and delete rights. If the Admin in question do not have any responsibility for clocking schedules, you can choose to enable ‘View’ only.

2. Repeat Step 1 for another System role, where necessary. Assign these roles to the appropriate Admin. In the example we are using, there are two Admins, “Head of Division 1” and “Head of Division 2”. Both of these users have been designated as Partial Admin with rights over their own division only.

Assign Division at Clocking Schedule (Partial Admin’s View)
1. Continuing with the example, we login to a Partial Admin’s account, e.g. “Head of Division 1”. At Clocking Schedule, click ‘Add’ to create and configure your schedule. 

Note: 
i. In the following image, there are no Assigned divisions yet for all the available clocking schedules, which means these are currently free for all Admins to edit and delete.

2. Once you have added a schedule, e.g. Schedule No.6 , click on the ‘Assign Division’ icon.

3. In the Organization Structure, select the allowed division, e.g. ‘Division 1’. If you are a Partial Admin with rights to only one (1) division, only one checkbox will be enabled and you can only assign this one division for the schedule.

Note: 
i. For the Full Admins, all checkboxes will be enabled and they can assign any division (one or more) to the schedule.

4. Once a clocking schedule is assigned to a division, only Admin for that division will be able to edit and delete the schedule (Full Admin also have unrestricted access). Admin for other divisions are not allowed to edit but can still view the schedule for reference.

Partial Admin View- “Head of Division 1”

Partial Admin View- “Head of Division 2”

5. Taking the example further, if we assign all the other clocking schedules (Schedule No.1 to 5) to ‘Division 2’, notice that “Head of Division 1” will no longer be allowed to edit and delete these schedules. 

Partial Admin View- “Head of Division 1”


Note: If some of the screenshots or steps viewed here are different from the ones in the current system, this is due to our continuous effort to improve our system from time to time. Please notify us at info@timeteccloud.com, we will update it as soon as possible.

Handy Tips To Know Before Buying A Smart Lock TL-40B



Introduction
Before buying a smart lock, it’s important for you to identify your door type.  Normally, there are 4 common types of door out there. Therefore, it is important for you to confirm your door type before you order any door lock.

Here is a quick guide on what to look out for when implementing TL-40B Smart Lock onto your specific door type.

Process:
1) Door Type
Determine whether your door type is In Swing or Out Swing. Once determined the swing type, please also specify that the knob location is placed either on Left Hand or Right Hand.


2)Types of Door Strike Plate
Next, identify is the position of the strike plate because this will determine how the TL-40B Smart Lock will be installed onto the door.
Type Right / Type Left

Below is a brief reference for selecting the correct Strike Plate for each Door Type:

1. Left Hand/In Swing - Smart Lock Left handle with Strike Plate Left
2. Right Hand/In Swing - Smart Lock Right handle with Strike Plate Right
3. Left Hand/Out Swing - Smart Lock Left handle with Strike Plate Right
4. Right Hand/Out Swing - Smart Lock Right handle with Strike Plate Left

After determining all of the suitable materials required, you can now proceed with buying FingerTec Smart Lock TL-40B and installing a convenient door lock system which based its design on all of the best technological advances.

How to configure Email Notification for Approved Leave and Holiday in TimeTec Leave



Introduction:
Reminder plays an important role in most systems especially for a leave management system such as TimeTec Leave as it helps ensures that companies’ operations are running accordingly. Therefore, we’ve prepared a quick guide on how to send out an email reminder for Holiday and Approved Leave prior to the upcoming dates throughout the entire organization.

Process:
1) Login to TimeTec Leave > go to Reminder.
 

2) There are 2 listed options that you will need to select here in order for the reminder to be sent out via email:

i. Select the Reminder either for Leave or Holiday.
Leave - You may configure a reminder on the Approved Leaves prior to the leave dates.
Holiday – You may configure a reminder for Holiday prior to the holiday dates.
 

ii.  Select the organization or department that you wish to assign for the Leave or Holiday under Organization Structure > click the Drop-down Option > Filter.
 

