User Guide

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Index
TITLE Page # 3 4 5 7 7 8 8 9 10 10 12 13 14 14 15 16 17 18 19 20 20 21 22 23 23 24

ABOUT TIMEPAQ FEATURES HOW TO USE TIMEPAQ FORMS REFERENCE 1. LOGIN. 2.COMPANY DETAILS 3. DEPARTMENTS 4. EMPLOYEES 5. LEAVE TYPES 6. HOLIDAYS 7. SHIFT DETAILS 8. SHIFT SCHEDULE 8.1. NEW SHIFT SCHEDULE 9. LEAVE ENTRY 9.1 NEW LEAVE ENTRY 10. DEVICE 10.1. DEVICE MANAGEMENT 10.2.EXTERNAL LOG FILE FORMATTING 10.3. ACCESS DATA 11. ATTENDANCE 11.1 MANUAL ENTRY 12. COMPUTE WORKTIME 13.REPORTS 14. USERS 15.SECURITIES 16.CHANGE PASSWORD 17.BACKUP DATABASE

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About Timepaq
Timepaq is a time & attendance management software. This software is integrated with an Attendance Recorder to keep track on the Employee Attendance with ease and accuracy. One can use an ID Card Reader, Finger Print Reader, Face Recognition or Hand Geometry (Hand Punch) Reader for collecting the punch/swipe information from the user. These readers retain the attendance data from the user and send the information in a text file to the computer. Timepaq downloads the data from this text file and process it according to the shift assigned to the employee in the software. This processed data is updated in the database. In Timepaq the user can setup the company parameters, departments, employees, leave types, holidays, and shifts. According to the shifts in the master database the user can assign shifts to the employees (Scheduling the shifts). This scheduling can be company wise, department wise or employee specific. Timepaq has the feature for leave entry and manual entry. Manual entry allows the user to avoid missed entries due to various reasons. Manual entry will be tracked by the user ID in order to avoid misuse. The user can calculate the total work time based on these data. Timepaq will generate reports like entry details, leave details, absentee list, late comers, early leavers, miss entries, manual entry, overtime and monthly summary. Timepaq has a feature to pull out the reports in a particular date range. The complete system is tailor made to fit individual company policies. Optionally this software may be customized either to provide more reports or to modify the existing report.

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Timepaq Versions Classic, Elite and Professional.

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How to use Timepaq?

Create Company using Company Details. While running first time the user can input Company information. Add Departments using Department Menu Add Employees using Employee Menu The user can create additional users and setup the security level using the Security Menu. Setup the leave types using Leave Details Menu. The Leave Entry Menu is used to show the leaves and to enter a new Leave. Setup Holidays using Holiday Menu. Create the shift using Shift Details Menu. Assign the shifts for Employees through Schedule Menu. Add device details using Device Menu. Now the user can start swipe / punch. Download the data from the Attendance Recorder using Device Management feature under Device Menu. If the company uses external data, provide the data format structure and file path using External Data Format feature under Device Menu. The user can compute the work time till the last day using Compute Work time feature under Transactions Menu. If the user add or modify an entry manually the user has to re- compute the work time of those days. View the punch details using the Attendance Menu. Date range option is available in the reports. Ensure timely back of the database.

User will get more information from the Forms Reference.

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Forms Reference

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1. LOGIN FORM

The authenticated users enter through the Login screen.

This form is initiated each time the application is opened On giving the correct User Name and Password the user will be authenticated to use the system with defined privileges. 2. COMPANY DETAILS. Here are the steps to view company parameters. 1. Start the Timepaq with Admin login. 2. Select Company option from the Master Menu. 3. Company setup form will be opened with the company details.

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3. DEPARTMENTS. The user can create the Departments under the company. To do this, select Department button, enter the details and Save.

4. EMPLOYEES To add, edit or delete Employees, select Employee menu.

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In the Employee Form, Enter the Employee ID and the Card ID which the employee will be using in the Attendance Recorder machine. If the Card ID value is numeric, do not put zeros in the beginning of the Card ID. For example: Suppose the Card ID is 00023432. Enter the Card ID as 23432. The user can select the department and date of joining from the corresponding pop up list. If any employee is leaving from the company, uncheck the Active checkbox then Save. So the particular employee details will not reflect in any of the further reports. If any particular employee is not eligible for Normal Overtime or Holiday Overtime, uncheck the corresponding check boxes and Save. So the software will not calculate the selected employees Overtime. 5. LEAVE TYPE Employees leave category can be defined by the Leave Type module. These defined leave types can be selected in the leave entry section while adding leave for employee.

The user can add a new type of Leave by directly inputting the values and click SAVE button. The selected leave type in the list will be deleted from the Database if user selects one and click on Delete button.
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6. HOLIDAYS Holidays for the organization both public and private can be defined here. The software will refer these details while calculating work hours. The defined holidays will be listed in the list box.

To define new holiday, select the date and put the description and click Save. The user can remove the Holiday by clicking on Delete button.

7. SHIFT DETAILS Timepaq gives the user flexibility to define different shifts with different timings. Once the user assigns a shift to an employee all calculations will be based on shift timings.

