V2.

0 Attendance System Software Suite Guide

V2.0 Attendance System

Software
Suite Guide

Instructions Manual

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V2.0 Attendance System Software Suite Guide

CONTENTS
Part One – Personnel Information……………………………………….…… 4
1. Company Information Setting …………………………………………….. 4
2. Company Department Setting …………………………………………….. 5
3. Staff Information Setting ………………………………………………….. 6
4. Demission Register ……………………………………………………….. 9
5. Demission Query ………………………………………………………….. 10
6. Work Variety Setting ………………………………………………………. 11
7. Diploma Setting …………………………………………………………… 12
8. Nations Setting ……………………………………………………………. 13
9. Origin Setting ………………………………………………………………14
10. Occupation Setting …………………………………………………………15
11. Title Setting ……………………………………………………………….. 16
12. Dorm Setting ……………………………………………………………... 17
Part Two – Attendance Management…………………………………….…… 18
1. Attendance Rule ………………………………………………………….. 18
2. Rule Setting ………………………………………………………………. 19
3. Shifts Setting ……………………………………………………………… 20
4. Rules on Duty …………………………………………………………….. 21
5. Arrange Shift ……………………………………………………………… 22
6. General Shifts …………………………………………………………….. 23
7. Holiday Setting ……………………………………………………………. 24
8. Leave Register ……………………………………………………………. 24
9. Overtime Register ………………………………………………………… 25
10. Sub-Sign In ………………………………………………………………. 26
11. Calculate Rules …………………………………………………………… 27

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Part Three – Statistics …………………………………………………….……28

1. Attendance Information analysis …………………………………………. 28
2. Attendance Daily Report …………………………………………………. 29
3. Attendance Monthly Report ……………………………………………… 30
4. Sign In/Out Details ……………………………………………………….. 30
5. Original Records ………………………………………………………….. 31
Part Four – System Maintenance……………………………………….…… 33
1. Users’ Management ………………………………………………………. 33
2. Data Clearance …………………………………………………………… 35
Part Five – RF Device …………………………………………………….…… 36
1. RF Communication ……………………………………………………….. 36

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V2.0 Attendance System Software Suite Guide

Part One - Personnel information

1. Company information setting

1. Menu：Personnel Info. Company Info. setting

Note: Intend for setting and modifying company basic information

Operating steps：
1) Click “Modify” to change company information
2) Click “Save” to keep typed information

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2. Company Dept. setting

Menu: Personnel Info. Company Dept. setting

Note: intend for setting department.

Add: Intended for adding new department and, selecting the super-department
belongs to in “Super-dept No.”
Adding steps:
1) Click “Add”, type department. No., select super-department No. and so on.
2) Click “Save” to save the typed information.
Modifying steps:
1) Click “Modify” and select the 1 information for modifying.
2) Change the information in the relative editing form
3) Click “Save” to store the changed information
Print: for printing department information

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3. Staff information setting

Menu: Personnel Info. Staff Info setting

Note: Intended for managing staff information by adding employee one by one or
import staff information in mass

Adding steps：
1) Select the department for the staff to be added in the left of this window, then
click “Add” to show
2) Add staff information in the relative blanks. （ the Work No. & Card No.
should be same to the No. correspondingly, which is created when you
registered your fingerprint.）
3) Click “Save” to save information and back to “Staff managing”
4) Click “Go on”, the system will save the last information automatically and be
ready for the new adding
Note: You can input Card No directly or Read cards at last after you have inputted
all the staff information else.

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Modifying steps
1) Select the staff information to be modified
2) Click “Modify” so as to modify the selected staff information
3) Click “Save” to save modified information and back to “Staff managing”
status
Deleting steps：
1) Select the staff information to be deleted
2) Click “Del”.
Click “Save” to save modified information and back to “Staff managing” status
Read card: After inputting all the staff information, click “Read card” to read cards
and record cards’ No. one by one
Stop: Click “Stop” for pause during reading cards or after completing

Print: Intended for printing 2 formats of staff information

Printing steps:
1) Click “Print” to show:

2) Click “Yes” so as to print the staff information individually and, print 1 staff’s
information only in each page
3) Click “No” so as to print the whole sheet, i.e., print all the staff
information
line by line

Import: import all the staff information in ECXCEL to the system in mass
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1) Click “Import” to show:

2) Click “View file” to select the EXCEL file to be imported

3) Click “Next” to be ready for importing. Select words of Work No,
Department, Name and other necessary items in accord with the EXCEL file

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It is required to select relative words name for Work No, Department and Name in
EXCEL format prior to enter next in this window.
Export: intended for exporting the staff information in EXCEL format
1) Click “Export” to show the staff information
2) Select saving route
3) The system will show “Personnel Info. exported ” to remind
success after its saving

4. Demission register
Menu: Personnel Info Demission registers
Note: intended for registering demission staff, whose registration has been
canceled in “Work card register”