A) Reminder for Leave
After selecting reminder for leave and the specified department > Click Filter > Click Add, you will then need to configure the 4 listed options as shown below:


i. Leave Type – You need to choose the leave type from the dropdown option.
ii. Recipient – You may select the recipient for the reminder, i.e. system administrator, admin or user. Note that you may also include other recipient emails into this option.
iii. Occurrence – Frequency of the event to be sent out before the upcoming leave.
iv. Enable – Enable this option for the email notification.

Leave Reminder (System Admin or Admin)
 
Leave Reminder (User)


B) Reminder for Holiday
Remark: Please ensure that you have already configured all the holiday setting at the Holiday tab.


After selecting the reminder for holiday and the specified department > Click Filter > Click Add, you will then need to configure the 3 listed options as shown below:


i. Recipient – You may select the recipient for the reminder, i.e. system administrator, admin or user. Note that you may also include other recipient emails into this option.
ii. Occurrence – Frequency of the event to be sent out before the upcoming holiday.
iii. Enable – Enable this option for the email notification.

Holiday Reminder
 

Note: If some of the screenshots or steps viewed here are different from the ones in the current system, this is due to our continuous effort to improve our system from time to time. Please notify us at info@timeteccloud.com, we will update it as soon as possible.

How To Configure ‘Overtime Only After’ Feature in TimeTec TA


Introduction:
Overtime Only After is an option that is available on Group Duty Roster whereas it allows the system to treat extra working time as Overtime or OT whenever the predefined value is exceeded. Here we will be discussing on how to configure the Overtime Only After feature in our Smart Solution, TimeTec TA.

Benefits:
Depending on company policies regarding payroll calculation, by using Overtime Only After option, the HR administrator can choose to accumulate the extra working hour for their employees either by weekly or by monthly basis as the options are available in Weekly, Bi-Weekly, Semi-Monthly or Monthly setting. Below are the necessary steps needed to be taken in order to configure the Overtime Only After feature.

Process:
The OverTime Only After feature is available under Group Duty Roster setting (TimeTec TA > Schedule > Assign Schedule and Users into Roster > select Roster)


Case study 1:
For example, if a predefined working hours in a week is set at 45 hours and an employee works a total of 50 hours for that particular week; 5 hours will thus be considered as OT for the employee. If the total working hours does not exceed 45 hours, TimeTec TA will in turn treat it as normal working time.
 

Step 1
Create the clocking schedule. E.g.: IN - 0700 / OUT – 1600 (Monday to Friday)
 

Step 2
Create the group duty roster and set Overtime Only After to 45.00 hours per week with Daily Total.
 

Step 3
Download and Generate the Attendance sheet based on the Check In and Check Out time as shown below, whereby if the total working hour exceeded 45 hours, the system will then calculate the extra working hour as Overtime.
 

Step 4
However, if the total working hour within the weekly basis does not exceed 45 hours, then the system will calculate it as short.
 

That’s it! You’re now all set to enjoy the convenient feature of Overtime Only After within TimeTec TA. Note that users can also check the reporting on Daily Totals, Auto Calculate OT and 7th Day OT if the rule applies.

Note: If some of the screenshots or steps viewed here are different from the ones in the current system, this is due to our continuous effort to improve our system from time to time. Please notify us at info@timeteccloud.com, we will update it as soon as possible.

How To Change Unlock Option In TimeTec Security



Introduction
In TimeTec Security, System Admins will be allowed to control all users access via mobile application. There are 4 types of unlock options that TimeTec Security offers, which is Tap To Unlock, Voice Command, Auto Unlock and Scan QR code. What’s more, the system admin is also able to set the unlock option according to their preference. Below is a short guide on how this can be done:

