2N Attendance System. Configuration manual 1.0

Transcription

1 2N Attendance System Configuration manual Version 1.0

2 The 2N TELEKOMUNIKACE a.s. is a Czech manufacturer and supplier of telecommunications equipment. The product family developed by 2N TELEKOMUNIKACE a.s. includes GSM gateways, private branch exchanges (PBX), and door and lift communicators. 2N TELEKOMUNIKACE a.s. has been ranked among the Czech top companies for years and represented a symbol of stability and prosperity on the telecommunications market for almost two decades. At present, we export our products into over 120 countries worldwide and have exclusive distributors on all continents. 2N is a registered trademark of 2N TELEKOMUNIKACE a.s. Any product and/or other names mentioned herein are registered trademarks and/or trademarks or brands protected by law. 2N TELEKOMUNIKACE a.s. administers the FAQ database to help you quickly find information and to answer your questions about 2N products and services. On you can find information regarding products adjustment and instructions for optimum use and procedures What to do if.... 2N TELEKOMUNIKACE a.s. hereby declares that the 2N Attendance System product complies with all basic requirements and other relevant provisions of the 1999/5/EC directive. For the full wording of the Declaration of Conformity see the CD-ROM enclosed or our website at The 2N TELEKOMUNIKACE a.s. is the holder of the ISO 9001:2009 certificate. All development, production and distribution processes of the company are managed by this standard and guarantee a high quality, technical level and professional aspect of all our products. Content

3 Content 1. Product Overview Product Description Terms and Symbols Product Installation Minimum and Recommended Requirements Product Installation and Licensing N Helios IP Manager Settings Product Configuration and Control Background Running Service Web Interface Supplementary Information Troubleshooting General Instructions and Cautions

4 1. Product Overview In this section, we introduce the 2N Attendance System, outline its application options and highlight the advantages following from its use. Here is what you can find in this section: 1.1 Product Description 1.2 Terms and Symbols 4

5 1.1 Product Description Product Description The 2N Attendance System is designed for monitoring and administrating work attendance of users (company employees). Intended for 2N Attendance System ad ministrators, the application is to be installed on a PC with LAN access to the 2N Helios IP intercoms that are duly configured via the 2N Helios IP Manager for attendance monitoring. The 2N Attendance System processes information on staff arrivals/departures in/from the company in a simple and intuitive manner, thus allowing the 2N Attendance System administrator to monitor and supervise the employees' work attendance (timely arrivals, working time observance). Having automatically downloaded the required data from the intercoms, the system processes the information graphically and displays it to the system administrator. The 2N Attendance System creates the database and uploads configuration (user and zone structures) to the intercoms via the 2N Helios IP Manager exclusively. 5

6 Figure: Attendance System Linked with Other Products Caution The manufacturer keeps upgrading the software according to the customers' needs. Refer to for the latest 2N Attendance System software version and manual. Future Functions, Innovations The grey-marked text in this document designates the functions and features that are under preparation or development at present 6

7 1.2 Terms and Symbols The following symbols and pictograms are used in the manual: Safety Always abide by this information to prevent persons from injury. Warning Always abide by this information to prevent damage to the device. Caution Important information for system functionality. Tip Useful information for quick and efficient functionality. Note Routines or advice for efficient use of the device. 7

8 2. Product Installation This section describes the 2N Attendance System installation and the necessary steps to be taken in the 2N Helios IP Manager to make the attendance system work properly. Here is what you can find in this section: 2.1 Minimum and Recommended Requirements 2.2 Product Installation and Licensing 2.3 2N Helios IP Manager Settings 8

9 2.1 Minimum and Recommended Requirements This subsection includes a list of the minimum configuration requirements for the device on which the attendance system will be operated. Caution Keep the minimum HW requirements to avoid malfunction or failure of the application. Minimum Requirements System x86 x64 Operating system Windows 7 Windows 7 Processor 1.6 GHz 1.6 GHz Operational memory 1 GB 1 GB Free disk space 0.6 GB 0.6 GB Display resolution 1024 x 768 pixels 1024 x 768 pixels Recommended Configuration System x86 x64 Operating system Windows 7 Windows 7 Processor 2 GHz 2 GHz Operational memory 2 GB 2 GB Note The minimum free disk space requirements are specified for the 2N Attendance System only. If there are no other components necessary for operating the application in the PC on which the 2N Attendance System will be running, the free disk space requirements may be much higher in reality. 9

