1 Basic Software Setup Guide www.easyclocking.com
2 Table of Contents Software registration 3 How to connect the time clock.. 5 How to turn the time clock on 5 Defining the type of connection... 5 TCP/IP Connection. 5 Connection Via Wi-Fi. 6 Software setup to connect to the time clock. 7 Adding employees in the system... 10 Adding employees in the time clock. 10 Adding an Administrator to the time clock.. 12 How to enable/disable administrators from the software... 13 Setting all profiles to the employee level on the time clock.. 15 How to download employee data information.. 16 How to upload names to display on the time clock. 18 How to download time records.. 19 USB download feature.. 20 How to add manually add employees in the software. 20 How to download time records to a USB memory. 22 How to upload time records to the software using the USB memory.. 22-23
3 Step # 1 Software Registration After installing the Easy Clocking software the next step is to register the software and time clock for warranty and technical support purposes. The purchase includes a 2 year manufacturer s warranty for the time clock and 30 days technical support starting after registration of the system.
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5 Step # 2 Establishing a connection between the time clock and PC A connection between the Easy Clocking software and the EC200 time clock must be established to be able to download information stored on the time clock such as Employee ID numbers, employee fingerprint/card information and employee IN/OUT time records. The EC200 time clock allows retrieving information in 3 different ways: by using a USB cable connection, by TCP/IP network connection (built in Wi-Fi optional) or by using a USB memory, using USB memory download doesn t require connecting the time clock to the computer or network. How to turn the time clock on Defining the type of connection to the time clock
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How to setup the software to connect to the time via TCP/IP Network 7
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10 Step # 3 Adding employees in the system Overview Employees that will use the Easy Clocking time and attendance system will be added in two different places, at the time clock and in the Easy Clocking software. When employees are initially enrolled at the time clock they are assigned an ID number for their fingerprint and profile which can be downloaded to the software using the connection established to the time clock. Also the employee can be initially added to the software where they are assigned an ID number for their profile and this information (ID and Name) can be uploaded to the time clock to then record their fingerprint using their ID number assigned. Adding employees to the time clock Click on this link for a video tutorial on this topic http://www.youtube.com/watch?v=7px-idx4yzk Every employee will be assigned unique ID numbers 1 to 8 digits long; this number will be linked to their fingerprint used to clock in or out. Watch the video tutorial from the link above or follow the steps below to enroll the ID # and fingerprint for each employee, make sure to keep track of the ID numbers assigned to each employee, as these will be replaced with names on the Easy Clocking software. Turn the time clock on Press the MENU key Select User from the menu options and press OK Select Enroll and press OK Using the time clock s keypad, type the ID number for the employee, or use the ID provided by the time clock in sequential order and press OK. (Keep track of ID numbers assigned, as these will be required in a later step to link the employee ID to the employee name in the software) Now select one of three methods of punching in/out for the employee and then press OK on the Keypad (Additional fingerprints or methods of authentication such as RIFD cards or password can be added at a later time) a. Fingerprint b. ID Card c. Password If fingerprint is selected the new employee must scan the fingerprint to be enrolled 3 times, basically do step one and step two 3 times (see illustration on the next picture for proper fingerprint enrollment). Once the fingerprint has been scanned 3 times; an Enrollment Success voice notification will prompt. To add/scan additional fingerprints for the same employee press the down arrow and follow the same scanning procedure using a different finger. Press Scape key 4 times to exit from the finger enroll menu.
11 How to enroll RFID cards and/or pin numbers to clock in or clock out Press Menu Select User and press OK Select Enroll and press OK Enter the ID number for the employee you wish to add an RFID card or pin/password and then press OK From the 3 options select either ID Card or Password and press OK If ID card was selected swipe the card on front the time clock fingerprint scanner and the card number will display. If password was selected then enter the numeric password and press OK then re-enter the password and press OK To clock in or clock out with the RFID card simply swipe the card on front on the fingerprint scanner and a confirmation will follow. To clock in or clock out with the password, first press the cero 0 key then enter the ID number then press OK then enter the password assigned and press OK and a confirmation message will follow.
12 Adding an administrator to the time clock Overview The time clock factory setting allows anyone on its menu options by pressing the MENU key. To avoid this from happening employee fingerprint profiles already enrolled in it can be set to either the Administrator or Manager Level. By default each profile will be saved at the Employee level. Level description Employees can be enrolled at either one of the 3 levels below: Employee. - Profiles at the employee level are only allowed to clock in or clock out and will not have access to the menu options. Administrator. - Profiles at the Administrator level can clock in or clock out and once in the Menu can make any type of changes on the time clock configuration settings. Manager. Profiles at the Manager level can clock in or clock out and once in the menu will only be allowed to add other employees but will not be able to make any changes on the time clock configuration settings. How to set the User/Employee profile level Enroll the employee fingerprint as shown on the previous pages on this guide, and then follow the steps below: Turn the time clock on Press Menu Select User and press OK Select Enroll and press OK Type the ID number for the employee which level will be changed. The time clock should display Already Enrolled Scroll down to level and using the right/left arrow button change it to either Administrator or Manager Then highlight OK and then press OK to save. Press Scape a couple times to exit from the menu options. From now on after pressing Menu the time clock will display for up to 5 seconds VERIFYING MANAGER, at this time Administrators or Managers will have to scan their fingerprint and the time clock will allow access to the menu if not employees scanning their fingerprint without administration access level, the time clock will display ILLEGAL and will not allow them to the Menu.
