User Guide

TotalPass® P600

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

contain typographical or copy errors. TotalPass, IconTime, the IconTime logo, and all other

IconTime product names mentioned in this document are registered trademarks of IconTime.

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Table of Contents

Chapter 1: Getting Familiar with Your Time Clock ...........................................................................................9

Everything you need to get your time clock up and running: ................................................................................................9

System Requirements ...............................................................................................................................................................................10

Features ............................................................................................................................................................................................................. 10

Available TotalPass Upgrades ...............................................................................................................................................................11

Connection / Setup ......................................................................................................................................................................................11

Logging In ............................................................................................................................................................................................................ 11

Support and Troubleshooting ............................................................................................................................................................... 11

Integration with Payroll ..............................................................................................................................................................................11

Files Menu ......................................................................................................................................................................................................... 13

Settings Menu ................................................................................................................................................................................................ 13

Help Menu ........................................................................................................................................................................................................ 13

Chapter 2: Setting Your Time Clock Preferences ..........................................................................................14

Setting Your Pay Preferences ..................................................................................................................................................................... 14

Setting Employee Input Preferences ...................................................................................................................................................... 15

Setting Your Overtime Preferences ........................................................................................................................................................ 15

Enhanced Overtime Preferences ....................................................................................................................................................... 16

Setting Your Punch Preferences ................................................................................................................................................................17

Setting Employee Input Preferences ...................................................................................................................................................... 18

Alert Setup ...................................................................................................................................................................................................... 23

Creating Custom Fields ................................................................................................................................................................................. 24

Chapter 3: Setting Up Your Employees ........................................................................................................... 25

Employee List ...................................................................................................................................................................................................... 25

Make Employees Inactive....................................................................................................................................................................... 25

Customizing the Columns ..................................................................................................................................................................... 25

Time Remaining Before Overtime ..................................................................................................................................................... 25

Adding Employees ............................................................................................................................................................................................26

Employee Information .............................................................................................................................................................................. 26

Employee Settings ....................................................................................................................................................................................26

Customizing Benefit Accrual Rules .................................................................................................................................................. 29

Using Accrued Benefit Hours (Vacation, Sick, Personal) .....................................................................................................29

Delete Employee’s Punches ..................................................................................................................................................................30

Chapter 4: Clocking In and Out .......................................................................................................................... 31

Time Clock Keypad Functions .................................................................................................................................................................. 31

Punching In and Out .......................................................................................................................................................................................... 31

Keypad PIN Entry ........................................................................................................................................................................................ 32

Proximity Badge Entry.............................................................................................................................................................................. 32

Web Punch Entry ......................................................................................................................................................................................... 32

Tracking Paid Breaks .................................................................................................................................................................................... 32

To collect employee input data on the OUT punch: ................................................................................................................33

Chapter 5: Department and Supervisors ....................................................................................................... 34

Department ..........................................................................................................................................................................................................34

Customize Your Department ...............................................................................................................................................................34

Customize Revision Zones ....................................................................................................................................................................34

Assigning/Changing Departments ................................................................................................................................................... 35

Removing a Department ......................................................................................................................................................................... 35

Chapter 6: Generating Reports ........................................................................................................................ 36

Supervisors ...........................................................................................................................................................................................................36

Setting Supervisor Permissions..........................................................................................................................................................36

Adding a Punch...................................................................................................................................................................................................38

Adding Non-Work Hours (Holiday and Non-Worked) .................................................................................................................. 38

Editing a Punch ...................................................................................................................................................................................................39

Using Batch Edits...............................................................................................................................................................................................39

Create Custom Reports ............................................................................................................................................................................... 43

Generating Reports on Custom Field Values - Labor Distribution .......................................................................................43

Chapter 7: Sending to Payroll ............................................................................................................................ 45

Create Payroll Export File .............................................................................................................................................................................45

QuickBooks Export Payroll process....................................................................................................................................................... 47

Configuring Payroll ...........................................................................................................................................................................................48

QuickBooks Online Configuration ........................................................................................................................................................... 48

Chapter 8: Alternate Employee Entry Options ............................................................................................. 50

Using Proximity Badges ................................................................................................................................................................................. 50

Assigning Proximity Badges to an Employee ..............................................................................................................................50

IP Address Restriction..............................................................................................................................................................................52

Setting Authorized IP Addresses Globally ................................................................................................................................... 52

Running Reports with Web Punch ..................................................................................................................................................... 53

Chapter 9: Maintaining Your Time Clock ....................................................................................................... 55

Creating a Data Backup ................................................................................................................................................................................55

Data Backup from the Software Interface ....................................................................................................................................55

Setting Up Scheduled Automatic Backups .................................................................................................................................55

Data Backup to a USB Flash Drive .................................................................................................................................................... 56

