NCheck Finger Attendance v1.0 User guide
Document release date: May 19, 2010 Version: 1.0.0.0 2 Copyright 2010 Neurotechnology. All rights reserved.
Contents Preface... 4 1. Introduction... 5 1.1. About... 5 1.2. Supported fingerprint scanners... 6 1.3. System requirements... 8 2. Installation... 9 2.1. Installation steps... 9 2.2. License activation... 9 2.3. Fingerprint scanner drivers installation... 11 2.4. Notes about installation... 12 3. Configuration... 13 3.1. Create or change database... 13 3.2. Enter administrator mode... 14 3.3. Setup fingerprint scanners... 15 3.4. Enroll employees... 16 3.5. User management... 16 3.5.1. Entering or editing user data... 17 3.6. Change default administrator password... 17 3.7. General settings... 18 3.7.1. Scanner settings... 18 3.7.2. Notifications... 18 3.7.3. Email setup... 20 4. Working... 21 5. Reports... 22 6. Resolving problems... 23 7. Support... 24 3 Copyright 2010 Neurotechnology. All rights reserved.
Preface This user s guide covers the following topics: General information about application Supported fingerprint scanners and system requirements Installing and configuring application Basic operations with program employees enrollment and management Generating and printing reports Resolving basic problems Conventions used in this guide Employee person who works in organization and uses software for check-in/check-out purposes. Administrator person who installs, configures, supervises and works with software. NCheck Neurotechnology NCheck Finger Attendance software. Check-in employee arrival to work (starting working time). Check-out employee departure from work (stopping working time). 4 Copyright 2010 Neurotechnology. All rights reserved.
1. Introduction 1.1. About NCheck Finger Attendance is time attendance software designed to automate employees time and attendance tracking. It is suitable for small to medium-sized business. NCheck software uses employee biometrical data (fingerprints) to track working time. Software automatically calculates work time for each employee and generates reports, so time spent to handle employee attendance is reduced. NCheck software is ideal for a wide range of business where hourly employee time has to be tracked. Using NCheck Finger Attendance solution organizations can efficiently and accurately control employees working time, notice lost time, receive notifications by email and quickly generate time and attendance reports for the whole organization or single employee. NCheck application can be used with huge variety of fingerprint scanners. Also several fingerprint scanners can be used in order to choose the best way to track employee. System can be installed on a desktop computer (PC) or some kiosk PC. FEATURES: Easy to use. NCheck software has simple user-friendly interface so it is easy to use for most customers even without reading this comprehensive user guide. Fast employee identification. Software uses employee biometrical data (fingerprints) for identification, so employee can be identified accurately and quickly. Full employee working time control. NCheck software provides full control on employee attendance and working time. System allows processing all employees time, including arrival, breaks, lunch and departure or vacation. Efficiency and accuracy. Software provides fast and easy way for employee check-in and checkout. System can accurately calculate employees working time for a specified period. Eliminates calculating errors. All employees working time based calculations are automatically performed inside the system, so human based errors are avoided. Exporting data. All time and attendance data can be exported to you current system which except *.xls or *.csv files. Unlimited number of employee records. NCheck software is scalable to grow together with your business: system supports adding unlimited 1 number of new employees and unlimited number of employee check-in/check-out per day. Generating reports. Software generates time and attendance reports for selected employee or all employees. Using NCheck software generated reports can be printed. Emailing notifications. Software allows sending email notifications for employees which forget to check-in/check-out or have other issues. Multilanguage graphical user interface. NCheck has Multilanguage graphical user interface. Various fingerprint scanners support. NCheck software supports various fingerprint scanners, so customer can choose the one which best meets his needs. 1 Typically, limited only by database size which cannot be larger than 2 GB 5 Copyright 2010 Neurotechnology. All rights reserved.
