Secubio New Time and Attendance software manual

Instruction Manual for Attendance Management System

Page 1 Total 51 Pages

Table of Contents Chapter One Function Characteristics of system ……………………………………………………3

Chapter Two Installation Requirements of System……………………………………………………4

Chapter Three Software Installation and Database Connection…………………………………………5

3 . 1 S i n g l e I n s t a l l a t i o n … … … … … … … … … … … … … … … … … … … … … 5

3 . 2 N e t w o r k I n s t a l l a t i o n … … … … … … … … … … … … … … … … … … … … … 8

3 . 3 D a t a b a s e C o n n e c t i o n … … … … … … … … … … … … … … … … … … … … 1 6

Chapter Four Specific Operation Instructions of Software………………………………………………18

4 . 1 P r o c e d u r e D i a g r a m f o r I n i t i a l U s e … … … … … … … … … … … … … … … … … 1 8

4 . 2 L o g i n O n … … … … … … … … … … … … … … … … … … … … … … … … 1 8

4 . 4 P e r s o n n e l I n f o r m a t i o n … … … … … … … … … … … … … … … … … … … … … … 2 0

4 . 4 . 1 【 C o m p a n y I n f o r m a t i o n 】 … … … … … … … … … … … … … … … … … … … 2 0

4 . 4 . 2 【 D e p a r t m e n t I n f o r m a t i o n 】 … … … … … … … … … … … … … … … … … … … 2 1

4 . 4 . 3 【 S t a f f I n f o r m a t i o n 】 … … … … … … … … … … … … … … … … … … … 2 2

4 . 4 . 4 【 R e g i s t e r S t a f f D e m i s s i o n 】 … … … … … … … … … … … … … … … … … 2 7

4 . 4 . 5 【 S t a f f D e m i s s i o n I n q u i r y 】 … … … … … … … … … … … … … … … … … 2 8

4 . 5 A t t e n d a n c e M a n a g e m e n t … … … … … … … … … … … … … … … … … … … … … … 2 9

4 . 5 . 1 【 A t t e n d a n c e R u l e s 】 … … … … … … … … … … … … … … … … … … … 3 0

4 . 5 . 2 【 A t t e n d a n c e R u l e s 】 … … … … … … … … … … … … … … … … … … … 3 1

4 . 5 . 3 【 S h i f t D e f i n i t i o n 】 … … … … … … … … … … … … … … … … … … … 3 3

4 . 5 . 4 【 S h i f t P a t t e r n 】 … … … … … … … … … … … … … … … … … … … 3 6

4 . 5 . 5 【 S h i f t A l l o t m e n t 】 … … … … … … … … … … … … … … … … … … … 3 7

4 . 5 . 6 【 S h i f t A l l o t m e n t 】 … … … … … … … … … … … … … … … … … … … 3 8

4 . 5 . 8 【 H o l i d a y R e g i s t r a t i o n 】 … … … … … … … … … … … … … … … … … … … 3 9

4 . 5 . 9 【 L e a v e R e g i s t r a t i o n 】 … … … … … … … … … … … … … … … … … … … 4 0

4 . 5 . 1 0 【 O v e r w o r k R e g i s t r a t i o n 】 … … … … … … … … … … … … … … … … … … 4 1

4 . 5 . 1 1 【 C o m p u t a t i o n R u l e 】 … … … … … … … … … … … … … … … … … … 4 3

4 . 6 T e r m i n a l M a n a g e m e n t … … … … … … … … … … … … … … … … … … … … … … 4 4

4 . 7 S t a t i s t i c R e p o r t … … … … … … … … … … … … … … … … … … … … … 5 3

4 . 8 S y s t e m M a i n t e n a n c e … … … … … … … … … … … … … … … … … … … … … … 5 4



Chapter One Function Characteristics of System The Attendance Management System is user-oriented. It is a

universal attendance management system developed for factories and companies for their computer management of attendance. The system interface is clear and friendly; it is reliable and easy to operate, and provides help for machine connection. You can conduct quick and easy inquiry, sum-up and computation on the system. The supervisor can set the jurisdiction for the operators, and the operators can set their own password, in doing so, it will effectively prevent from illegal use or exceeding authority to use the system. The system has strict fault-tolerant system, which will avoid false operation and illegal input of data. The backup function of the system ensures that the data will not lose and it will restore running quickly in case the system appears breakdown.

The Attendance Management System has five functional modules, including “Personnel Information”, “Attendance Management”, “Statistic Report”, “System Maintenance” and “Attendance Device”.



Chapter Two Installation Requirements of the

System 1. Requirements for Hardware:

1) CPU: above 1GMHz 2) Memory: Above 128MB 3) Hard Disk: Above 2GB hard disk space 4) Communication Port (COM Port):1

(An extension wire is needed to connect with USB and COM port, if it is USB interface)

2. Running Environment Database: ACCESS Operating System: WIN98/2000/ME/XP/NT/2003

Chapter Three Installation and Uninstall of the

Software 3.1 Install the Management Software

1. Double click the installation program in the installation disk to install the system, as shown in the following figure:



2. Click “Next” to install the program, or click “Cancel” to end the

installation.