10 2.2 Product Installation and Licensing Software Installation Download the latest 2N Attendance System installation file from Install the application into a PC with Windows 7 by launching the installation file. Note Install the following applications if missing to make your attendance system work properly: SQL server 2008, Microsoft Silverlight,.NET Framework 4.0, IIS ( Internet Information Services). The installation software should automatically identify which components are absent and install them before installing the 2N Attendance System. Attendance System Installation Having installed all the components necessary for a proper operation of the application, the installer launches the 2N Attendance System installation. Below, the most relevant moments of the installation process will be described. Click Next on the first installer screen to display the following window: Figure: Installation Wizard's Second Step 10

11 You are recommended to keep the current settings on the screen and click Next to proceed to the next screen. The installation wizard will guide you to the Launch after restart screen: The screen includes 2 checkboxes: Figure: Automatic Launch after Restart Setting Launch 2N Attendance System after restart set automatic launch of the default web browser on the URL address ( of the 2N Attendance System. Launch 2N Attendance System Service after restart set automatic launch of the Tray icon and service of the 2N Attendance System. Now the installer displays several information screens. Click Next to proceed to the next screen. Caution You are recommended to restart the system after successful installation to make the application run properly. 11

12 Application Licensing By adding a licence to the 2N Attendance System the system administrator ensures that the system will work efficiently even for more users than one. You need a a unique identifier to generate the licence. Thus, click on Request new licence, which is accessible from the 2N Attendance System Tray icon via the right-hand mouse button Settings.... Figure: Licence Adding Now contact the responsible licence-generating person (just send the text string displayed after clicking Request new licence) to get a. lic file. Click Add new licence file to add this file to the 2N Attendance System and start using all advantages of the application. If there is no licence installed in the system, the 2N Attendance System is only limited to one user. Each obtained and correctly generated licence will increase the count of users by

13 2.3 2N Helios IP Manager Settings Make sure that the following settings are selected in the make your 2N Attendance System work properly: 2N Helios IP Manager to Tick off the Attendance Monitoring checkbox on the Attendance tab in the Users menu for all the users to be monitored as shown in the figure below: Figure: User Attendance Monitoring Enable Add a card (or card number) to the user on the reader, for example, as shown in the figure below: Cards tab via a USB card Figure: Card Adding to User Select the Attendance monitoring checkbox on the Device tab in the Devices menu for all the intercoms to be used for attendance monitoring as shown in the figure below: Figure: Attendance Monitoring Enable for Card Reader Intercom 13

14 Remember that the user to be monitored by the 2N Attendance System and the intercom to be used must be included in one and the same zone. Select the Users Zones checkbox to assign a user to a zone as shown in the figure below: Figure: User Adding to Zone Select the Zone to add an intercom to a zone on the Device tab in the Devices menu: Figure: Intercom Adding to Zone Click Upload to upload the configuration to the intercom. Figure: Configuration Upload to Device Click on Export data to database in the Settings card to export data to the database used by the 2N Attendance System. Click Save/Save As to save the current configuration before exporting the data. Make sure that the Server Address is completed correctly: PC_DOMAIN_NAME\SQLEXPRESS. 14

15 Address is completed correctly: PC_DOMAIN_NAME\SQLEXPRESS. Figure: Data Export to Database Caution Be careful while entering the database export login data to avoid system error. 15

16 3. Product Configuration and Control This section describes the 2N Attendance System Here is what you can find in this section: 3.1 Background Running Service 3.2 Web Interface configuration and control. 16

17 3.1 Background Running Service This subsection outlines the function of a service running on the background of the operating system, which helps download intercom data into the 2N Attendance System. You can configure the service partially via the Tray icon. If required so during installation, the service can be launched automatically upon every system startup to ensure the maximum user comfort. Introduction to Attendance System Tray Icon The Tray icon helps you make basic attendance system settings and also manually download necessary data from the 2N Helios IP intercoms if properly configured and equipped with card readers. The setting options are described below. Tray Icon Launch Launch the Tray icon from the START menu, for example. Find the 2N Attendance System Service file with the icon in the 2N TELEKOMUNIKACE 2N Helios IP f older. Tray Icon Menu Typically, the Tray icon is located on the START toolbar in the right-hand bottom corner of your screen and identified with a icon. Click on the Tray icon with your right mouse button to display the following menu: Download available data download the available data from the 2N Helios IP intercoms. Available data contain mainly the list of card IDs including time stamps showing the card application time and information on the user to which the card is assigned. The 2N Attendance System will process the data and display them via the web interface. Settings... display a new window with available setting options. Refer to other subsections of the manual for details. About... display the standard About dialogue including the name and version of the running service. 17

