User Guide

TotalPass® P400

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Reproduction of this document in whole or in part is strictly prohibited. This document may

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Table of Contents

Chapter 1: Getting Familiar with Your Time Clock ...........................................................................................7

Everything you need to get your time clock up and running: ................................................................................................ 7

System Requirements .................................................................................................................................................................................8

Features ............................................................................................................................................................................................................... 8

Available TotalPass Upgrades ................................................................................................................................................................ 8

Connection / Setup ...................................................................................................................................................................................... 9

Logging In ............................................................................................................................................................................................................9

Support and Troubleshooting .............................................................................................................................................................10

Integration with Payroll ............................................................................................................................................................................10

Files Menu ..........................................................................................................................................................................................................12

Settings Menu .................................................................................................................................................................................................12

Help Menu .........................................................................................................................................................................................................12

Chapter 2: Setting Your Time Clock Preferences ..........................................................................................13

Setting Your Pay Preferences ..................................................................................................................................................................... 13

Setting Your Overtime Preferences ........................................................................................................................................................ 14

Setting Your Punch Preferences ............................................................................................................................................................... 14

Setting Your Device Preferences .............................................................................................................................................................. 16

Setting Your Alert Preferences (Requires Upgrade) ......................................................................................................................17

Alert Setup ....................................................................................................................................................................................................... 18

Adding Employees ............................................................................................................................................................................................. 21

Employee Information ............................................................................................................................................................................... 21

Employee Settings ..................................................................................................................................................................................... 21

Entry Method .................................................................................................................................................................................................. 21

Lunch Time Deduction ............................................................................................................................................................................ 22

Delete Employee’s Punches .................................................................................................................................................................. 22

Chapter 4: Clocking In and Out ......................................................................................................................... 23

Time Clock Keypad Functions ................................................................................................................................................................. 23

Punching In and Out ......................................................................................................................................................................................... 23

Keypad PIN Entry ........................................................................................................................................................................................ 24

Adding a Punch...................................................................................................................................................................................................25

Adding Non-Work Hours (Holiday and Non-Worked) .................................................................................................................. 26

Editing a Punch ................................................................................................................................................................................................... 27

Using Batch Edits............................................................................................................................................................................................... 27

Viewing Additional Reporting Details .................................................................................................................................................... 27

Using the Attendance Report .................................................................................................................................................................... 28

Using the Timecard Report ......................................................................................................................................................................... 29

Chapter 6: Sending to Payroll ...........................................................................................................................30

Create Payroll Export File ............................................................................................................................................................................. 30

QuickBooks Export Payroll process........................................................................................................................................................ 31

Web Punch Entry (Web Punch License purchase required).......................................................... 35

Locking the Time Clock Terminal Keypad ...................................................................................................................................35

Setting Up Your Employees for Web Punch ................................................................................................................................ 35

Punching In/Out Using Web Punch .................................................................................................................................................. 35

Clocking In/Out using GPS Location Tracking ...........................................................................................................................36

IP Address Restriction.............................................................................................................................................................................. 37

Setting Authorized IP Addresses by Employee ......................................................................................................................... 37

Running Reports with Web Punch ..................................................................................................................................................... 38

Chapter 8: Maintaining Your Time Clock ....................................................................................................... 39

Creating a Data Backup ................................................................................................................................................................................39

Restore a Time Clock Data Backup from the Software Interface ..................................................................................40

Restore a Time Clock Data Backup from a USB Flash Drive ............................................................................................40

Removing Data from Your Time Clock .................................................................................................................................................. 41

Updating Your Time Clock ............................................................................................................................................................................ 41

Resetting the Supervisor Mode Security Code .............................................................................................................................44

Chapter 9: Time Clock Terminal Supervisor Mode ..................................................................................... 45

Log Into Supervisor Mode ............................................................................................................................................................................45

Parent Clock Supervisor Mode Settings .............................................................................................................................................45

View IP Address ...........................................................................................................................................................................................45

Network Settings ............................................................................................................................................................................................... 45

LAN Settings .................................................................................................................................................................................................. 45

Wi-Fi Settings ................................................................................................................................................................................................46

Assign Badges ..............................................................................................................................................................................................46

Set Date/Time...............................................................................................................................................................................................46

Wi-Fi Connection ...............................................................................................................................................................................................48

Connecting Using the Clock Interface ........................................................................................................................................... 48

Connecting Using a WPS Button ........................................................................................................................................................49

Connecting Using a WPS with PIN .....................................................................................................................................................49

Connect to the Wireless Network .....................................................................................................................................................50

Connecting Using the Software Interface ....................................................................................................................................50

Ethernet Connection ................................................................................................................................................................................50

Chapter 11: Software Upgrades ........................................................................................................................ 52

Enabling Software Upgrades ......................................................................................................................................................................52

Employee Capacity Upgrades ................................................................................................................................................................... 52

Benefit Tracking Upgrade ............................................................................................................................................................................ 53

Benefit Tracking and Accruals ...........................................................................................................................................................53