3. Select the address where the program is to be installed. The

software is to be installed in F:/Program Files/Stand-alone Fingerprint Attendance System in default. You can change the installation route by clicking “Next”. Click “Next”.



4. Choose or manually input the icon folder of the fingerprint

attendance system. The default is: “Attendance Management System”. You may directly modify it, and click “Next” to start to install the software when you have confirmed it. The system will automatically install the software under the route you have set, and establish a shortcut icon both in Start Menu and Desktop.

Chapter Four Introduction to the Operation

Procedure of the Software

If the machine is a fingerprint attendance machine, you can firstly register the fingerprint of the staff and record the “Fingerprint No” of each staff, and then start to operate the software.

If the machine bought by the user is sensor card attendance machine, you can input the card number held by the staff in the Staff Information of the software (or read in the card number with the “Card



Read-in” function), then transfer the information to the attendance machine.

4.1 Functional Modules This software includes altogether five functional modules:

【Personnel Information】,【Attendance Management】,【Statistic Report】,【System Maintenance】 and【Communication Programme】

1.In【Personnel Information】, you can input and edit company information, department information and staff information, deal with the resignation of staff, and edit the staff information such as work type, degree, nationality and birthplace, etc.

2. 【Attendance Management】includes the setting of attendance rules, shift, shift status review, as well as record of holidays, leaves and overtime.

3. 【Statistic Report】includes the review, export and print of original record sheet, attendance record, daily report and monthly report.

4.You can add, modify and delete the administrator in【System Maintenance】, and set, modify the jurisdiction of administration and remove the outdated data.

5.In【Communication Programme】you can set the parameters for the attendance machine, register the staff information (upload the registration information to the attendance machine), download the staff information (download the registration information from the attendance machine to the software), review and set the parameters of the attendance machine, as well as collect the attendance data.



4.2 Operating Procedures of the Software

4.3 Operating Procedures for the Initial Use of the Software

If the machine is a fingerprint attendance machine, you can firstly register the fingerprint of the staff and record the “Fingerprint No” of each staff, and then start to operate the software.

1．Set Administrator The user is recommended to modify the password when they log

on the software for the first time (the user name for the first log-on is the administrator account: admin; password: blank). If several operators are to use the system, you should establish account for each operator, and allot appropriate jurisdiction for each operator based on their work.

2．Establish Personnel Archive A. Set company information: Note that Company Name is the

general department of the whole system; B. Department Information: Department is the classification of

staff. You are recommended to set subsidiary departments based on the different work within the same department.

C. Staff Information: Generally the attendance system is used to manage the attendance of the staff. Therefore, the staff information is

Login System Change Password Personnel Info Setting Device Setting

Register Staff Shift Definition Set Shift Pattern Start Shift Allotment

Review Original Data

Data Analysis Review Original Data Review General shift

Allotment Table

Collect Attendance Data



the basis of the attendance system. In the above sections, “Staff No”, “Name”, “Registration No(Fingerprint No)”, “Join Date” and “Department” are required to be filled.

※※NNoottee:: The【Registration No】in【Staff Information】should be consistent

with the number of the staff registered at the fingerprint attendance machine;

【Join Date】:The attendance system will only sum up the date after the join date of the staff.

3. Acquire the fingerprint information and register the name to the Attendance Machine

For the Fingerprint Attendance Machine, the user must record the fingerprint information of all staff on the fingerprint machine (one “Registration No for each staff”);

The fingerprint information is stored in the Attendance Machine. By using this software, you can acquire the registration information and store it in the software system. For one thing, it will avoid the loss of fingerprint information due to abnormal circumstances of the attendance machine which results in repeated input of information; on the other hand, if the customer uses several attendance machines, they can “write” (register) the fingerprint information to the other attendance machines through this software.

To connect the attendance machine with 【 Communication Programme】:

A．You can check the information on the attendance machine through the software, e.g. the number of staff registered, the fingerprint recorded and quantity of attendance records, etc. You can also set certain parameters of the attendance machine.

B. To take the fingerprint information registered at the attendance machine to the software;

C．To upload the name information (firstly you must have



established the staff information and have take the information to the software ) to the attendance machine.

※※NNoottee:: Part of attendance machines use standard communication wire

(RS232) to connect with the computer. You need to set the Baud rate of the computer port to make it consistent with the BAUD rate of the attendance machine. The default Baud rate of common is: 38400BPS.

4．【Shift Setting】 ““SShhiifftt”” rreeffeerrss ttoo tthhee iinn aanndd oouutt ttiimmeess aanndd iittss sscchheedduullee

wwiitthhiinn aa ddaayy wwhhiicchh iinncclluuddeess tthhee sseettttiinngg ooff iinn aanndd oouutt ttiimmee,, llaattee aarrrriivvaall,, eeaarrllyy oouutt rruulleess,, aabbsseennccee rruulleess aanndd oovveerrttiimmee rruulleess,, eettcc..