18 Figure: About Dialogue Tray Icon Exit quit the configured). Tray icon and automatic intercom data downloading (if Settings... Click the 2N Attendance System Tray icon with the right mouse button to display a menu. Select the second button from above ( Settings... ) to open a new window with the 2N Attendance System basic setting options. The available tabs and parameters are described below. Service Settings The first tab (Service settings) helps you set the following parameters: Auto downloads enabled select the checkbox to enable automatic downloads of data from the intercoms (particularly access logs from the card readers). If the function is enabled, the period defined in the Period pop-up menu is used. If the checkbox is unselected, no data are downloaded from the intercoms automatically. Period set the intercom data downloading period if Auto downloads enabled is selected. 18

19 Figure: Service Settings Database Connection Settings Here set the login data for authentication of the following parameters are available: 2N Attendance System user. The Server address set the address of the PC on which login via the web interface will be made. The options are IP address or domain name. Initial catalogue set the name of the database for the 2N Attendance System communication. Login set the user name to authenticate the user access to the 2N Attendance System database. Password set the password to authenticate the user (system administrator) for communication with the database generated by the 2N Helios IP Manager. Use system login select the checkbox to use the Windows user login data for database access. Unselect the checkbox to use the login data defined on this tab ( Login, Password). Show password If ticked, the password will be visible. If unticked, the password will be shown only as dots. Figure: Database Connection Settings 19

20 General Settings General settings helps you set select automatic launch of the startup. Tray icon upon PC Run on startup select the checkbox to launch the Tray icon automatically upon every PC startup. Unselect the checkbox to launch the Tray icon manually on startup if necessary. Figure: General Settings Licence The Licence tab helps you make use of the basic licence administration functions: add licences, display expired licences or, for example, display a unique identifier for the PC to which you want to add a licence. The following options are available: Request new licence Click Request new licence to open a window displaying a text string next to Computer ID to be used for unique identification of your PC. Click Copy to clipboard to copy the string to the clipboard and then send it to the distributor for licence generation. Note If there is no licence installed in the system, the 2N Attendance System is only limited to one user. Each obtained and correctly generated licence will increase the count of users by

21 Figure: Unique PC Identifier Copying to Clipboard Add new licence file click the button and move to the directory which includes the licence file received from the distributor (*.lic) and select the file. Contact your distributor for the licence file. Tray Icon Notifications If automatic configuration download is enabled, the Tray icon notifies, in the form of a balloon, in a pre-defined Period that the data have been downloaded successfully from the intercoms configured. See the figure below. Figure: Successful Intercom Data Download - Tray Icon 21

22 3.2 Web Interface Use the web interface for login to the 2N Attendance System database. Once logged in, you can display intuitively graphically processed data collected by and downloaded from the 2N Helios IP Family intercoms. The web interface helps you monitor the employees' arriving and departing times. The system computes the Balance for each user added to the 2N Attendance System. Here is what you can find in this section: Web Interface Basic Control and Configuration Users Attendance Log 22

23 3.2.1 Web Interface Basic Control and Configuration Web Interface Launch Log in to the 2N Attendance System. The easiest way how to launch the web browser on the required address is to open the 2N Attendance System from the START menu. Click the item with the icon to open your default web browser on the address corresponding to the local login to the 2N Attendance System. Or, launch any web browser as follows: Login to Web Interface If you have entered the web interface address correctly, the login window will get displayed for you to complete the login data. Upon login, you can view and check the work attendance of each user. Login Screen The login screen ensures authentication of user rights for access to the 2N Attendance System. The following parameters have to be completed: Server address enter the address of the PC on which the 2N Attendance System database is installed and the SQL server is running. The address format is as follows: Address\SQLEXPRESS. Choose the PC domain name or IP address. User name enter the user name for login to the 2N Attendance System. Password enter the user password for access to the 2N Attendance System. Figure: Login Window for 2N Attendance System Web Interface Access Authentication 23