Enhanced Overtime Preferences ...................................................................................................................................................... 53

Revision Zones..............................................................................................................................................................................................53

Outgoing Email Settings (SMTP Server) .............................................................................................................................................. 56

Common SMTP Server Settings .............................................................................................................................................................. 58

Chapter 12: Configure for Remote Access ..................................................................................................... 59

System Requirements .................................................................................................................................................................................... 59

Step 1: Set Up the TotalPass on the Local Network ...................................................................................................................... 59

Step 2: Router Configuration ...................................................................................................................................................................... 59

Assign a Static IP Address to the Time Clock ...........................................................................................................................60

Set Up Port Forwarding on the Router ............................................................................................................................................60

Step 3: Connect to Your TotalPass Clock over the Internet ...................................................................................................... 61

Remote Connection Frequently Asked Questions ........................................................................................................................62

Welcome

Thank you for choosing IconTime. We appreciate your business.

Our mission is to provide our customers with quality products and excellent customer service. We pride ourselves on being

innovators in the time and attendance industry, developing products that are easy to install, simple to operate, and reliable.

The TotalPass P400 system offers breakthrough web-enabled technology that brings the simplici-

ty of embedded software to your time and attendance system, without requiring Internet access.

This guide will help you set up the clock and use the many features to automate time and attendance,

streamline your payroll process, and generate reports that provide insight into labor costs.

For Network Access to the Time Clock

Payroll Export Utilities

and QuickBooks Online exports are compatible with all operating systems.

* Only available with QuickBooks desktop versions.

Internet Connection Required for the following functionality:

• Paid break tracking

• Export to QuickBooks, ADP, Paychex Flex, Paychex Preview, SurePayroll, Paycom, or CSV

• Automatic lunch time deduction

• Timecard, Attendance reports

• Enter Holiday and NonWorked Hours for one or more employees

Benefit Tracking and Accruals

This upgrade allows you to automatically calculate vacation, sick, and personal time off.

Customize accrual rates and tracking per employee for maximum policy flexibility.

Upgrade Employee Capacity

Example: An In punch at 7:30 a.m. would calculate at 7.5 a.m.

on reports. If checked, all edited punches are marked with E.

punch at the time clock, within the minutes specified. The second punch is ignored.

Note: Making a change to the rounding options will prompt the time clock to restart.

Doing so will make the time clock unavailable until the clock fully reboots.

Select Settings | Preferences and click on the Device tab to

format from the Calculated Time Format drop-down menu.

clock terminal, preventing coworkers from viewing another employee’s PIN.

Important: You need this code to access Supervisor Mode on the employee

time clock. The default supervisor code is 00 00 00.

employee ID numbers (PIN) at the employee time clock. Use this option if you purchased

proximity badges and you do not want employees using the keypad.

each change submitted. You must refresh the page to see the report with the edited punches.

employee’s total daily hours after the employee punches out.

Multi-clock Preferences: Multi-clock refers to multiple time clocks connected together to share

one database. For additional information on setting up multi-clock preferences, refer to

per shift in the Alert Low Hours at field. If an employee

works fewer hours than is specified, an alert generates.

To disable this alert, set the alert value to 0.

works a shift more than the hours specified, an alert generates. To disable this alert, set the alert value to 99.

at field. If an employee works a shift more than the hours specified, an alert generates and the

hours stop accumulating for that given shift. To disable this alert, set the alert value to 99.

checked and posted to the Home page based on the time entered here. To maximize system

speed and performance, we recommend setting this value to 10 minutes or more.

For additional Alert configuration, select Settings | Alert Setup.

Using the Alert Preferences set earlier, select Settings | Alerts Setup, and follow

the instructions below to set up Home page and email alerts.

Using the Alert Preferences set earlier, select Settings | Alerts Setup, and follow

the instructions below to set up Home page and email alerts.

To edit employee information, click the employee ID number in the Display

in the software so the proper punch out time and date is recorded on the reports.

o When Per Day is selected, the total amount of the employee’s hours for the

day will be added up to determine whether the Lunch At threshold has been

met. Lunch deduction will occur once the threshold has been met.

Note: Only one lunch deduction will occur per day when Deduct is set

to Per Day. Manually entering a lunch deduction will prevent an

automatic lunch deduction from occurring that day.

Delete All Punches for this Employee: This is typically used when an employee

leaves the company and you want to re-use the employee ID (PIN).

2. Clear - Returns user to the previous menu option.

3. or - Used to scroll up or down through menu options.

4. Enter - Selects and saves menu options.

5. Supervisor Mode - Allows supervisor to access advanced time clock terminal options.

6. Info - Displays daily and weekly hourly totals for the employee.

8. Built-in RFID Card Reader for scanning Proximity Badges

9. In/Out - Used by the employee to punch IN or OUT.

The employee procedure to punch In and Out at the time clock may vary depending on the entry method selected.

The TotalPass system allows for better management of employee paid breaks. Tracking paid breaks

allows you to better manage the time your employees are taking during their paid break periods.

