1 TIME BOX TECHNICAL INSTRUCTIONS AND QUICK START GUIDE IT IS RECOMMENDED TO READ THIS MANUAL BEFORE OPERATING THE SYSTEM BODET Software B.P Boulevard du Cormier F CHOLET Cedex Ref C 1
2 TABLE OF CONTENTS 1. THE TIME BOX TERMINAL Overview Initial check Mechanical installation Electrical installation Setting the time of the terminal THE TIME BOX SOFTWARE Installation Set up the terminal Set up the software Starting the software Creating employees Downloading the clockings TIME BOX DAY-TO-DAY USE Consulting the on-line help SAFETY INFORMATION AND PROTECTING THE DEVICE TECHNICAL CHARACTERISTICS TRANSLATION OF MESSAGES APPEARING ON THE TIME BOX TERMINAL WARNING This document is intended to help you install Time Box and to introduce you to the basic capabilities that you need to know. As a result, some of the more advanced capabilities will not be described here. For more information, please consult the on-line help manual available via a click on in the upper-right corner of the screen. The manual can be viewed or printed from the installation CD-ROM of Time Box. 2
3 1. THE TIME BOX TERMINAL 1.1 Overview Blue LCD backlit screen with 2 lines of 12 characters USB key input - Accurate real time clock - Internal buzzer - 10,000 clocking memory Internal bell ringing relay Proximty Badge Reader Power supply RS232 serial communication Time Box is a Time and Attendance Management terminal that stores up to 10,000 clockings that it downloads onto a USB flash key or on the PC through an RS232 serial link. This terminal has a Proximity badge reader and an accurate internal clock. It is designed for wall mounted installation and is powered by an external mains supply. Its firmware can be updated with the USB key. In the standard version, the terminal is equipped with: - A USB flash key link - A RS232 serial link - A backlit LCD screen - A buzzer - A bell ringing control relay (dry contacts) - An accurate internal clock. 1.2 Initial check In its original packaging, each terminal is delivered with: - 1 RS232 serial communication cord (3 metres in length), - 1 USB key, - 1 mains power supply block with 9Vdc cord, - 1 software CD, - 1 instruction manual, - 25 proximity badges in ISO format. 1.3 Mechanical installation Any use that does not comply with these instructions can cause irreversible damage to the device and invalidates the warranty. Before installing and using the terminal, please read the safety instructions mentioned in the Safety information and protecting the device section of these instructions. 3
4 The terminal is designed for indoor installation only. The premises should have low temperature variations and far from any electromagnetic interference sources (contactors, motors, other proximity badge readers, etc.). The terminal can be secured to the wall using 2 screws inserted into the two slots on the rear panel (figure opposite). Attaching screw Ø4mm Screw lock An additional screw, on the side of the terminal is used to prevent it from being unfastened once installed (figure opposite) The terminal casing must not be opened if the bell ringing control relay is not used. In the case that the bell ringing control relay is used, carefully read the section on safety information and open the terminal by partially unscrewing the bottom screw and by raising the front panel upwards. Continue with the electrical installation ( electrical installation section). Bottom screw 4
5 1.4 Electrical installation Power supply After fixing the terminal, connect the power supply cord of the mains supply block to the terminal. Connect the power supply block to a mains socket Bell ringing relay (CAUTION! Authorized personnel only) To connect the contacts of the relay terminal block (230Vac 50/60Hz, 1A max.), first turn off the concerned circuit breaker/disconnecting switch, then connect the cables on the terminal block (cross-section of 1.5 to 2.5 mm² max, bare on a 5 mm length). Fasten the wires with one another in the terminal block using a clamping collar. Also fasten the relay cable on the casing using another clamping collar. Bell ringing control relay 1A 230Vac 1 Common 2 Break contact 3 Work contact Clamping collar passages Relay cable passage 5