1.2. Supported fingerprint scanners NCheck software requires fingerprint scanner (or scanners) to perform employee check-in/check-out. These fingerprint scanning devices are supported (note that not all fingerprint scanners are supported under 64 bits Windows version): Scanner name Windows XP Windows Vista Windows 7 Atmel FingerChip sensor family AuthenTec EntrePad AES2501B AuthenTec EntrePad AES4000 32 & 64 bit AuthenTec FingerLoc AF-S2 32 & 64 bit BioLink U-Match MatchBook v.3.5 BiometriCS CS-Pass 32 & 64 bit BiometriKa FX2000 BiometriKa FX3000 BiometriKa HiScan Cross Match Verifier 320 LC Cross Match L SCAN Guardian Cross Match Verifier 300 Classic Cross Match Verifier 300 LC Cross Match Verifier 300 LC 2.0 Cross Match Verifier 310 Dakty Fingerprint NAOS-A Dermalog ZF1 Digent FD1000 DigitalPersona U.are.U 2000 DigitalPersona U.are.U 4000 scanner 32 & 64 bit 32 & 64 bit 32 & 64 bit DigitalPersona U.are.U 4000 Module 32 & 64 bit 32 & 64 bit 32 & 64 bit DigitalPersona U.are.U 4500 scanner 32 & 64 bit 32 & 64 bit 32 & 64 bit Fujitsu MBF200 32 & 64 bit Futronic FS90 Futronic FS50 32 & 64 bit 32 & 64 bit 32 & 64 bit Futronic FS60 Futronic FS82 32 & 64 bit 32 & 64 bit 32 & 64 bit Futronic FS80 32 & 64 bit 32 & 64 bit 32 & 64 bit 6 Copyright 2010 Neurotechnology. All rights reserved.
Futronic efam (FS84) 32 & 64 bit 32 & 64 bit 32 & 64 bit Futronic FS88 32 & 64 bit 32 & 64 bit 32 & 64 bit Green Bit DactyScan 26 Hongda S680 IB USB Enrollment Scanner 32 & 64 bit 32 & 64 bit 32 & 64 bit id3 Certis Image Identix DFR 2080 Identix DFR 2090 Identix DFR 2100 Intech SOP1 Jstac Athena 210 LighTuning Technology LTT-C500 Lumidigm Venus Series sensors NITGEN Fingkey Mouse III 32 & 64 bit 32 & 64 bit 32 & 64 bit NITGEN enbioscan-f 32 & 64 bit 32 & 64 bit 32 & 64 bit NITGEN Fingkey Hamster 32 & 64 bit 32 & 64 bit 32 & 64 bit NITGEN Fingkey Hamster II 32 & 64 bit 32 & 64 bit 32 & 64 bit SecuGen Hamster III 32 & 64 bit 32 & 64 bit SecuGen Hamster Plus 32 & 64 bit 32 & 64 bit 32 & 64 bit SecuGen Hamster IV 32 & 64 bit 32 & 64 bit 32 & 64 bit Startek FM200 Suprema RealScan-10 Suprema SFU300 Suprema BioMini Suprema RealScan-S Suprema SFR300-S Suprema RealScan-D Tacoma CMOS Testech Bio-i CYTE TST Biometrics BiRD 3 UPEK EikonTouch 300 UPEK EikonTouch 700 7 Copyright 2010 Neurotechnology. All rights reserved.
UPEK TouchChip TCRU1C UPEK TouchChip TCRU2C UPEK Eikon UPEK Eikon To Go Vista Imaging VistaMT 32 & 64 bit 32 & 64 bit 32 & 64 bit ZKSoftware ZK6000 Zvetco Verifi P5000 Zvetco Verifi P4000 Table 1. Supported fingerprint scanners list Note: Fingerprint scanners can be purchased from Biometric Supply. 1.3. System requirements To install NCheck Finger Attendance software your system should meet the following minimal requirements: Resource Processor RAM Hard disk drive Operating system Other Minimum requirements PC with x86 1GHz (or similar) 256 MB 10 GB Windows XP/Vista/7 One of Neurotechnology supported fingerprint scanners 8 Copyright 2010 Neurotechnology. All rights reserved.
2. Installation Before installation make sure that you computer meets minimum requirements for NCheck software. 2.1. Installation steps NCheck software is installed using installation wizard. The following steps should be preformed to install software: 1. Run NCheckFingerAttendance.exe. This installation wizard will guide you through installation steps. 2. Install fingerprint scanner device drivers. You can find drivers in software installation folder (in FPSmm folder) or you can run FPScannerDriverManager.exe to install drivers using wizard. 3. Run software license activation application to activate product license. After all required steps are finished and software license is activated you can program. It can be launched using desktop icon or start menu 2.2. License activation Before start using NCheck software it should be activated using activation tool. This tool will be started automatically after installation wizard finishes its work or it can be started manually from windows start menu. When NCheck activation tool is started, you should see wizard which will guide you through activation steps: Press Next and you will be guided to quick diagnostic window. In this window quick diagnostic is performed to determinate current licensing status. In general case next step should be chosen. Note: If both required conditions are OK, but product still do not get required license, please perform advanced diagnostic by clicking button Advanced diagnostic. In newly opened window press button Generate which will generate diagnostic information. If you still face problems with product activation, copy this information and send it via email to Neurotechnology Support Department (support@neurotechnology.com). 9 Copyright 2010 Neurotechnology. All rights reserved.