Note: This option must be activated for each employee, as

discussed in Chapter 3: Setting Up Your Employees

To track time that an employee spends on their paid break, the employee must be assigned

This punches the employee out of the work department and into the break department.

the work department. To punch out of break and into work, press Enter. This punches

the employee out of the break department and into the work department.

From a report screen, click Add Punch.

Perform the following when adding a punch:

select the appropriate punch type.

application assumes a.m. unless otherwise specified.

number of minutes for the employee lunch deductions in the Lunch field.

2. Select a QuickBooks employee and a time clock employee and click on the Link button to link them between

The Web Punch Time Clock also offers advanced functionality like IP location restrictions

and GPS tracking to help better manage your employees’ punches.

This feature prevents entering a PIN before clocking In or Out.

this box, employees are no longer able to punch In or Out using their PIN number.

Follow the instructions below to assign the employee to the Web Punch Time Clock.

blank to allow the employee to punch from any IP address.

allow the employee to punch from an unauthorized IP address,

but have those punches flagged on the reports for review.

box to allow an authorized IP address for all employees.

If you exceed your Web Punch License limit, you will receive an error message stating that you do not have enough Web

Punch Licenses available.

lists the employee punch information.

o Week Hrs: Lists the total hours the

employee worked for the week.

o Day Hrs: Lists the total hours the

employee worked for the day.

o Punch Hrs: Lists the total hours the employee worked for that punch pair.

additional information provided by the phone’s GPS.

GPS Location

employee when they created the punch.

by the GPS.

Example: The accuracy of this punch is up to 372 feet.

In other words, the employee was within

a 372ft radius of the coordinates given.

Global Authorized IP Address(es) assigns the IP address that all employees can use. To set this, follow the instructions below.

other web-enabled device) the employees are authorized to punch in/out on.

to allow the employee to punch from any IP address listed.

Example: 192.168.3.6, 192.168.3.78

The employee’s Authorized IP Address(es) field assigns the IP address that a particular employee is

authorized to punch in/out. To set the authorized IP address(es), perform the following instructions.

other web-enabled device) that the employee is authorized to punch In/Out.

to allow the employee to punch from any IP address listed.

with an IP address that falls within the 30-45 range.

On your reports, web punches are flagged with a W after the punch time. If a punch

comes from an unauthorized IP address, it is flagged with an X.

By clicking on the punch, additional information about that punch displays.

It is important to make a backup (copy) of your employee time clock data periodically. Backups help ensure

that your data is secured on a regular basis and can be restored if necessary. We recommend creating a

Creating a backup of your data can be simplified by saving your backup to a flash

drive — a data storage device with an integrated USB interface.

Follow the directions below to create a backup of your time clock data using a USB flash drive.

Note: The backup file saved on the USB flash drive is called backup.db. This file

can be renamed and transferred to a folder on your main computer.

On occasion you may need to restore historical data to your time clock. Follow the

instructions below to restore a backup of your time clock data.

Important: Restoring a backup file will OVERWRITE the current data on

the clock. Create a CURRENT backup of your data before

attempting to restore and view “historical” data.

time clock will display a Please Wait and then a Performing Restore message.

Note: The backup is a proprietary file that cannot be used

or opened using any other program.

Restoring a backup of your data is easy using your USB flash drive. Be sure to save a current backup file

before restoring another backup. Follow the directions below to restore a backup from a USB drive.

cable to connect the time clock to your Network.

TotalPass offers a few Wi-Fi connection options, for your convenience:

• Press on the time clock.

• Enter your security code. The default security code is 00 00 00.

• Press on the time clock.

• Enter your security code. The default security code is 00 00 00.

Enable WPS PIN Connection on the Clock

• Press on the time clock.

• Enter your security code. The default security code is 00 00 00.

Connect your time clock directly to your network for a fast and reliable connection .

• Press on the time clock.

• Enter your security code. The default security code is 00 00 00.

the time clock. Once the time clock is fully rebooted, the new upgrade features are ready to use.

Once the upgrade has been installed, go the next section for instructions on setting up and customizing your

web browser on your computer or smart phone on a LAN, WAN, or Internet.

Web Punch Time Clock upgrades are offered in packages of 5 employee licenses up to a maximum of 50. Web Punch

also offers advanced functionality like IP location restrictions and GPS tracking to help better manage your employee’s

punches. Refer to ”Chapter 7: Alternate Employee Entry Options” for instructions on setting up Web Punch.

For a one-time fee, the Benefit Tracking upgrade can help increase payroll efficiency and monitor labor costs.

• Track and manage Vacation, Sick, and Personal Time benefits.

• Automate maximum accrual amounts, yearly carryover, and borrowing of benefits.

restart. This will make the time clock unavailable until it fully reboots.

the port number after the server address.

a port number is not defined, default port number 25 is used.

requirement for some SMTP server providers and may require that you define the SMTP port.

From Email Address field. The default setting is Your_Time_Clock.

For your convenience, configuration settings for the most common SMTP Server providers are

located in the following section.