NOVAtime Mobile Application Setup Android Smartphone. Date Created: Date Revised: Created by: NOVAteam Approval: NOVAteam

Transcription

1 Title: NOVAtime Mobile Application Setup Android Smartphone Date Created: Date Revised: Created by: NOVAteam Approval: NOVAteam Summary This document details the steps required to set up the NOVAtime Mobile App for Android Smartphones. The application supports various employee functions, including transactions and viewing capabilities (detailed in Step 2 of Procedure A). Procedure A Set Up Device in NOVAtime 4000 Before the employee can begin using the mobile app, the device must be set up in NOVAtime ) Log into AWS (user must have administrative access to set up the device). 2) Navigate to the HW Devices > Templates > Function Key Templates page and click the New button to add a template for the mobile device (if a template exists, proceed to Step 3). a. Available employee function keys: i. Punch ii. Transfer iii. View timesheet iv. View accruals v. View schedule vi. Submit timesheet vii. Submit time-off requests viii. View time-off request statuses NOVAtime Professional Services Page 1 of 9

2 3) Next, navigate to the NEWS > Security page and click the New button to add a NEWS security record. a. Input the employee s 10-digit mobile phone number in the Device ID field. b. Select Employee Mobile Services in the Device Type dropdown menu. c. Input the employees name in the Description field. d. Click on the magnifying glass icon by the Username field and select the applicable employee. The password will be automatically populated with the employee s NOVAtime 4000 Employee Web Services (EWS) password. NOTE: An employee s EWS password must be set prior to setting up the mobile app and device. e. If the employee is going to use the mobile app to punch in and out, perform transfers, or submit timesheets, ensure that the Allow download passwords option is enabled. f. Click the Save button to proceed. 4) Navigate to the HW Devices > Push Clocks > Clock page and complete the items in the Device Details menu. a. Select the applicable device (added in Step 3) in the Device List. b. Click on the Default button to auto-populate the settings. c. Select the applicable options in the Site and Function Key Template dropdown menus. d. Assign Employee ID in the Employee Key Type dropdown menu. e. Input a message in the Clock Prompt field. f. Click the Save button to proceed. NOVAtime Professional Services Page 2 of 9

3 Procedure B Download & Set Up Mobile App 1) If installing the NOVAtime Mobile App for the first time, please proceed to Step 2. If this is not the initial installation, ensure that the data is cleared and the previous version of the mobile app is uninstalled prior to installing a new version. Example: To remove the data on an HTC smartphone, follow the steps below. a. Access the Menu > Settings > Applications > Manage Applications page. b. Select the NOVAtime app and click on the Clear Data button. NOTE: Occasionally, an Android device may crash and erase the mobile app setup data (e.g. client ID or NEWS URL). If this occurs, clear the data per the procedure above, then reload the setup parameters detailed in Step 8, below. 2) Enable the mobile app to capture GPS data if it will be necessary to record employee punch location information. On an HTC smartphone, this can be enabled in the Settings > Location page. NOTE: Employees must authorize the use of GPS data. Please consult an attorney to ensure that it is legal for your company to use this feature. GPS data capture is optional, and employees may punch and transfer without location services enabled. 3) Download the NOVAtime mobile app: a. Using the Android device, open the Android Marketplace and input novatime in the search bar. b. Select the NOVAtime Mobile Web Services option in the search results. c. In the app overview, select the Download button to begin the installation. NOVAtime Professional Services Page 3 of 9

4 4) When the installation is complete, the mobile app s setup screen will be displayed. Input the applicable settings to connect the app to the client database. a. Click on the Default button to automatically populate the NEWS URL ( b. Enter the NOVAtime 4000 Client ID. c. In the User and Password fields, input the username (in uppercase) and password (including any leading zeros) that the employee uses to access EWS. d. Enable/Check the Single Employee option. e. Click the Validate button to connect the device to the server. Note: Android devices may require the mobile app to be re-validated after a certain amount of days. 5) The mobile app will now attempt to authenticate with the server. a. If the login credentials do not match the settings of the NEWS security record (set up in Step 3 of Procedure A), a message will be displayed to indicate that the authentication failed. Check the parameters to ensure that all information is accurate and validate the settings again. b. If the device has successfully authenticated, the mobile app main menu will be displayed with the function keys (set up in Step 2 of Procedure A). The employee and group data will be downloaded to the phone (this may take one to two minutes). NOVAtime Professional Services Page 4 of 9

5 6) To review the authentication record log into AWS, navigate to the NEWS > Audit Trail > To Clock page. Ensure that the DeviceAuthentication option is selected in the Select Services dropdown menu. a. If the app has been successfully configured on the device, a record will be displayed in the Review History section. Confirm that the record corresponds with the device by verifying that the device ID in the Review Details section matches the device s phone number. If there is no corresponding NEWS security record, the INVALID DEVICEID OR USERNOAME OR PASSWORD message will appear under the record s status and you must add a NEWS security record (Step 3 of Procedure A). b. If an authentication record does not appear, there may be a typo in the credentials or an unmatched host URL. Please check these fields and repeat Step 4 of Procedure B, above. 7) Add the mobile app as a shortcut on your Android device, if desired. [Please see the following page for screenshots and usage notes.] NOVAtime Professional Services Page 5 of 9

6 Sample Screens & Usage Notes Home Screen Punch Tap the Password field to input the password. Press the OK button to submit the credentials. Press the Punch button to submit the punch. NOVAtime Professional Services Page 6 of 9

7 Job Transfer Tap the Enter Job # field and press the search icon on the device to prompt a list of group records. Select the applicable job and press the Punch button to submit a transfer. When the transfer has been accepted, press the Done button. View Timesheet Press a blue time record to view the punch location in Google Maps. NOVAtime Professional Services Page 7 of 9

8 Submit Timesheet After reviewing the timesheet, select the applicable Pay Period and press the Submit button to submit the timesheet. Request Time Off Select the fields to input the request details and press the Submit Request button to submit the request. NOVAtime Professional Services Page 8 of 9

9 View Accruals View Schedules For further information, please contact NOVAtime Professional Services Page 9 of 9