24 Having completed all the values correctly, click Click Cancel to exit the screen. Login and start using the application. Upper Control Menu The basic control buttons will be displayed in the right-hand upper corner upon login. Reload refresh the screen if a change occurred in the database during the web interface login. If the system administrator had logged in and intercom data had been downloaded before an employee left the company, the employee's departure will not be displayed in the web interface unless the Reload button is clicked. Help click on Help to open a new card in the web browser with the URL address for you to refer to the current 2N Attendance System manual. Settings display a dialogue window with various setting options. See below for details. Logout click interface. Logout to log out from the 2N Attendance System web Figure: Upper Control Menu Settings Click on Settings to display a new window with the following tabs: Date - Time, Change password, Holidays. Date - Time Set the following parameters on the Date - Time tab: First day of week define which day shall be considered the first day of a week. The settings will be applied if the Week View is selected. Choose any weekday. Week view mode define which days shall be displayed in the Week View. Choose Week to display the working days and weekends. Choose Working days to display the working days only. Displayed time range set the time range to be displayed in the 2N Attendance System: Day start time set from what time attendance shall be monitored every day. Day end time set till what time attendance shall be monitored every day. Standard working hours set the standard working hours, which are then yellow-highlighted in the attendance system. Use the value for computation of the working hour fund. The following options are available: From expected beginning of working hours. To expected end of working hours. 24

25 Figure: Date - Time Settings Change Password Change the login data for the 2N Attendance System. web interface on this tab. The following two textboxes are available: Enter old password You need to enter the password that has been used until this change. Enter new password set a new web interface login password for the 2N Attendance System. Re-enter new password re-enter the new password to confirm the password change. If a match is found, the system administrator will be logged out from the web interface after clicking OK and will have to use the new login password. Figure: Password Setting for 2N Attendance System Web Interface 25

26 Holidays Use the Holidays tab to remove and add holidays and modify their settings. Use the filter in the table header to filter and order holidays. The following columns are available in the table: Label display/set the name of the holiday to be added. Month display/set the month in which the holiday occurs. Day display/set the day on which the holiday occurs. Valid from / Valid To set the time validity for the holidays to be added. Useful for changeable holidays such as Easter. The following buttons are located below the table: Add new holiday add a holiday as defined by the administrator. Delete selected holiday delete a selected holiday. Figure: Holidays Settings Tip Double-click the respective table header cell to arrange the items in the ascending/descending order. Note The currently used version of the 2N Attendance System is displayed in the left-hand bottom corner of the web interface. 26

27 3.2.2 Users The Users tab includes a list of all users assigned to the attendance system via the 2N Helios IP Manager. Refer to 2.3 2N Helios IP Manager Settings for details on the settings that have to be made in the 2N Helios IP Manager in order to add users to the 2N Attendance System. If the settings are correct, the Users tab including the user list should appear upon every successful web interface login. Click the Users card in the left-hand upper corner to display the Users. Information on Users The Users tab provides basic information on the users added: Whole user name name of the user added to the 2N Helios IP Manager. User Groups list of user groups to which the user is assigned. address of the user. User photo if added via the 2N Helios IP Manager. Users Filter Use Filter by name to find the required user more quickly in an extended set of users. The filter searches for a match of a string and user name and, having found a match, displays the filtered-out users. Figure: View of Users Tab 27

28 3.2.3 Attendance The Attendance tab graphically presents daily attendance of each user added to the 2N Attendance System. The time range defined in the Standard working hours via the Settings menu is yellow highlighted. The user list is located to the left. Click a user to display the user's attendance. Figure: View of Attendance Tab Attendance Filter Find Filter by name to the left, which, like on the Users tab, finds a match between a string and user name. If a match is found, all the matching users are listed. If no match is found, no user is displayed. Figure: Attendance Tab Filter Upper Screen with Attendance Details The upper part of the Attendance screen provides user information, a calendar and weekly/monthly views of user attendance. Click Data export to export user attendance to several available formats. 28

29 Figure: Detailed View of Attendance Upper Screen User Information The currently selected user is displayed to the right of the filter including the following information: Calendar Whole user name User groups to which the user is assigned. The calendar is located next to the user information. The current day is blue highlighte d. The selected week/month is displayed to the right of the calendar depending on the selected view mode ( Week View/Month View) including the following information: Period hours expected count of hours to be worked according to the defined Standard working hours value and the count of working days in a week/month. Worked hours sum of hours from the week/month beginning till the current date (today) that the user spent at work. Balance difference between the Worked hours and Period hours, i.e. how many hours the user still has to work to achieve the daily Standard working hours. Week View, Month View and Data Export The following buttons are located to the right of the calendar block: Week View display attendance for the selected week. Month View display attendance for the selected month. Data Export export data; see below. Data Export You can export a selected time period into several file formats: Excel, Word or PDF. You can filter and arrange items according to Date, Day balance, Start (arrival time), End (departure time), Hours (count of worked hours), Subject (subject of daily events) and Note. 29