Restore Time Clock Data Backup ........................................................................................................................................................... 56

Restore a Time Clock Data Backup from the Software Interface .................................................................................. 57

Updating Your Time Clock from the Software Interface ......................................................................................................58

Updating Your Time Clock Using a USB Flash Drive .............................................................................................................. 58

Auto-Update .................................................................................................................................................................................................. 58

Resetting Your Time Clock Passwords ................................................................................................................................................60

View IP Address ............................................................................................................................................................................................ 61

Network Settings ................................................................................................................................................................................................ 61

LAN Settings ................................................................................................................................................................................................... 61

Wi-Fi Settings ................................................................................................................................................................................................. 61

View Networks .............................................................................................................................................................................................. 62

WPS Setup ..................................................................................................................................................................................................... 62

Assign Badges ..............................................................................................................................................................................................62

Set Date/Time...............................................................................................................................................................................................62

View Serial # ..................................................................................................................................................................................................62

View Version # .............................................................................................................................................................................................. 62

Download Log ..............................................................................................................................................................................................63

Additional Child Clock Supervisor Mode Settings.........................................................................................................................63

View Parent IP ...............................................................................................................................................................................................63

Force Connect ..............................................................................................................................................................................................63

Force Full Sync ..............................................................................................................................................................................................63

Show Sync Status .......................................................................................................................................................................................63

Convert to Parent ........................................................................................................................................................................................64

Chapter 11: Connecting to the Clock ............................................................................................................... 65

Wi-Fi Connection ...............................................................................................................................................................................................65

Connecting Using the Clock Interface ...........................................................................................................................................65

Connecting Using the Software Interface .................................................................................................................................... 67

Ethernet Connection ................................................................................................................................................................................ 67

Chapter 12: Benefit Tracking and Email Alerts ............................................................................................. 68

Benefit Tracking ................................................................................................................................................................................................. 68

Accrual Summary Report ............................................................................................................................................................................ 70

Revision Zones ...................................................................................................................................................................................................70

Email Alerts ............................................................................................................................................................................................................ 71

Outgoing Email Settings (SMTP Server) ................................................................................................................................................71

Common SMTP Server Settings .............................................................................................................................................................. 73

Chapter 13: Software Upgrades ....................................................................................................................... 74

Enabling Software Upgrades .......................................................................................................................................................................74

Employee Capacity Upgrades ....................................................................................................................................................................74

Web Punch Capacity Upgrade ...................................................................................................................................................................74

Chapter 14: Multi-Clock Configuration ........................................................................................................... 75

Continuing Multi-Clock Setup.................................................................................................................................................................... 76

Child Clock Connection Symbols .............................................................................................................................................................77

Multi-Clock Software Settings and Optimal Configuration .......................................................................................................77

Child Clock Connection Data .................................................................................................................................................................... 78

Updating the Multi-Clock System ..................................................................................................................................................... 78

Chapter 15: Configure for Remote Access...................................................................................................... 79

System Requirements ....................................................................................................................................................................................79

Step 1: Set Up the TotalPass on the Local Network ......................................................................................................................79

Step 2: Router Configuration ...................................................................................................................................................................... 79

Assign a Static IP Address to the Time Clock ...........................................................................................................................80

Troubleshooting Remote Connection Problems ............................................................................................................................ 82

Standard Remote Connection Setup Diagram ................................................................................................................................84

Connect Clocks Remotely with Multi-clock Diagram .................................................................................................................. 84

Warranty Information ......................................................................................................................................... 85

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 P600 system offers breakthrough web-enabled technology that brings the simplicity 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,

The additional Overtime options can be found under the Pay tab under Preferences in the Settings menu.

Consecutive Day OT1 On ____ Days - determines when Consecutive Day Overtime should begin to accumulate.

Example: If Consecutive Day OT On is set to 6 days, employees will receive Overtime 1 on the sixth

Follow the instructions below to set your Punch Preferences.

To illustrate: An In punch of 7 minutes 59 seconds rounds back

An In punch of 8 minutes 00 seconds rounds forward

An In punch of 7:53 a.m. would calculate as 8:00 a.m.

To illustrate: An In punch of 4 minutes 59 seconds rounds back

An In punch of 5 minutes 00 seconds rounds forward

An Out punch of 9 minutes 59 seconds rounds back

An Out punch of 10 minutes 00 seconds rounds forward

rounds to the top of the hour (.0).

An In punch from :30 minutes after the hour to :35 minutes

after the hour rounds to .5.

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

An Out punch at 4:05 p.m. would calculate as 4.0 p.m.

a determined number of hours. This option is convenient if an employee forgets to punch Out.

Your time clock can allow an employee to enter data at the clock (Employee Inputs) on either an

In or Out punch. Employee Inputs are used to track employee tips, piece counts, or job numbers.