You can sort out all working circumstances of all staff in the company, and set different ways of in and out within a day as one shift (e.g. day shift, night shift, long day shift, etc.).

5．【Shift Allotment】 “Shift Allotment” is to designate the daily shift of each staff;

generally speaking, it refers to the specific shift of each staff in certain day.

【【SShhiifftt AAlllloottmmeenntt】】iiss tthhee bbaassiiss ffoorr aa aatttteennddaannccee mmaannaaggeemmeenntt ssooffttwwaarree ttoo aannaallyyzzee ddaattaa aanndd aaccqquuiirree ssttaattiissttiicc rreeppoorrtt.. TThhiiss iiss bbeeccaauussee tthhee ssyysstteemm hhaass ttoo kknnooww hhooww tthhee wwoorrkk ooff cceerrttaaiinn ssttaaffff iiss mmaannaaggeedd iinn cceerrttaaiinn ddaayy,, aanndd wwhheetthheerr tthhiiss ssttaaffff iiss llaattee oorr eeaarrllyy oouutt,, oorr kkeeeepp rreegguullaarr aatttteennddaannccee.. TThheerreeffoorree,, ““SShhiifftt SSeettttiinngg”” aanndd ““SShhiifftt AAlllloottmmeenntt”” aarree tthhee ccoorree ooff aatttteennddaannccee mmaannaaggeemmeenntt ssyysstteemm..

A.【Shift Pattern】 If the staff attends his work on a periodic basis, you can preset

one or several “Shift Patterns” in “Shift Pattern”. As shown in the following figure, the staff of certain company attend their work from Monday to Friday, and rest at weekends. Therefore, we can set a periodic Shift Pattern for this company.



B．【Start Shift Allotment】: You can manage the shift for the staff with the “Shift Allotment

Module” set in Shift Pattern (to assign the “shift” for certain staff for that day).

C．【General Shift Allotment Table】 After you have assigned the shift, you can review the Shift

Allotment of each staff in the “General Shift Allotment Table” of the “Attendance Management” module. Firstly you can check whether the shift allotment is successful and the result of the shift allotment, and secondly you can make adjustment to the shift allotment, see the following figure:

6．Backup Data After you have set the staff information, attendance rules, shift

setting and shift allotment, we recommend you to back up the data



with meaningful names, so that you can restore the data when the system is not available due to computer problems, so as to reduce the work to input the information.

7．Collect Data After you have inputted the fingerprint information to the software

and registered the names at the attendance machine, your staff then can use the machine to record their attendance. The administrator needs to collect the data to the software after a period of time (generally at the end of the month), and acquire the statistic report through the analysis of the software.

Use 【Attendance Data Download】 from the 【Communication Programme】 and select “download new record” to acquire the records after the previous data collection.

With “download new record” function, you can only collect the data after the previous data collection, which saves your time and avoid repeated collection.

8. Analyze Data The principle of the attendance system is to sum up the

attendance records of staff based on the work registration of the staff in accordance with the attendance rules preset by the computer (shift allotment, asking for leave and out of office, etc.). The following is the procedure of working principle of the attendance system

Original Record

(Acquired from the Attendance Machine) Shift Definition and Allotment

Asking for leave, out of office and Holidays

Staff Information



9. Review Report After the data is analyzed, you can review the attendance report.

Chapter Five Specific Introduction to Each

Module 1．Personnel Information 1.1 Set【Company Information】

Click 【Company Information】module, you will enter the setting window for company information, as shown in the following figure:

Click 【Modify】 and then sequentially input company name

Report Sum-up

(Daily Report , Monthly Report)

Data Analysis



(compulsory, it can be abbreviated), address, telephone, and then click store. 1.2 Set 【Department Information】

Click 【Department Information】 module to enter the setting window for department information.

The Company is the general department of the whole department

structure. All the departments can be set subsidiary departments. Theoretically, the level of subsidiary departments of one department is not limited. But, for the purpose of management, it’s better to set no more than 4 levels of subsidiary departments.

【Application Steps】:

1．Add【Department】 Click “Add” and then input “Department No”, “Department Name”,

“Administrative Department”, “Responsible Person of the Department”, and then click “Store”.

Note: The administrative department must be filled. Except for the top department (company), each department has an administrative department. Theoretically the levels of the department is not limited.

2．Modify 【Department】 By clicking “Modify”, you can modify the department information

already added.



3．Delete【Department】 By clicking “Delete”, you can delete the department information

already added. But if the department has added with the staff information, it can not be deleted.

4．Print Select “Print” to print the department list.

5．Exit Select “Exit” to exit the department setting module.

1.3 Set 【Staff Information】 Click 【Staff Information】 module to enter the setting window for staff information and add staff information.

【 Staff Information Setting 】 module is used to establish

personnel information archive; it is the basis of the whole attendance management software system. You should fill it carefully.

1. Add Staff Information Click “Add” in the management window of 【Staff Information】,

the following window will pop up.



Fill the archive information of the staff in 【Staff Information】

window. Staff No, Name, Card No (Registration No) and Department are compulsory items to be completed. Other items are optional.