Process:
1)Tap To Unlock
1. Login to TimeTec Security, Tap Menu icon (top left) and choose Configure Access. Select your Smart Access Device and tap on Setting > Choose Tap to Unlock.
2.  To set the unlock option according to your preference, tap Menu icon (top left) and choose Access. Tap on the Name of your Smart Access Device and the setting option for your unlock method will be shown. You can then set the configuration accordingly.
2) Voice Command
1.  Tap Menu icon (top left) and choose Configure Access. Select your Smart Access Device and tap on Setting > Choose Voice Command.
2.  To set the unlock option according to your preference, tap Menu icon (top left) and choose Access. Tap on the Name of your Smart Access Device and the setting option for your unlock method will be shown. Furthermore, system admin can also choose the Voice Command Language and the preferred Question & Answer in addition to setting personal question and answer for the command to access the door.
3) Auto Unlock
1.  Tap Menu icon (top left) and choose Configure Access. Select your Smart Access Device and tap on Setting. Choose Auto Unlock.
2.   To set the unlock option according to your preference, tap Menu icon (top left) and choose Access. Tap on the Name of your Smart Access Device and the setting option for your unlock method will be shown. Once configured, a countdown will be shown once you are near to the device when unlocking the door. Hence, you can set your Auto Unlock Countdown accordingly.
4) Scan QR Code
1.  Tap Menu icon (top left) and choose Configure Access. Select your Smart Access Device and tap on Setting. Choose Scan QR Code. There are 2 types of QR code that will be provided – IN and OUT.

2.   To set the unlock option according to your preference, tap Menu icon (top left) and choose Access. Tap on the Name of your Smart Access Device and the setting option for your unlock method will be shown. By selecting this option, users are required to scan the QR Code in order to access the door. Please be informed that this option will also record the user IN and Out within the Access Records.

Note: If some of the screenshots or steps viewed here are different from the ones in the current system, this is due to our continuous effort to improve our system from time to time. Please notify us at info@timeteccloud.com, we will update it as soon as possible.

Ingress Release Note v3.1.6.10 & v3.1.6.15



For this month, FingerTec has released Ingress software v3.1.6.10 & v3.1.6.15 , which adds 17 new
features and 12 bugs fixes to enhance the user experience when using Ingress Software.

New Features and Enhancements:
1. Added Phone and Fax in Company Info.

2.  Added Export migration to TimeTec TA.

3.  Added Search option in Release Note.

4.  Added option to group list of device.

5. Display Face Count on Device listing panel.

6. Revamp export path to browse folder path instead of the selection of USB drive when exporting
users to USB.

7.  Added "Ingress Monitoring Centre" in Monitoring Module.

8.  Added Allow holiday list to be assigned in different schedules when first adding holidays.

9. Added new export format ODBC(MDB) in Export Attendance Details/Summary.


10. Added more selection option for date when exporting Attendance Details/Summary.


11.  Added new field Designation in Export Attendance Details.

12.       Added new fields for Overtime Count, Diff OT Count & Short Day Count in Export Attendance
Summary for each Day Type.

13.  Added new field for Employee ID in Export Audit Data type 1.

14. Revamped Enable/Disable employee define In/Out records into columns that can be defined.

15.      Added no. of hours for Overtime hour when surpassed certain Overtime hour in the clocking
schedule settings.

16. Added download details after manually downloading the Attendance Photo.

17. Added date and time filter in User Movement Analysis Report.

Bugs Fixed (v3.1.6.10):
1. Fix Incorrect position of the User ID when exporting the attendance sheet.
2. Fixed Unable to set devices for Enable Attendance from selected devices option in Flexi Schedule.
3. Fixed Unable to view original clocking data in the report for the rounding option.
4. Fixed Unable to read USB file from Timeline 100 correctly.
5. Fixed Electronic Time Card Reporting Blank when Filtered by Department.
6. Fixed Resume time on Attendance Sheet does not display in red colour when it exceeds the
flexible break time allowed.
7. Fixed Incorrect Total Overtime for Restday/Offday and Holiday when overtime differential rate
interval settings are applied in the weekly schedule.
8. Fixed Attendance sheet report not showing the leave indicator when In/Out Clocking option is not
selected.
9. Fixed Tardiness Report showing late IN.
10. Fixed Basic Rate becoming 0.00 when exporting using Employee ID in Export Sage UBS
Payroll.
11. Fixed MYOB payroll leave export Reduce to 1 column.

Bugs Fixed (v3.1.6.15):
1. Fixed Missing Employee ID option in the Export Scheduler Audit List Type 1 template.


Note: If some of the screenshots or steps viewed here are different from the ones in the current
system, this is due to our continuous effort to improve our system from time to time. Please
notify us at info@timeteccloud.com, we will update it as soon as possible.