6 1.5 Setting the time of the terminal Manually setting the time of the terminal To set the time of the terminal manually, connect the USB key, wait until the clockings are entirely downloaded, and perform the following steps with the USB key still connected: Button  Button  1. Keep the button  pressed in order to select the day (the day flashes). 1 4 : / 0 6 / Increment the day using the button . 3. Press the button  to access the month, year, hour, minutes setting and increment using button . 4. Press the button  to validate the time and date setting. 10 seconds of inactivity returns the terminal to the initial state Setting the time of the terminal in wired mode For setting the time on the terminal via the software, go to System Date/Time. 1. Click on System, Date/Time 2. Enter the date and the time 3. Click 4. Confirm 6
7 2. THE TIME BOX SOFTWARE 2.1 Installation CAUTION! Do not use large bur normal fonts for the Windows display (90ppp). Please contact your IT-manager for changing the font size. 1. Time Box CD-Rom 2. Select the installation language 3. Click here 4. Select the directory or leave the default path 5. Click 6. If the directory does not exist, validate the message to create it 7
8 2.2 Set up the terminal Choice of communication type Clocking terminal Biometric terminal (non available in France) CAUTION! You have to choose between two different communication types for Administration PC and Time Box terminal linking: - USB KEY MODE using the USB key provided with the Time Box system. In this case the data transmission will be done by connection of the USB key to the terminal and then to the PC. - SERIAL MODE (RS232 wire) using the 3m communication cable provided. Then the cable transmits data from the terminal to the PC. Notice: If you are in France, do not take notice of the communication modes "BIO IP Network" and "BIO USB Key": these functions are only available with the biometric terminal (non available in France). 8
9 2.2.1 To use the USB key to retrieve the clockings: If you choose to use the USB key communication type, plug this device into the computer. 1. Enter a description for the terminal 2. Select the USB key type 3. Click Possible error: Insert an USB key into one of the USB ports on the PC and click on OK or Cancel, then Next to continue the installation. The USB key can then be inserted later. 9
10 2.2.2 If you wish to use the cable communication type to get the clockings: If you choose to download the clockings with a RS232 cable to the Time Box PC, plug an end of the 3m cable to the SUBD-9 port of the PC and the other end to the RJ11 port under the terminal. It is possible to raise distance between the terminal and the PC with an extension flex pin serial port IOIO 2. RJ Enter a description for the terminal 2. Select the Serial type 3. Indicate the port number or click on Auto detect 4. Click Possible error: Impossible to set up communication on port 1. Connect the terminal to the PC with the supplied RS232 cable or click on Next to proceed the installation and connect the terminal later. 10
11 2.3 Set up the software 1. Enter a 4- numbers password 2. Confirm your password 3. Click 5. Enter your customer number (not mandatory) 6. Click 4. Enter the name of the Company that has purchased the licence 7. Select the desired time and date format 8. Click 9. Activate the boxes that correspond to access modes to be created for starting the application 10. Click 11
12 2.4 Starting the software OR Run from the Start button Double click on the Desktop shortcut 1. Enter the password defined earlier 2. Click Each time you access the TimeBox software you are asked whether you wish to transfer the data from the Timebox terminal or not. If the employees are not created yet in the Time Box software, click on Cancel. Once employees are created select since the last transfer and click on Validate to transfer clockings done after the last transfer. To launch the data transfer when the software is open, click on the Exit button in the upper-right corner of the screen and select Transfer terminal data. The same screen as the one above will appear. 12