After all the items are competed, click “Store” to store the personnel information of the staff.

【Staff No】: it is the “Work No” of the staff in the company. Generally it is a serials of numbers, it may also include letters.

Note: The Staff No is the most important basis of the attendance system for the staff, therefore, don't change the Staff No during the using process.

【Card No (Registration No)】: it is the number that the staff registered at the attendance machine. This number should be consistent with the registration number that the staff has registered at the attendance machine; otherwise the data treatment will not be available.

【Card Free 】: if you select this item, it means that the staff you selected doesn’t need to register his attendance. The system will not deal with the attendance data of this staff.

【Join Date】: The attendance system will only deal with the



attendance data after the join date. Therefore, when you fill in the join date, you can optionally fill a prior date.

2. Add Staff Information In the 【Staff Information】 window, select the staff whose archive

information needs to be modified, and then select “Add”, it will pop up the following windows:

You can use “Inquiry Toolbar” to find out the staff whose archive

information needs to be modified according to the conditions, you may also use the “Department Tree” on the left side to find the staff.

Click “Modify” to enter the dialog box for staff information setting. The procedure is the same with the steps to 【add staff information】.

3. Delete Staff Information In the 【Staff Information】 window, select the staff whose archive

information needs to be deleted; click “Add”, it will pop up the following window: (you can use “Inquiry Toolbar” to find out the staff whose archive information needs to be deleted according to the conditions, you may also use the “Department Tree” on the left side to find the staff)

If you delete this staff, all the attendance data of this staff will be

deleted.

Department Tree Inquiry Toolbar Select indication arrow



4. Print In the 【Staff Information】 window, select the staff whose archive

information needs to be printed; click “Print”, the “Individual Staff Information ” will pop up.

Click the icon “ ” on the top right corner, you can print the

staff information.

5. Import This attendance system supports EXCEL format import function. It can import the staff information in certain format into the staff information archive.

In the 【Staff Information】 window, select “Import”, you will enter the data import module, as shown in the figure below:

Click “Browse File” to select the EXCEL file which has stored the

personnel information, and fill in the name of the personnel information sheet, click “Next Step”.



Set field corresponding relationship, and then click “Next Step”;

Note: Only the department name in 【Subordinate Department】 has already existed in 【Department Information】can the personnel information be correctly imported.

If the staff information fails to be correctly imported, you can



select “View Log” to check the reason for the failure. If you succeed in the import, click “Operation Complete”.

6. Export The 【Export】 function is able to export the staff information to

EXCEL file.

1.4 Demission and Restoration Management Select “Personnel Information”—> “Register Staff Demission” to

handle the Demission procedure for the staff: 1.4.1 Demission

Click “Add” in the window of “Register Staff Demission”, and then click “Select Staff” to select the staff to be left, and fill in “Handler” and “Demission Reason”, click “Store” to complete the registration for the staff demission.

1.4.2 Demission

Select the staff from the staff information sheet who is to restore, and click “Restoration”, the window below will pop up:



Select “Yes” to complete the restoration.

1.5 Set 【Personnel Parameter】 Set the property information of the staff such as “Work Type”,

“Education Information” and “Nationality Information”. Click “Personnel Parameter” module to enter the setting window

for personnel parameters, add property information of the staff such as “Work Type”, “Education Information” and “Nationality Information”.


1. Add Select the property information of the staff to be set, for example:

select “Work Type” to view the set work type. If you want to set new “Work Type”, click “Add”; fill in the new work type in the name of the work type, click “Store” to complete the setting.

2. Modify Select the property information of the staff to be set, choose the

information item to be modified, and click “Modify”; fill in the new work type in the name of the work type, click “Store” to complete the setting.

3. Delete Select the property information of the staff to be set, choose the

information item to be deleted, and click “Delete” to complete the



deletion.

2. Attendance Management 2.1 Set 【Shift Definition】

Select 【Attendance Management】【Shift Definition】, or directly click the 【Shift Definition】icon in the directory to enter the setting module of shift definition.

““SShhiifftt”” rreeffeerrss ttoo tthhee ttiimmee aanndd sscchheedduullee ttoo aatttteenndd aanndd lleeaavvee

wwoorrkk wwiitthhiinn aa ddaayy..IItt iinncclluuddeess tthhee sseettttiinngg ffoorr aatttteennddiinngg aanndd lleeaavviinngg wwoorrkk,, rruulleess ffoorr llaattee aarrrriivvaall aanndd eeaarrllyy oouutt,, aabbsseennccee rruulleess aanndd oovveerrttiimmee rruulleess,, eettcc..

YYoouu ccaann sseett ddiiffffeerreenntt wwaayyss ooff aatttteennddiinngg aanndd lleeaavviinngg wwoorrkk aass oonnee sshhiifftt ((ffoorr eexxaammppllee:: ddaayy sshhiifftt,, nniigghhtt sshhiifftt,, lloonngg ddaayy sshhiifftt,, eettcc..)) bbaasseedd oonn tthhee wwoorrkk cciirrccuummssttaanncceess ooff aallll ssttaaffff iinn tthhee ccoommppaannyy..