Adding steps:
1) Click “Add” and, click “Select staff” to show
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2) Select the department, then select the staff from “Staff for selecting”
to “Staff selected”
3) Click “Confirm” and back to “Staff demission” and, input other
information to save
Note: Do not register demission unless cancel the registration in “Work card
register” for the selected staff
Modifying steps
1) Click “Modify”
2) Modify the demission information in the right of “Demission
register” window
3) Click “Save” so done

5. Demission query
Menu: Personnel Info Demission query
Note: Intended for querying staff demission as follows:

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Query steps
1) Input or select the basic information in Query
2) Click “Query” to show the relative information

6. Work variety setting

Menu: Personnel Info Work variety setting
Note: intended for adding, modifying or cancelling the work variety as follows:

Adding steps
1) Click “Add” and input work variety name, then the work code will be self-
made instead of manual inputting
2) Click “Save” to save the inputted information, in the case, the work variety
name can not be blank
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Modifying steps
1) Select the expecting item and click “Modify”
2) Modify work variety name except of work variety No
3) Click “Save” to save the modified information, in this case, the work type
variety can not be blank

Deleting steps
1) Select the expecting item for deleting
2) Click “Del” to done

7. Diploma settings

Menu: Personnel Info Diploma settings

Note: intend for setting staff diploma information (add, modify or cancel) as
follows:

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8. Nations setting

Menu: Personnel Info Nations setting

Note: setting the nations’ information, include adding, modifying or deleting
nations’ information as follows

Note: Nation code is self-made by system instead of manual inputting, Nation

name can not be blank during saving. Meanwhile, delete or modify the new added
information only under the condition of the same nation code as the previous
nation code, or can not be deleted of modified

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9. Origin setting

Menu: Personnel Info Origin setting

Note: intended for adding, modifying or canceling origin information

Note: Origin code is self-made by system instead of manual inputting, the origin
name can not be blank during saving. In the case of modifying or canceling the
latest information, the Native place code in format must be the same as the above
one.

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10. Occupation setting

Menu: Personnel info Occupation setting

Note: intend for adding, modifying or canceling the occupation information

Note: the Occupation code is self-made by system instead of manual inputting, the
Occupation name can not be blank during saving. In the case of modifying or
canceling the latest information, the Occupation code in format must be the same
as the above one.

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11. Title setting

Menu: Personnel info Title setting

Note: It is intended for setting title information, such as add, modify or cancel title
information as follows:

Note: the Title code is self-made by system instead of manual inputting, the Title
name can not be blank during saving. In the case of modifying or canceling the
latest information, the Title code in format must be the same as the above one.

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12. Dorm settings

Menu: Personnel info Dormitory setting

Note: It is intended for setting dormitory information, such as add, modify or
cancel relative information as follows:

Note: the Dorm code is self-made by system instead of manual inputting, the Dorm
name can not be blank during saving. In the case of modifying or canceling the
latest information, the Dorm code in format must be the same as the above one.

Part Two - Attendance management

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1. Attendance rule

Menu: Attendance management Attendance rule

Note: It is intended for setting attendance rule as per requirement and, view the
relative information

Note: the Code can not be modified during setting

Note: Multi Late and Early leave times can be set to be ignored, which is
to say, the Late and Early leave times less than the limit times will be
ignored. Repeating interval means the same user can not read the same
card during this Repeating interval time

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2. Rule setting
Menu: Attendance management Rule setting
Note: Setting attendance rules for each staff

Add: click “Add” and “Select staff” to show:

Select the department then, select the staff from “Staff for selecting” to “Staff
selected”. Click “Confirm” to “Rules setting”
Select the staff expected and choose the rule required, click “Save” to done

3. Shifts setting
Menu: Attendance management Shifts setting

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Note: for setting the company shifts

Note：

1) Regular man-hour
2) Overtime man-hour
3) Auto shift
4) A shift is the duty time everyday, which is set in 24 hours. Users can set 10
shifts during days, in this case, add 24 hours for the 2 nd day, for example, the
real “00:00” in the 2nd day will be “24:00”
5) “Advance” means the earliest time for sign in(min), “Delay” means the
latest time for sign out(min)
6) “Time-out” is the difference between on duty and off duty(min), the
negative means supplementary time

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7) “Range” means do not record late, early leave or absence in this period and,
calculate man hours as per the real on duty times only, in this case, regard
early sign in as regular sign in and, late sign out as regular one.
Note: Shift code and Name can not be blank during adding and, Shift code can not
be modified during modifying the shifts existed.

4. Rules on duty
Menu: Attendance management Rules on duty
Note: after shifts’ settings, setting Rules on duty for every day, every week or
every month

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Note: Input Code, Name, Period and Periods and click “Shift” twice to
input the shifts selected ( from left to right), setting a shift if meet a day
off, which is the weekend overtime or holiday overtime free shift (no
sign in/out time). Input shift in the relative blank and arrange rules for
long day shift.