13 2.5 Creating employees 1. Click to open the list of employees 3. Enter the employee s name and badge number with 5 digits written on the card. 2. Click on Create to add a new employee 4. Click on the Validate button to save the modifications. When creating an employee it is only necessary to fill the name and the badge number. The other information can be filled in afterwards. For more details you can refer to the Time Box User Guide available on the installation CD-Rom or by clicking on in the upper-right corner of the screen. We recommend you to first create the employees and to assign them a badge number before using the badge for the first time. Otherwise, a data synchronisation will be necessary after each badge assignment. 13
14 2.6 Downloading the clockings USB mode: If the clockings are downloaded using a USB key: 1. Check if the USB key is initialised (Menu System Hardware). 2. Connect the USB key to the USB Port on the terminal for downloading the clockings. 3. Wait until the end of the downloading process! When the terminal signals the end of the downloading, connect the key to the Time Box PC. 4. Start the Time Box software on the administration PC. To transfer data, please refer to Starting the software RS232 mode: If clockings are downloaded using a cable connected to the PC simply start the Time Box software on the PC. To transfer data, please refer to Starting the software CAUTION! During the data transfer or the downloading of the embedded program, there is no clocking possible. Any clocking done during the data transfer will not be taken into account. 14
15 2.7 TIME BOX DAY-TO-DAY USE Understanding the logic of screens Time Box offers user-friendly Internet type displays which follow a Master/Detail principle. MENU Shows the 5 points to enter all the functions of the program: 1. Administration: daily use: clockings and results management 2. Reports: to start the various printouts 3. Anomalies: display and correction of forgotten clockings 4. Setup: create / modify the items required for the software operation 5. System: configuration of the items required for the correct operation of e whole system: hardware, date, time,... MASTER AREA Area where one or more employees can be selected (according to the type of screen). One click in this area will automatically show the time and attendance data in the detail area DETAIL AREA Area for the display / entry / correction of the data related to the employee(s) selected in the master area. 15
16 2.7.2 Consult the results 1. Click to open the clocking Daily Schedule planned for the day Correcting a total by adding / deducting hours New total taking account of the corrections of totals Change-over button from the weekly view of clockings to the monthly view Clockings and totals Comment entry area Correcting anomalies Forgotten clockings Set up the anomalies search Button to zoom on the day to locate the anomaly more easily Employee with the anomalies 16
17 2.7.4 Generating a printout Select the report period Report page layout Report customisation Select the employees to be shown in the report 2.8 Consulting the on-line help You have an on-line manual at your disposal for quick access to the information that you may be seeking from any Time Box screen. Just click on the button. Then you will display a help page offering you access to the information specific to the screen from which you activated the help. You can also access a general schematic index or consult and print your manual by opening the PDF file supplied on the CD-Rom of your software. You will find this file in the software installation directory on the hard disk. 17