1. Noun Explanation 【Shift Section】: “Shift Section” refers to the time section included in the “Shift”. It

is constituted by a starting point (the time to attend work) and a ending



point (the time to leave work). The common shift may be one section and may also include

several sections. This software only supports one shift including three sections at most.

As shown in the figure above, the “long day shift” includes three “shift sections”:

First Section: 08:00-12:00 Second Section: 14:00-18:00 Third Section: 20:00-28:00 (04:00 at the second day)

【Not Sign In】【Not Sign Out】: “Sign In”: Whether it is mandatory to sign card to attend work

(press fingerprint ) in this shift “Sign Out”: It is mandatory to sign card (press fingerprint ) to

leave work in this shift 1) If “Not Sign In” or “Not Sign Out” is checked, the staff will be

deemed absence if the staff hasn’t signed card within this period of time.

2) If “Sign In” or “Sign Out” is not selected, the staff can either choose to sign card or not to sign card. The report will not compute the absence, late arrival, early out and missed signatures, etc.

【Shift Section Treatment Category】 Define the property of 【Shift Section】: For the purpose to

calculate the wage rate after the reports are treated (the legal overtime wage is N times than normal attendance. The specific times will be defined based on the overtime property ).

Including: 【Normal Attendance】,【Overtime at Normal Time】,【Overtime at Weekend】and 【Overtime on Holiday】

【Previous Valid】 “Previous Valid” refers to a period of time where the attendance

data signed before the attending time is valid.



For example: shift section 【Attend Work Card】is :08:00, set 【Previous Valid】as 60 minutes, then all the attendance data between 07:00-08:00 is deemed normal attendance. The attendance data before 07:00 is valid attendance.

【After Valid】 “After Valid” refers to a period of time where the attendance data

signed after the leaving time is valid. For example: shift section 【Attend Work Card】is :08:00, set

【After Valid】as 30 minutes, then all the attendance data between 08:00-08:30 is deemed normal attendance (if the staff exceed the overdue time, it will be deducted work hour and deemed late for work).The attendance data after 08:30 is valid attendance.

【Late Arrival】: “Late Arrival” refers to what can be set as late within the scope of

“After Valid” of shift section 【Attend Work Card】 For example: Shift section 【Attend Work Card】is 08:00; set

【Late Arrival】as 0 minute and 【After Valid】as 30 minutes; if the staff signs at 08:01, this staff is deemed to be late for 1 minute.

【Early Out】 “Early Out” refers to what can be set as leaving earlier within the

scope of “Previous Valid” of shift section 【Leave Work Card】 For example: Shift section 【Attend Work Card】is 12:00; set

【Early Out】as 0 minute and 【Previous Valid】as 30 minutes; if the staff signs at 11:59 this staff is deemed to leave earlier for 1 minute.

【Application Steps】: 1) Add “Shift” In the 【Shift Setting】window, click “Add”, and sequentially input

the shift number, name and subordinate department.(The default subordinate department is the whole company)



Set the parameter of 【Shift Section】. After the setting is completed, confirm it and click “Store” to

complete the adding of shift. 2) Modify “Shift” In the 【Shift Setting】window, select the shift from the shift list

whose parameters needs to be modified, click “Modify” to modify the shift.

3. Delete “Shift” In the 【Shift Setting】window, select the shift from the shift list

whose parameters needs to be modified, click “delete” to delete the shift.

2.2 Set 【Shift Pattern】 Shift Pattern: it refers to the rules to attend work on a

periodic basis. If the staff attend work on a periodic circulation, you can firstly set

one or several “Shift Allotment Templates” in “Shift Pattern” module. If you arrange the shift according to the module, you will save much time. Click “Attendance Management” —> “Shift Pattern” or directly click the “Shift Pattern” icon in the directory to enter the setting module of “Shift Pattern”.



As shown in the figure above, it has set an “Shift Pattern” on a weekly basis: rest on Saturday and Sunday, “Normal work” from Monday to Friday. 【Application Steps】:

1) Add “Shift Pattern” In the “Shift Pattern” window, click “Add”, manually input “Shift

Pattern Name”, “Periodic Unit” and “Period”, then the “Shift Allotment” will display the Shift Pattern, click the pull-down menu, and select the shift allotment for the current day, click “Store”. “Shift Pattern” is successfully added.

2) Modify “Shift Pattern” In the “Shift Pattern” window, select the “Shift Pattern” from the “Shift Pattern List” which needs to be modified, and then click “Modify”. You can select the shift which needs to be modified from the “Shift Allotment” section, click “Store” to complete the modification to the “Shift Pattern”. 3) Delete “Shift Pattern”

In the “Shift Pattern” window, select the “Shift Pattern” from the “Shift Pattern List” which needs to be deleted, and then click “Delete”. Click “Store” to complete the deletion of the “Shift Pattern”.