This optional data will be recorded on the Timecards and Timecards by Dept. Report.

down menu. Additional Employee Input options will display.

Select Settings | Preferences and click on the Device tab to

go to the Device Preferences screen. Important information

such as your Database Version, Software Version, and time

clock serial number will appear at the top of this section

Follow the instructions below to set your Device Preferences.

decimal or hh:mm (minutes) format from the

Calculated Time Format drop-down menu.

than English and to send global messages to employees.

Examples

Marque Su Numero

Work Safely

Closed Tomorrow

Default Attendance Report To drop-down menu.

Default Timecard Report To drop-down menu.

Refresh Home Page Every field. If your system runs slow, type a larger number for the refresh time.

browser remains private. Check Use SSL Server to enable this option.

that don’t have an available SMTP Server. To use this service, you must have a Gmail account.

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

that you set under Overtime Preferences.

Example: If you have Day OT1 set to 8 hours and Alert

employees reach weekly overtime by using the weekly

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.

column. This prevents the alert from being posted on the Home page

Custom Fields values can be added to the following locations.

Follow the instructions below to set your Custom Fields.

TotalPass P600 comes with a 25-employee limit and can be upgraded to handle up to 250 employees.

A list of your employees and their ID numbers are in the Lists Menu under Employees.

Click on the column header to sort by that particular column.

Making an employee inactive removes them from the Employee List and hides the employee

data from the reports. Their punch data remains stored in the time clock.

sort by a particular column.

before the employee starts earning weekly overtime.

starts earning consecutive day overtime (when this option is enabled in Pay Preferences).

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

to the break department and must transfer into the break department.

the number pad.

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

to multiple departments and will be prompted to select their department when punching In.

proximity badge in front of the number pad, then press In.

enter the assigned PIN/badge number at the time clock or wave the proximity badge

in front of the keypad, then press the Break/Department Transfer key.

department. The employee is automatically punched out of the previous department.

proximity badge in front of the number pad, then press In.

proximity badge in front of the number pad, then press OUT.

The TotalPass P600 can track and report labor on a departmental level. Hours worked and labor

costs are included in these reports. Overall the system supports up to 99 different departments

and each employee can be assigned to one, multiple or all 99 departments.

To view the departments list, select Lists | Departments. Click an available department

in the Department column to open the Edit A Department screen.

You can access the Revision Zones by going to Lists | Departments and

clicking on the individual department to add revision zones to.

Example: If an employee clocks In between 7:30 a.m. and 8:00 a.m., the shift start time rounds to 8:00 a.m.

Example: If an employee clocks Out between the Out Revision Start and End Time, the shift

display at the time clock when the employee punches in.

click the check-box enabling Employee Input tracking.

To remove a department, select Remove Department from the drop-down menu in place of an existing department.

The TotalPass P600 allows for each supervisor to have their own separate time clock software login. Supervisors can be

assigned unique permissions settings to access different areas of the system and specific employees.

Follow the instructions below to setup your supervisors.

Last Name, and Password in the applicable fields.

Permission Type using the radio buttons.

After setting up a new supervisor account, it is recommended to assign employees to the supervisor. If you chose

not to customize the supervisors assigned employees, they will have access to all employees by default.

Supervisors can be given restricted access to view and edit data for only those employees assigned directly

to them. They will also receive Home page and email alerts for only their assigned employees.

Select one of the available options:

click > to move them to the Assigned Employees column.

click < to move them to the Unassigned Employees column.

Unassigned Employees column by department assignment.

to generate a report of employees that have been assigned to the supervisor.

with Read Only access, an Access Denied error message displays.

TotalPass P600 comes with the following standard reports:

to add from the Type drop-down menu.

report screen. The edited data displays on the report.

This also displays an employee signature line when you print timecards. This option is often used by

companies that keep a printed record of employee time and to show employee timecard approval.

comma-delimited (CSV) format. The CSV export comes in two formats.

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

3. Linked employees will be displayed at the bottom in the Linked Employees list box.

2. Linked employees can be unlinked by highlighting them and clicking Remove Link.

Proximity Badges are assigned at the employee time clock terminal. Follow the

instructions below to assign your proximity badge to an employee.

enter the ID number (PIN) of the employee and press Enter.

display Assigned when the badge has been assigned to the employee.

Wave the badge next to the keypad of the time clock terminal to punch In or Out.

Follow the punch procedure established in “Punching In and Out”.

set up is required. Refer to “Chapter 15: Configure for Remote Access”, for more details.

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.

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

necessary changes to your SMTP preferences to resolve the errors and try sending the backup again.

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.

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

display reminding you that your current data will be overwritten at the employee time clock.

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

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