18 3. SAFETY INFORMATION AND PROTECTING THE DEVICE The Terminal must not be connected to the power supply until it is securely fitted. Before any installation, read these instructions carefully and refer to the Technical characteristics section. For operating the internal bell ringing control relay, the installation and maintenance of this equipment must be done by qualified personnel. In this regard, the installation must comply with CEI364 standards in force (NFC for France). An external protective device against over-currents must be installed in the relay contact circuit and be quickly accessible. The protective device must limit the current to 2A max in case of a fault. Fasten the cables relating to the relay with one another, close to the terminal block and attach the cable to the back of the casing. When opening the casing, switch off the circuit breaker/disconnection switch to protect against possible dangerous voltages switched by the relay. Apart from the relay connection, all devices or circuits connected to the terminal MUST be of SELV type (safety extra low voltage). For reasons relating to the safety of individuals and for immunity against the effects of lightning, the RS232 link cable must not connect two buildings that have protective ground connections independent of each other (cables of the terminal must not be used to connect these two potentials). This cable must not leave a building. If such a case arises, it is necessary to use appropriate interfaces (opto-isolated modules or modems, for example). The time and date are stored by the internal Lithium battery for a period equal to or greater than 10 years. Under these conditions, the user of the terminal is not required to replace this CR2032 type battery. This symbol means that you must consult these instructions 18
19 4. TECHNICAL CHARACTERISTICS The terminal is designed to be used inside buildings (domestic environment and light industry). The Reader Interface is a class A product. This product may cause radio interference in a domestic environment. Users must take the necessary measures in this case. Description Clocking storage capacity Backup time Badge reader Clocking distance for ISO format badges Display Mains supply block Rated current Cable length Terminal power supply Power supply class Mains supply diagram Protection index Operating temperature Relative humidity Time backup Relay switching (break, work, common) Cable on relay terminal block PC serial link: USB connection Internal terminal protection Weight of the terminal alone Features 10,000 max 10 years Proximity, 125kHz 4 cm LCD 2 lines of 12 characters with blue backlit Vac +/- 10% Hz 300 ma 1.5m 9Vdc +/1 10% / 0.45A Class II TT or TN diagram IP20 0 to +40 C 15 to 90% without condensation 10 years with internal CR2032 Lithium battery Disconnection 230Vac 50 Hz / 60Hz 1 A maximum Possibility to switch a SELV voltage (Safety Extra Low Voltage). Cross-section 1.5 mm 2 to 2.5 mm 2, bare on a 5 mm length RS232 on RJ11 connector (3-metre cable supplied) For USB flash keys (FAT, FAT32) Internal automatic reset fuses. 300 g 19
20 5. TRANSLATION OF MESSAGES APPEARING ON THE TIME BOX TERMINAL French English German Dutch Spanish Catalan Portuguese Italian Danish Norwegian Czech Slovak Greek ERREUR BADGE BADGE ERROR BADGE FEHLER ERROR BADGE ERROR TARJE. ERROR TARJA ERRO MARC. ERRORE TIMBRATURA ID-KORT FEJL FEIL ID-KORT CHYBA KARTY CHYBA KARTY Same texts as English CLE NON RECONNUE UNKNOWN USB KEY USB NICHT ERKANNT USB SLEUTEL NIET ERKEND LLAVE USB DESCONOCIDA CLAU USB DESCONEGUDA CHAVE NÃO RECONHECIDA USB NON RICONOSCIUTA UKENDT USB KEY UKJENT USB KEY NEZNÁMÝ USB KLÍČ NEZNÁMY USB KĽÚČ TRANSFERT EN COURS... TRANSFER IN PROGRESS... ÜBERTRAGUNG LÄUFT... OVERBRENGING IN WERKING TRANSFERENC. EN PROGRESO TRANSFERENC. EN CURS TRANSFER. EM CURSO... TRASFERIMEN. IN CORSO OVERFØRSEL I GANG... OVERFØRING PÅGÅR PŘENOS DAT... PRENOS DÁT... MISE A JOUR PROGRAMME... FIRMWARE UPDATING... PROGRAMM AKTUALISI... UPDATE PROGRAMMA ACTUALIZANDO FIRMWARE... ACTUALITZANT FIRMWARE... ACTUALIZA O FIRMWARE AGGIORNAMEN. PROGRAMMA OPDATERER PROGRAMMET... PROGRAM OPPDATERING AKTUALIZACE FIRMWARE... AKTUALIZÁCIA FIRMWARE... RETIREZ LA CLE USB, SVP REMOVE USB KEY PLEASE BITTE USB ENTFERNEN VERWIJDER USB SLEUTEL RETIRE LLAVE USB TREGUI CLAU USB RETIRE A CHAVE USB RIMUOVERE LA CHIAVE USB FJERN VENLIGST USB KEY'EN TA UT USB KEY ODEBERTE USB KLÍČ ODOBERTE USB KĽÚČ TRANSFERT POINTAGES... CLOCKINGS DOWNLOADING... BUCHUNGEN ÜBERTRAGEN.. OVERBRENGING TIKKINGEN DESCARGANDO FICHAJES... DESCARREGANT FITXATGES TRANSFER. MARCAÇÕES... TRASFERIMEN. TIMBRATURE... STEMPLINGER OVERFØRES STEMPLINGER AVLESES STAHOVÁNÍ DOCHÁZKY... SŤAHOVANIE DOCHÁDZKY... 20
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