2.3 【Staff Shift Allotment】

【【SShhiifftt AAlllloottmmeenntt】】iiss tthhee bbaassiiss ffoorr aa aatttteennddaannccee mmaannaaggeemmeenntt ssooffttwwaarree ttoo aannaallyyzzee ddaattaa aanndd aaccqquuiirree ssttaattiissttiicc rreeppoorrtt.. TThhiiss iiss bbeeccaauussee tthhee ssyysstteemm hhaass ttoo kknnooww hhooww tthhee wwoorrkk ooff cceerrttaaiinn ssttaaffff iiss mmaannaaggeedd iinn cceerrttaaiinn ddaayy,, aanndd wwhheetthheerr tthhiiss ssttaaffff iiss llaattee oorr eeaarrllyy oouutt,, oorr kkeeeepp rreegguullaarr aatttteennddaannccee.. TThheerreeffoorree,, ““SShhiifftt SSeettttiinngg”” aanndd ““SShhiifftt AAlllloottmmeenntt”” aarree tthhee ccoorree ooff aatttteennddaannccee mmaannaaggeemmeenntt ssyysstteemm.. Click “Start Shift Allotment” module, the system will pop up the dialog box “Shift Allotment”. The user can allot the shift according to the schedule template set in the Shift Pattern.




1) Add Shift Allotment In the “Shift Allotment” window, click “Add” A、 Select staff Click “Select Staff”, the dialog box “Staff Option” will pop up, as shown in the figure below:

In the “Staff Option” window, select the subordinate department of the staff whose shift needs to be allotted, then all the staff in the selected department will appear in the section “Staff to be Selected”. Click “Single Option” or choose multiply staff and put them on the



“Selected Staff” section on the right, click “Ok” to complete the selection.

B、 Select the start date and end date of the shift allotment

C、 Select “Shift Pattern”

D、 Click “Store” to complete the shift allotment made for a

period of time based on certain shift pattern. 2) Delete Shift Allotment in the “Shift Allotment” window, drag the mouse to select the shift

allotment which needs to be deleted, and then click “Delete” to complete the deletion of the shift allotment. 3) Review Shift Allotment

in the “Shift Allotment” window, check “Display the Inquiry Toolbar”, the system will automatically display the inquiry of shift allotment.

Select "Input Search Condition", you can review the specific shift

allotment.

2.4 Set 【General Shift Allotment Table】 The “General Shift Allotment Table” can reflect and adjust the

shift allotment of the staff. When the “Shift Allotment” is finished, you can check the result of the shift allotment; you can also adjust the result.

Click “Attendance Management”—> “General Shift Allotment Table”, enter the setting module of “General Shift Allotment Table”



【Application Steps】: 1) Review Firstly select the month for which the “shift allotment” is to be

reviewed, and then select the “Department List” in the left to review or modify the department where the staff to be modified is located. Display the staff in the current department in the staff list, and then select the staff from the staff list. Display the shift allotment of this staff in the current month in the “Shift Allotment Table”.

2) Modify Shift Allotment Table When the shift allotment of the staff for the current month is

displayed in the “Shift Allotment ” table, you can select certain day, and then click the pull-down menu, choose the shift which needs to be changed in the shift list, and then click “Store” to finish the modification to the shift of that day.

3) Delete Shift Allotment Table Firstly select the month, and then choose the staff from the staff

list whose shift allotment is to be deleted ; click “Delete” to complete the deletion.

Department List

Staff List



2.5 Holiday Registration Holiday Setting: set the fixed holidays and festivals of the

company. Holidays and festivals refer to the non-work time. Click “Attendance Management”—> “Holiday Registration”, enter

the setting module of “Holiday Registration”

【Application Steps】: 1) Add Holiday

In the “Holiday Setting” window, click “Add”, and then manually input the holiday name; select the start time and end time of the holiday, and then click “Store” to complete the adding of holiday.

2) Modify Holiday In the “Holiday Setting” window select the holiday to be modified

from the list; click “Modify”, and then modify the holiday content; click “Store” to complete the modification of the holiday

3) Delete Holiday In the “Holiday Setting” window select the holiday to be deleted

from the list; click “Delete”, and then delete the holiday; click “Store” to complete the deletion of the holiday.

2.6 Leave or Sign-out Registration

Click “Attendance Management”—> “Leave or Sign-out Registration”, enter the setting module of “Leave or Sign-out Registration”




1） 2.6 Add Leave or Sign-out Registration In the “Leave or Sign-out Registration” window, click “Add”, and

then click “Select Staff” to select the staff who wants to ask for leave; input the start date, end date, leave type and wages; input the leave reason, and then click “Store” to complete the leave registration.

2） Modify Leave or Sign-out Record In the “Leave or Sign-out Registration” window, select the leave

or sign-out record to be modified; click “Modify” to modify the leave record or sign-out record; click “Store” to complete the modification.

3） Delete Leave or Sign-out Record In the “Leave or Sign-out Registration” window, select the leave

or sign-out record to be deleted; click “Delete” to delete the leave record or sign-out record; click “Store” to complete the deletion.