After quick diagnostic in the next window you should choose activation method. Two licensing types are available: license file or USB dongle. Use license file. This activation method should be used when license was received in a file or by email. If license was received in a file, press Browse button and locate this file. Also serial number (license) can be entered by hand. When license is specified, press Add button. Also note indicators on the left showing if correct licenses are applied. Use USB dongle. If USB dongle was received for software activation select Use USB dongle activation option. Connect your dongle to USB port and press Next button. In the Dongle licenses window you will see Dongle status, ids and licenses count. At the bottom of this window indicators show if correct dongle is plugged-in. 10 Copyright 2010 Neurotechnology. All rights reserved.
Note: USB dongle must be connected all the time while using the software. Last step shows that license was activated and configured correct. 2.3. Fingerprint scanner drivers installation NCheck Finger Attendance software uses fingerprint scanners to scan fingerprints. You can find drivers for Neurotechnology supported fingerprint scanners at installation destination folder (usually C:\Program Files\Neurotechnology ). Fingerprint scanner drivers installation wizard can help quickly find required driver. This wizard can be started from start menu by running FPScannerDriverManager.exe program. 11 Copyright 2010 Neurotechnology. All rights reserved.
Note: After some drivers installation computer should be restarted to work properly. Wizard displays only those drivers which are available for current operating system. 2.4. Notes about installation NCheck software should be available during employee arrival and departure. It is recommended to dedicate a separate PC for the application. PC should be placed in such way that employees can easy access it. It is recommended to disable screensavers, automatic screen turn off and automatic system sleep or hibernation. Default system installation folder is created in C:\Program files\neurotechnology. During setup path can be changed. System configuration will be stored in database. Only database connection data will be stored in local file. The database file location should be specified when starting application for the first time. 12 Copyright 2010 Neurotechnology. All rights reserved.
3. Configuration When you have completed installation of NCheck, you need to configure software. The main areas that you should configure before start using the software: Add database Setup fingerprint scanners Enroll employees Configure email notifications Application is configured in administrator mode only. Exception is the database creation window when running application first time. Note: NCheck software has two user roles: Employees (system users) and Administrator. Employees have only access to their own data and cannot change any application settings. Employees use check-in/check-out interface for arrivals and departures. Administrator has full system control and is allowed to change or modify all settings. 3.1. Create or change database For the first time you run NCheck software, database connection should be configured. You can create new database or use existing one. New database should be created when application is running for the first time. In general case Create new option should be chosen. Choose Existing database only if you want to use previously created database. NCheck software works with Microsoft Access database files. These database files are saved to user specified folder. When creating new database, standard Microsoft Access database username and password can be set (use User name checkbox). 13 Copyright 2010 Neurotechnology. All rights reserved.
WARNING: database file can be modified only with NCheck application. 3.2. Enter administrator mode Application is configured and managed using Administration mode. To enter administrator mode click Admin button in the main window: To enter administration panel password is required. Default administrator password is admin. Note: It is recommended to change the default administrator password. After administrator login these tasks are seen: User management allows add/remove/modify user data. View problems shows if some user arrival or departure events are missing, or there are some incorrect data. View reports shows/generates/prints reports. Edit user events allows edit/add/remove user arrival and departure events. Fingerprint scanners fingerprint scanner devices configurations. General settings application specific settings. Change password changes administrator password. Change database changes or creates new database. Exit program exits application. Add new user shortcut for quick add of a new user. 14 Copyright 2010 Neurotechnology. All rights reserved.
3.3. Setup fingerprint scanners Fingerprint scanners connected to PC should be enabled and configured in application. To do this enter administrative mode and choose Fingerprint scanners task. This will open Fingerprint scanners window where all connected scanners are shown. Each scanner can be enabled or disabled and registration types for each scanner can be set to Arrival, Departure or both. Only enabled scanners will be activated and able to scan fingerprints. Arrival marked scanner should be used for entrance only. Departure marked scanner should be used for exit only. Note: use both registration types ( Arrival and Departure ) if you have only one scanner for entrance and exit. To speed-up application startup, you can disable loading particular fingerprint scanner drivers, which you are not using, by clicking button Drivers and deselecting unused scanner models. Note: New connected fingerprint scanner will appear as disabled. Please enable and configure it first. 15 Copyright 2010 Neurotechnology. All rights reserved.
3.4. Enroll employees When fingerprint scanner (scanners) was connected to computer it is time to add employees data to NCheck software. To enroll new user into NCheck system you can simply press Add new user in administrative panel. The same can be done by pressing User management and then Add new. 3.5. User management Enrolled (added to database) employees data is managed using User management option in administrative panel. By pressing User management button following window will appear: Using this window you can: Add new user (employee). For more information see Entering or editing user data chapter. Block or activate user. Blocked users will not appear on any list or report. Users are blocked by selecting their name. Edit user data. Delete user. 16 Copyright 2010 Neurotechnology. All rights reserved.