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Shift code & description can be anything meaningful. IN & OUT Times can be specified with the Grace Time. This will be taken into consideration when Latecomers report is computed. If the Shift is a night shift and crosses midnight, user needs to select the Next Day option. Break Hours is the Total break hours within the shift period. If user selects the option Deduct Break, then it will deduct the specified break hours from the total work hours. The Weekly Off is directly linked to Holiday. This weekly off will be treated as holiday while calculating the work hours. If the organization have more than one weekly off then the user can check additional weekly off box. If an employee has overtime, select the overtime tick box. The Overtime starting Time and Minimum time for Considering an OT can also be specified. The option Half day is for a Half day during the week. User can choose any of the days other than Weekly off. Then select Out time for the half Day and OT starting time. On a half day user can specify the minimum time for OT. Click on Save will save all the inputs to the Database. All time in 24 Hrs Format.

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A user cannot edit the shift details once created. If a user wants to edit, delete the shift first and then create the new shift. Note: Deletion of the shift will make some logical conflicts in the application if the user has already assigned this shift to any employee. 8. SCHEDULE

In this form, user can view the shifts assigned to the employees. The user may use search criteria like a particular date, a particular employee for a month or for a specified time period. First select the criteria and click SHOW button. To delete a schedule, select the row in the list and click on the Delete button. To add new schedule, click on New button. A dialog box appears to enter details

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8.1 NEW SCHEDULE

In this form user can specify the criteria to assign the shift. If user selects Department, a list of employees is generated. From that list, the user can select employees. Either select all employees or selected Employees only from the below box. From the Shift list choose the shift and select the date range. Then click the Create button.

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9. LEAVE ENTRY

To view all the leave availed by the employees, select the criteria and click on SHOW button. To delete a leave entry, select the row in the list and click on Delete To add new leave entry, click on New button. A dialog box appears to enter the new leave details. 9.1 NEW LEAVE

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Select the employee using search button and enter the leave type, leave start date, end date, remarks and then click on Save button. 10. DEVICE

This form is used to specify Attendance device details. Here the user can provide Device ID, IP address and Port (default port will be 4370) then click on Save button. If the user want to remove any device select the device from the below list and click Delete button.

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10.1 DEVICE MANAGEMENT

With the help of this form a user can download the attendance logs from the devices and can upload the employee details into attendance machines. 1. Select the device from the device list box and click on Test Connection button if the device IP address is correct and device is attached to the network, the user will get the message Device Connected in the log details. 2. The user can upload employees details into the attendance device by clicking on Upload EMP button. 3. Browse EMP button will help the user to view the employees in the database. 4. Download EMP button will help the user to view the employees in the attendance device. 5. Download Logs will help the user to download the attendance logs from the devices.

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10.2 EXTERNAL LOG FILE FORMATTING

With the help of this form a user can format the external data to use in this software. Here one can assign Employee Id length from specific column to the ending column and similarly all other details. 1. Save the attendance log files (text file) inside one folder then provide the path under Path to Folder box then click Show button. The user can view the log details format here. 2. Then fill the Index details. Here the user can assign Employee ID length from specific character (index) to the ending index and similarly all other details. Then click Save button. 3. The user has to keep the external device attendance log file inside the same specified path.

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10.3 ACCESS DATA

Mainly, this module is to fetch the data/logs from external files like text, csv, excel etc. The default device will be the device whichever mentioned as default in the External Log File Formatting screen. The folder names also as per the settings mentioned the External Log File Formatting for this default device. The user can keep all the external files/logs in this folder Path to Folder. Once the user clicks on Access Logs button, the system will read the data from all these files in this folder and insert into the database. The data format in these files should be the same format mentioned in the External Log File Formatting screen for this same device. Please note that there should not be any other files in this folder other than the log files.

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11. ATTENDANCE

In this form, user can view the attendance entries. One can search attendance for employees in a specific date or a particular employee for a date range. First select the criteria and click SHOW button. To delete an entry, select the row in the list and double click on the row which will pop up another window with all the details where the user can Delete an entry. If the user want to add manual attendance logs, press on New Log button and it will pop up the below form

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11.1 MANUAL ENTRY

In this form the user can enter the In Time and Out time details according to the employee id and work date then click Save button. These types of entries are known as manual entries which are done in exceptional cases. One can track these manual entries from manual punch report. 12. COMPUTE WORKTIME

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This form is used to compute the work time of employees. Here user can specify the criteria and the date range. If any changes are made in entry details, the user has to compute work time again to reflect the change in calculation of the overtime. To see the work time calculation, click Show button. 13. REPORTS When clicked on Reports, the user will get a list of available reports. Select the report which needs to be populated. A dialog box pops up and user can select the appropriate field from that form.

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In this form user can specify the criteria and the date range. The user can select employee wise or date wise report from sorting order. Then click on Show button. 14. USERS

Here the main user may add additional users. There are two types of access levels. They are Admin and Normal. The Admin level gives complete privileges to all the features in the application. One cannot edit admin level privileges. Normal level has limitations. But one can upgrade the Normal level user to Admin level. Clear button is to clear the text boxes. To remove a user, select the user from the list and then click Delete button.

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15. SECURITIES

This form is used to set privileges / securities to a particular user. Select the user first. If all privileges is to be given to the user, click on SelectAll-Read or SelectAll-Write or both rights and click Save button. To remove any privilege from the list, uncheck the check box and click Save button. 16. CHANGE PASSWORD

To change the password of the current user, type the old password. Then enter the new password and confirm this by retyping the new password again. To save these changes, click Save button.
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17. BACKUP DATABASE

Select the Database Backup path then click on Backup DB button

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