2.7 Manual Adjustment

【Manual Adjustment】: It refers to the manual operation of adding

attendance record in the attendance management software. It is

mainly applied to one or more than one certain circumstances

where the staff fails in signing in due to accidents.

Click “Attendance Management”—> “Manual Adjustment”, enter the setting module of “Manual Adjustment”




1) Add Manual Adjustment registration a. Click “Add” in the setting window of “Manual Adjustment”; b. Click “Select Staff” to select the staff who needs manual

adjustment; c. Select the start date, end date and time; d. Input the reason for manual adjustment; e. Click “Store” to complete the adding of manual adjustment

record. 2) Modify manual adjustment registration In the setting window of “Manual Adjustment”, select the manual

adjustment record which needs to be modified; click “Modify”, and then modify the manual adjustment record; click “Store” to complete the modification to the manual adjustment record.

3) Delete manual make-up registration In the setting window of “Manual Adjustment”, select the manual

adjustment record which needs to be deleted; click “Delete”, and then delete the manual adjustment record; click “Store” to complete the deletion of the manual adjustment record.

2.8 Set 【Computation Rule】 Computation Rule: it refers to the setting of Computation Rule for

the overtime statistic report. Click “Attendance Management”—> “Computation Rule”, enter

the setting module of “Computation Rule”



Initial Value: it means the minimal time value from which the computation starts to count. Integer Value: it refers to the value which we can set to filter the trivial time. For example: if the initial value is set as 30 minutes in “Weekend

OT”, the computation of overtime work will be started from 30th minute. Take the integer value as 20 minutes. If one staff have worked overtime for 65 minutes, because the overwork exceeding the initial value 30 minutes will be deemed overwork, while 65=20*3+5, 5 minutes is the residue less than 20 minutes, so it can be filtered. Therefore, the overwork displayed in the statistic report will be 60 minutes.

【Application Steps】: 1） Add “Computation Rule”

a. Click “Add” in the setting window of “Computation Rule”; b. Select the category of “Computation Rule”; c. Manually set the “Initial Value” and “Integer Value”; d. Set "OT Rates" e. Click “Store” to complete the adding of computation rule.

2） Modify “Computation Rule” In the setting window of “Computation Rule”, select the category



of the “Computation Rule” to be modified; click “Modify” and then click “Store” to complete the modification. 3） Add “Computation Rule”

In the setting window of “Computation Rule”, select the category of the “Computation Rule” to be deleted; click “Delete” and then click “Store” to complete the Deletion.

3. Terminal Management “Terminal Management” is a management module for attendance

device, including four modules namely “Data Collection”, “Staff Registration and Acquisition of Registration Information”, “Attendance Machine Setting” and “Ringing Setting”. Select the “Device Management” icon in the directory, and then you can enter the Terminal Management module.

If you are to manage the attendance machine, you need firstly “connect the attendance machine”

3.1 Add Attendance Machine

1) Open the Main Interface



A. Click “Add”, the following interface will appear; select the specific device model, and then click “Confirm”



B. Select the connection method

C. The machine number of the attendance machine should be

consistent with the that of the attendance machine to be connected;

D. Set the communication password and make it the same with the communication password of the attendance machine; generally the default value of fingerprint attendance machine is 0.

E. Confirm whether the above settings are correct (generally to keep the default value). Click “Store” and “Connect”, then you can successfully connect it with the attendance machine.

3.2 Staff Information and Fingerprint Management The 【Staff Information and Fingerprint Management】 module

includes the following content: A. 【Download Staff Information】 : to take the registration

information from the attendance to the software. If it is a fingerprint attendance machine, it can take the fingerprint registration information from the attendance machine to the software;



B. 【 Upload Staff Information】 : to upload the registration information stored in the software to the attendance machine; if it is a fingerprint attendance machine, this operation must be carried out after 【Acquire Registration Information】(that is: only when the software has stored the fingerprint registration information can it be uploaded to the attendance machine).

C. 【Modify User’s Jurisdiction】: With this function, you can modify the jurisdiction of certain staff to operate the attendance machine, and you can change the “Administrator” to “Common Staff”; or modify the “Common Staff” to “Administrator”.

D. 【Delete Registration Information】 : You can remove the information of certain staff in the attendance machine.

1. Download Staff Information Click “Download Staff Information” in the 【Staff Information

Management】module. The registration information list will appear when the download is completed, as shown in the picture below:

You can acquire the fingerprint information registered at the



attendance machine and input it in the software. And you can match the fingerprint registration number with the staff information.

If the fingerprint attendance machine occurs catastrophic failure, you can upload the fingerprint information (and the name information) stored in the software to the attendance machine.

2. Upload Staff Information Click “Upload Staff Information” in the 【Staff Information and

Fingerprint Management】module, and the registered staff information window will appear:

Select the staff whose registration information is to be uploaded, and then click “Ok” to upload the registration stored in the software to the attendance machine.

If it is a fingerprint attendance machine, because the user has already registered the fingerprint information at the fingerprint attendance machine, the user can select “Only Register Name” to upload the staff name to the fingerprint attendance machine.