5. Arrange shift
Menu: Attendance management Arrange shift
Note: After setting “Attendance rules”, “Shifts setting” and “Rules on duty”,
arrange the shifts for every staff

Note: click “Add” and “Select staff” to show “Select staff” sheet (the same as
“Demission register”), then choose department and select the staff from “Staff for
selecting” to “Staff selected”, click “Select” and back to “Arrange shift” and,
choose begin & end dates and rules on duty to save to be done
Note: click “Query” in the top right in this window to show:
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6. General shifts
Menu: Attendance management General shifts
Note: view all the shifts or modify the shift for certain staff

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7. Holiday setting
Menu: Attendance management Holiday setting
Note: setting holidays by adding, modifying or deleting holiday information as
follows :

Note: Code will be self-made by system instead of manual input or change

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8. Leaves register
Menu: Attendance management Leaves register
Note: register the staff leaves’ information to show relative information in statistics
as follows:

Note: click “Add” and “Select staff” to show “Select staff” sheet(the same as
Demission register), then choose department and select the staff from “Staff for
selecting” to “Staff selected”, click “Confirm” and back to “Leaves register” and,
choose begin & end times and other information to save to be done
Click “Query” to query the information for registered leaves information

9. Overtime register
Menu: Attendance management Overtime register
Note: register the staff overtimes information to show relative information in
statistics as follows:

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Note: click “Add” and “Select staff to” show “Select staff” sheet(the same as
“Demission register”), then choose department and select the staff from “Staff for
selecting” to “Staff selected”, click “Confirm” and back to “Leaves register” and,
choose begin & end times and other information to save to be done.
Note: Click “Query” to check the information for registered overtime information

10. Sub-sign in
Menu: Attendance management Sub-sign in
Note: intended for supplementary sign in for one staff or mass in the case of
system malfunction or forgetting sign in

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Note: click “Add” and “Select staff” to show “Select staff” sheet(the same as
Demission register), then choose department and select the staff from “Staff for
selecting” to “Staff selected”, click “Confirm” and back to “Sub-sign in” and,
choose begin & end times and other information to save to be done”
Note: Click Query” to check the information for supplementary sign in information

11. Calculate rules

Menu: Attendance management Calculate rules

Note: setting rates for regular duty and overtime as per company requirement as
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follows:

(Kindly don’t change any and save as the listed default.)

Part Three - Statistics

1. Attendance information analysis

Menu: Statistics Attendance Info analysis
Note: analyze the attendance information collected from device to system as per
requirement or, analyze the data during certain period freely
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Note: it is required to do the following steps prior to view the daily, monthly
attendance reports and sign in/out details

Note: Choose year & month and, choose department by select department code,
click Start analyzing after confirming the begin and end time

2. Attendance daily report

Menu: Statistics Attendance daily report

Note: it is intended for checking certain attendance daily report after analyzing the
attendance information. Users can check the report of exception such as: Leave,
Early leave or Late
Note: Remark will explain each piece of information in the following illustration.
It will show shift code after arranging shift correctly or not show shift code for not
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join in or day off, which can be viewed from the Remark.

Print: intended for printing the attendance daily report of table format
User-defined ata: choose the required information to show
Data export: export the information of attendance daily report in EXCEL format

3. Attendance monthly report

Menu: Statistics Attendance monthly report
Note: view attendance information in 1 month after analyzing the attendance
information, the operation is the same as the above.

4. Sign in/out details

Menu: Statistics Sign in/out details
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Note: it is intended for viewing sign in/out details after analyzing the attendance
information as follows:

Print: print the sign in/out details

Data export: export the sign in/out details in EXCEL

5. Original records
Menu: Attend Original records

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Note: intended for checking original sign in/out information of certain period to
staff
Data import: After collected the data successfully, the attendance system
automatically installs the data in the data profile of the installation menu and create
a today a intraday text. You can also import data to the attendance system.by this
function.
U-Disk import: You can use a flash memory to download the data and then import
to the attendance software through the flash memory.

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Data import: import the original information of staff to the system in mass
Note: the file to be imported must be in Words format
Data export: export the original sign in/out details in EXCEL to the device

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Part Four - System maintenance

1. Users’ management

Menu: System maintenance Users’ management

Note: intended for adding, modifying and deleting system users

Add: click to show the following window:

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Administrator can add users or give authorization limits

Lock user: after locking, it will show as follows if the locked user login:

Change password for future login: after selecting this item, it will show as follows
when login:

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2. Data clearance
Menu: System maintenance Data clearance
Note: it is intended for choosing and deleting the overdue data as follows:

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Part Five - RF device

1. RF communication
Menu: Figure device

Choose your communication method and the default password is “0”.Click the
“connect” will display the below window:

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“Download attendance data” ： you can download the records of all staffs’
attendance from this machine here.
“Management information and fingerprint staff” ： you can download and
upload your staffs’ fingerprints here.
“Downloaded from the attendance fingerprint machine” ： you can download
your registered fingerprint from the fingerprint machine to computer.
“Upload fingerprints to attendance”： upload the fingerprints of the software to
the fingerprint machine.
“Modifying user competence”：You can revise the authority of each fingerprint
in this machine which means that you can change the fingerprint’s administrators
to a usual user or from a usual users to a administrators.
“Delete attendance fingerprint machine”：Delete the registered fingerprint from
this machine.
“Performance appraisal and management” ： You can review the related info.
Through this menu, check the machine’s time and format this machine (kindly
please be careful to use this function)
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