3.5.1. Entering or editing user data When new employee data is added or existing employee data is edited, you will see this window: In this window general user data (name, last name, photo and biometrical data) is shown. Left tab displays last 10 unidentified fingerprint images and event time. You can assign these images to user whom data is about to edit. To assign fingerprint to user - select particular image and press Assign to user or simply drag-drop image to Biometrical data box. Also photo can be added for all users by pressing Browse button. This photo will be displayed on employee check-in/check-out. If no photo is available, employee fingerprint image will be displayed. Note: Users also can check-in/check-out using password (without using fingerprint scanner). If no password was assigned to an employee, empty password will work. 3.6. Change default administrator password Default administrator password is admin. It is recommended to change default password (using Change password administrative task) first time administrator logins to the system. 17 Copyright 2010 Neurotechnology. All rights reserved.
3.7. General settings General settings page allows configure application specific settings such as scanners configuration and email notifications. 3.7.1. Scanner settings Scanners tab is used to set fingerprint scanners activation mode. Mode Scanner(s) always on makes scanners always active. This means that user can put his finger on a scanner and check-in or check-out event will be registered. To save fingerprint scanner resources, scanner can be activated manually by user (fingerprint scanner remains stopped until user activates it). Using Scanner on by user request mode employee should press the Start scanner button to activate the scanner first and then put finger on a scanner. Fingerprints scanner will be deactivated after Scanner shutdown timeout period (in minutes). Also it is useful to make scanner always active during general wok time. Option Scanner on period allows scanner activation time. On the specified time scanner will not be stopped. 3.7.2. Notifications NCheck application also allows configuration of email notifications. If user forgets to check-in or checkout to the NCheck system, error will occur. To solve such issues as soon as possible, system can send e- mail to particular person related with error and to system administrator. Email notification settings can be set in Notification tab in general settings. 18 Copyright 2010 Neurotechnology. All rights reserved.
Notifications about events are sent everyday and these settings in application can be set: Send to all users notifications about events will be sent to all users Send copy to email address to send copy of all notifications about events Notifications should be sent at time when all notifications are sent (notifications are sent only one time per day) Notification e-mail address from email address which should be specified in From field Notification e-mail subject text text which should be written to each sent email Subject field Notification e-mail body text Body text for each sent email. 19 Copyright 2010 Neurotechnology. All rights reserved.
3.7.3. Email setup System error notifications will be sent using defined SMTP server. SMTP server configuration should be entered in E-mail settings tab. These email settings should be specified: Enable e-mail notifications if checked email notifications are enabled SMTP server address address of SMTP (Simple mail transfer protocol) server SMTP server port port of SMTP server SMTP server login username to connect SMTP server SMTP server password username password of SMTP server NCheck system administrator e-mail address administrator s email address 20 Copyright 2010 Neurotechnology. All rights reserved.
4. Working Users login screen is used for employees check-in/check-out. This screen is shown when NCheck program is started. Users have two options to check for arrival and departure: using fingerprint scanner or using password. Employee check-in/check-out screen when fingerprint scanner is used: When button Password login is pressed, employees can check-in/check-out using password assigned by system administrator: Note: It is recommended to use fingerprint scanner to check for arrival/departure. Password login is recommended to use only when fingerprint scanner is not available or employee fingerprint is not recognized. 21 Copyright 2010 Neurotechnology. All rights reserved.
5. Reports NCheck software can generate time and attendance reports for all employees or selected ones. Reports are generated by selecting task View reports in administrative panel. Reports can be viewed, printed or exported to MS Excel or CSV formats. To generate reports for one employee select his name in Employee drop-down list. When All is selected, report will be generated for all employees. Reports window has 4 radio buttons for specifying period of time for generating reports: Today reports will be generated for twenty-four hours until now (for single day) This week reports will be generated for last 7 calendar days This month reports will be generated for one month until now Custom reports will be generated for user specified period 22 Copyright 2010 Neurotechnology. All rights reserved.
6. Resolving problems Sometimes user forgets to check-in or check-out. Then some events will be missing in the user time log. To detect days where some event is missing chose administrative task View problems. In the page press the button Detect missing events to perform error lookup. Days having problems would be marked using red color. To see description and resolve the problem click on particular day. 23 Copyright 2010 Neurotechnology. All rights reserved.
7. Support Please write email to support@neurotechnology.com if you unable to resolve some problems related to NCheck software. 24 Copyright 2010 Neurotechnology. All rights reserved.