3. 【Modify User’s Jurisdiction】



Select the staff whose jurisdiction needs to be modified from the user registration information list in the 【 Staff Information and Fingerprint Management】module, and then click “Modify User’s Jurisdiction” to complete the modification;

4. 【Delete Registration Information】 Select the staff whose jurisdiction needs to be deleted from the

user registration information list in the 【 Staff Information and Fingerprint Management】module, and then click “Delete Staff” to complete the deletion;



3.3. Attendance Machine Management The 【Attendance Machine Management】module is mainly used

to review and modify the parameters of the attendance machine.

【Initialize Attendance Machine】: it will remove all the information (registration information, attendance information) in the attendance machine, and restore it to the factory default status;

【Synchronize Sign-in Time】: it will synchronize the time of the attendance machine with the computer.

3.5 Download Attendance Data The【Download Attendance Data】 function is to collect the

attendance record of the attendance machine to the software. If you select “Collect New Data”, it will collect all the new data in

the attendance machine and drop the attendance records which have once been collected, which saves time.

If you select “Collect All Data”, it will collect all the attendance



records stored in the attendance machine, and will not clarify the collected records with that having not been collected.

“Clear All Attendance Record”: it will remove all the attendance record stored in the attendance machine. It cannot be restored after it is removed. Be Cautious!

4. Statistic Report The【Statistic Report】includes【Attendance Information Analysis】,【Daily Attendance Report】,【Monthly Attendance Report】,【Original Data Report】and【Detailed Attendance Record】.

1) 【Attendance Information Analysis】: it will analyze and deal with the collected attendance records and acquire the Attendance Statistic Report (Daily Report and Monthly Report, etc.)

Except that the “Original Record Sheet” is formed during the downloading of attendance data, all the other reports can not be reviewed prior to the 【Attendance Information Analysis】.

2) 【Original Data Report】: it refers to the original attendance record collected from the attendance machine to the software;

3) 【Detailed Attendance Record】: it refers to each record signed in by the staff in each time.

4) 【Daily Attendance Report】: it refers to the daily attendance of the staff. One record for each staff in one day (it only counts



those that meets the attendance rules and the statistic conditions set in shift setting);

5) 【Monthly Attendance Report】:It refers to the attendance record of the staff within a month; one record for each staff for every one month;

5. Database Management On the top left corner of the software there is a pull-down menu of

the “System”, which includes four modules namely 【 Backup Database】,【Restore Database】,【Compress Database】and【Upgrade Data Analysis】.

【Backup Database】: it will back up the database to a backup

file. 【Restore Database】:it will restore the information stored in the

database to the software. 【Compress Database】:The database will become large when

the software has been used for a period of time, which slows down the



running speed of the software.

1. Backup Database Backup Database: it will back up all the data in the attendance

software to a file, and store it at the designated location. When the system appears catastrophic failure, it can restore the backup file. To ensure that all the data will not get lost.

Select “Backup Database” module in the pull-down menu of the “System”, it will pop up a “Save As” window; select the backup path for the backup database, and then click “Save” to complete the backup.

2. Restore Database Select “Restore Database” module in the pull-down menu of the

“System”, it will pop up a “Authentication” dialog box:



Input the current “Users Name” and “Password”, and click

“Confirm” to enter the “Restore Database” window; open the backup path of the database, and then select the database to be restored; click “Open” to restore the database. As shown in the following picture:

3. Compress Database Select “Compress Database” module in the pull-down menu of



the “System”, it will compress the database.

6. System Maintenance The “System Maintenance” window includes "User Management"

and “Remove Data”. 【User Management】: You can add, delete the administrator or

modify the jurisdiction of the administrator; 【Remove Data】: You can remove the expired attendance data

6.1 User Management Click “User Management” module to enter the setting window of

user management


A. 【Add】 In the “User Management” window, click “Add” to enter the “User

Property Page”; input the “Login ID” and “Login Password”; select the operation jurisdiction for this administrator, and click “Save” to add an administrator.



B. 【Modify】 Choose the administrator to be modified in the window of “User

Management”

Click “Modify” to enter the “User Property Page” window; modify

the “Login ID”, “Login Password” and the “operation Jurisdiction”, click “Save” to finish the modification to the administrator.

C. 【Modify】 Select the administrator to be deleted in the "User Management"

window, and then click “Delete” to delete the administrator.



2. Remove Data Click “Remove Data” module, the “Authentication” window will

pop up

Input the active “User Name” and “Password”, and then click

“Confirm” to enter “Remove the expired data in the database” window:

Select the months with the expired data, and then click “Confirm” to remove the attendance data from the selected months. 2. Access Control a. The Access Device management is the same with the attendance device. Please refer to “Device Management”



b. Time Slot Setting Step 1: Choose the machine

Step 2: Read, modify and download time slot

c. Lock Setting Step: Select machine, and then set Lock Mixture; lastly download



d. Authorized Download

Step 1: Choose the machine



Step 2: select the tree-type department in the right side.

Step 3: select time slot and division

Step 4: select staff

Step 5: click “Download”



The End!

Secubio New Time and Attendance software manual

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