13 How to enable/disable the Administrator feature in the time clock using the software Overview As described on the previous page administrators can be assigned to the time clock to restrict access to the Menu options, however the same results can be accomplished using the features in the Easy Clocking Download Manager software. In addition to this, the Easy Clocking Download Manager software has a feature to disable all Administrators/Managers in the time clock and basically when using this function the software communicates to the time clock and sets all profiles in the time clock to the Employee Level. Setting administrators from the software Open the Easy Clocking software and then click on Download Manager Once the Download Manager is opened click on Users To verify any employee level from the list of employees click once on any of them and the information will be displayed on the right. If you wish to update this information click on the Edit button, make the changes desired and then press Save.
14 For this information to be updated in the time clock, the employee profiles with the new level must be uploaded to the time clock. The upload can be done one employee at a time or all at once. To upload check mark one or more employees then click on Upload, then check mark the clock(s) and then click upload once again. The number of employees uploaded to the time clock will display and a confirmation message will follow.
15 How to set all profile enrolled in the time clock to the Employee Level Overview As explained on previous pages, employee profiles can be set as administrators to restrict access to the menu options. A feature in the Easy Clocking Download Manager allows settings all profiles registered on the clock to the Employee Level that way the clock allows anyone to the menu options by pressing the Menu key. To set all profiles to the employee level do the following: Open the Easy Clocking software and click on Download Manager Click on the Edit button for the time clock connection and then select the Option Take off managers restriction and a confirmation will follow The time clock should now allow anyone in the menu by pressing the Menu key
16 Step # 4 Downloading employee data from the time clock to the software A Log in to the easy Clocking software and click on Easy Clocking Download Manager. B In the Download Manager check mark the time clock connection(s) and then click on Download User s button; the software will return with a count of the number of employee profiles downloaded from the time clock and a confirmation message will follow once finished and press ok to continue. C After downloading employee information from the clock, confirm the list of ID numbers registered in the time clock by clicking on the Users button.
D Highlight each number and then click Edit to update the employee name and to add other employee information. Make sure not to change the Employee ID #, as this was the number assigned to this employee on the time clock and if changed will create conflicts. After clicking edit enter all relevant information and then press Save. 17
18 How to upload names to display on the time clock when punching in and out Once Employee names have been updated in the software as described on the last two pages, check mark the employee(s) from the list, and then click on Upload Users button, then check mark the time clock(s) you wish to upload information to and click Upload Users once again and the software will return with the number of employee profiles updated to the time clock and a confirmation message will follow. From now on when employees clocking in or out their name will display on the time clock screen when successfully authenticated. Check mark the employee(s) from the list Click Upload Users button Check mark the clock(s) to upload names to Click Upload Users once again. Confirmation will follow. Done.
19 How to download employee time records A Log in to the easy Clocking software and click on Easy Clocking Download Manager. B In the Download Manager check mark the time clock connection(s) and then click on Download Time Records button. C Choose whether to Download New or Download All records from the time clock and then click Download Check Marked Selection and a confirmation message will display. New Records - Use this option to download only new records since the last download. This is the option recommended to use on the daily basis. All Records - Use this option to download all attendance records stored in the time clock s memory. This is the option to use when the database in the computer was lost. Using this option will overwrite the records without creating duplicates, (be aware that this function will bring back any original records that were previously modified)
20 How to download using a USB flash memory When using the USB memory download be aware that only attendance records can be transferred from the time clock to the computer. First enroll the employee fingerprint on the time clock as shown on page 10-11, make sure to keep track of the ID number assigned to each employee as they will be needed in the next step. Second enroll the employee on the software as follows: Adding employees in the software Log in to the easy Clocking software and click on Easy Clocking Download Manager In the Download Manager click on Users
21 Click the Add button Enter the employee profile information such as Employee ID, first name, last name, department, user level and employee status, and then click Save and the employee will display on the list.
22 To download attendance records using a USB memory flash drive do the following: Plug a USB flash memory to the USB port in the time clock located at the bottom side. Press the Menu key, once in the Menu highlight USB Disk and press OK, then the time clock will display the following. - Download New Time Log. - Download All Time Log. - Download New Management Log. - Download All Management Log. - Download User Database. - Upload User Database. Download New Time Log. - Select this option and press OK to download only new attendance records never downloaded from the time clock memory. Download All Time Log. - Select this option and press OK to download all attendance records in the time clock memory regardless if they were previously downloaded or not. Download New Management Log. - Select this option and press OK to download only new management log never downloaded from the time clock memory. Management log is used to verify when the managers accessed the time clock menu and what option they used from the menu. Download All Management Log. - Select this option and press OK to download all management log whether they were downloaded previously or not from the time clock memory. Download User Database. - Select this option to download the employee information from the time clock to the USB memory stick. Upload User Database. - Select this option to upload the employee information saved in the USB flash memory to the time clock. If you wish to know if the information was downloaded properly, plug the USB memory flash drive to the computer and look inside for the file named ALOG001, when performing future downloads you can always overwrite this file or choose ESC to not overwrite the number next to ALOG comes from the time clock Device ID number. How to upload attendance records to the software using the USB memory flash Save the information in the USB as shown on this page and then plug the USB to the PC. Log in to the easy Clocking software and click on Easy Clocking Download Manager
Add the time clock to the software as shown on page 7-8 On the Easy Clocking Download Manager click USB Memory Upload and then select In/Out Time Records (ALOG*.TXT) Locate the ALOGxxx.TXT file on your PC and then click open, and the process will start. A confirmation with the number of time records uploaded to the software will display. 23