30 Figure: View of Data Export Screen Tip Double-click the respective table header cell to arrange the items in an ascending/descending order. Exported Data Filtering As the Filter logic is identical for all the table columns, define the filter in the balance column only. Let us describe the filter parameters from top to bottom: Day Select All select the checkbox to display all events within the exported period. Note The Select All checkbox includes a list of exported days. Select/unselect a day to enable/disable export for the selected day. Show rows with value that select a filtering condition: Is equal to, Is not equal to, Is smaller than, Is smaller than or equal to, Is greater than, Is greater than or equal to. Use And (and at the same time) or Or to interchain the conditions. Data Export Click one of the lower right-hand buttons ( Excel, Word, PDF, CSV) to open the export confirming window. Click on OK to confirm data export and choose the location and modify the exported file name if necessary in a new window. 30

31 Attendance Table User attendance is shown in a table that covers most of the Attendance screen. Automatically and Manually added events are colour distinguished: events added manually by the administrator are orange and events added automatically based on employees' arrivals/departures are blue. The following events are displayed for each day: Date date of the day. Hours count of working hours per day. The parameter calculates the difference between arrival and departure time, with a quarter-hour step. The result is always rounded down to the nearest quarter-hour. Example: arrival 9:16 and departure 9:45 results in Hours being Balance shows the difference between Hours recorded for the day and Standard working hours.. A negative value means that the user has not fulfilled the Standard working hours limit. Figure: View of Attendance Table Adding Events to 2N Attendance System User attendance can be added in two ways: Automatically the user clocks in/out via an intercom of the 2N Helios IP Family. This type of event is marked blue. Manually the system administrator adds an event manually either by double-clicking the point where the event should start, or clicking +. This type of event is marked yellow. 31

32 Figure: Manual Event Adding to Attendance System If the administrator adds an event, the following window will open: Figure: Manual Event Adding Dialogue The dialogue includes the following parameters: Subject set the subject of the event to be displayed in the attendance system: seeing a doctor, e.g. Description provide details on the event to be added. Start time set the event start time if the All day event checkbox is unselected. End time set the event end time if the All day event checkbox is unselected. All day event select the checkbox to add an event covering the whole Standard working hours period. Note You can also double-click an already created event to edit the event. Removing Event from 2N Attendance System Click the cross to the right to remove the event. 32

33 Figure: Event Removing The confirmation dialogue will get displayed after your click. Click OK to confirm deletion. 33

34 3.2.4 Log The Log tab provides information on when the access card was applied, who ( card ID) used the card and on which device the card was tapped. You can filter the records using a filter below the information table. The users assigned to the 2N Attendance System database are displayed on this tab only. Refer to 2.3 2N Helios IP Manager Settings for details on user database generating. The table includes the following columns: Time shows when the user access card was applied. User displays the user name assigned to the card ID. Card number displays the ID of the card applied. Device identifies the device type on which the card was tapped: 2N Helios IP Vario, 2N Helios IP Force and 2N Helios IP Verso. The intercoms must be equipped with card readers. Figure: View of Log Tab Note If more records are included in the system, use the controls below the table to switch between pages. 34

35 Tip Use the filter below the table to find a record more quickly. 35

36 4. Supplementary Information This section provides supplementary information on the duct. Here is what you can find in this section: 2N Attendance System pro 4.1 Troubleshooting 4.2 General Instructions and Cautions 36

37 4.1 Troubleshooting For the most frequently asked questions refer to faq.2n.cz. 37

38 4.2 General Instructions and Cautions Please read this User Manual carefully before using the product. Follow all instructions and recommendations included herein. The manufacturer shall not be liable and responsible for any damage incurred as a result of a use of the product other than that included herein, namely undue application and disobedience of the recommendations and warnings in contradiction herewith. The manufacturer shall not make any warrant with regard to data loss or damage. The consumer shall, at its own expense, obtain software protection of the product. The manufacturer shall not be held liable and responsible for any damage incurred as a result of the use of deficient or substandard security software. The consumer shall, without delay, change the access password for the product. The manufacturer shall not be held liable or responsible for any damage incurred by the consumer in connection with the use of the original password. While recording personal data, the consumer has to conform to the applicable local regulations. 38