User Manual XTime Elite V

Transcription

1 User Manual XTime Elite V

2 1 REVIEW SEQUENCE Version # Date Editor V Cindy-Lee V Cindy-Lee V Cindy-Lee V Cindy-Lee TR Group FOLO delay, Biometrics General Reader Image Display, System Parameters Pay Calculation Standby takeover Clockpoint Checkpoint settings Leave added to Work Location and employee settings Training module on system Parameters Modules screen Adding Equipment: Updated screens Parade Categories, HID Manual tag capture, Active master record with fingerprints check, Temporary PIN valid duration system parameter, Third Party custom event types, Fatigue Windows on the Payrule, Leave codes expansion, Access General Ignore Leave Validation, Clock Points Settings Routing V Cindy-Lee Clockpoint Certificate options V Cindy-Lee Batch and Sagem Engine port & IP config in system Params PayCat on Recalc screen V Cindy-Lee System Parameters User Config Early warning days before expiry V Cindy-Lee V Cindy-Lee V Cindy-Lee V Cindy-Lee Codes Configuration Controller Engine, Server & Status Codes Access Terminal Exception Message Codes Access Lockdown Area Codes Access Employers Params tab Codes Time Pay Cats Export Types Codes Time Pay Rule Flexi Time Facial Recognition Visitor Equipment and Required Equipment Employee Post Dates Parades & codes Configuration System Parameters System Employee Parades editable Codes Configuration Controllers Controller Tokens Codes Config Holiday Category & Codes Time Payrule Codes Config Sysparams User Config Active Directory V Cindy-Lee Codes Config Controllers Mandatory FA, IP Address read only V Cindy-Lee Right click code maintenance Codes Config Controllers FA mandatory & IP address read only XTime Elite User Manual V Page 2 of 169

3 INDEX 1 REVIEW SEQUENCE DEFINITION OF VARIOUS BUTTONS FOUND IN XTIME LOGGING ON TO XTIME900 FOR THE FIRST TIME WITH A NEW USER EMPLOYEES GENERAL PERSONNEL GROUPS CAPTURING A PHOTO ADDING A TAG IMPRO ISR REGISTRATION READER IPB2 OR OMNIKEY UNIT WITHOUT A SCANNER CAPTURING FINGERPRINTS FINGER PLACEMENT ENROLLING SAGEM FINGERPRINTS ENROLLING SECUGEN FINGERPRINTS UPDATING EXISTING EMPLOYEES DETAILS GENERAL PERSONNEL ACCESS GENERAL ACCESS GROUPS TIME RECORDING GROUPS CERTIFICATES PERMIT RESTRICT CLOCK REASONS OVERRIDE SETTINGS GROUPS CLOCKS PAY HISTORY DETAILS PAY TIMES PAY CLOCKS ALLOWANCE HISTORY CALENDAR POST DATES LEAVES OVERTIME STANDBY PARADES SHIFT CHANGE DEPT. TRANSFER OCCUPATION CHANGE HOSTEL TAGS FINGERPRINTS EQUIPMENT SERVICE HISTORY ASSETS ALLOWED ALLOWANCES ADDRESS ADDITIONAL INFORMATION (Custom Menu s) OFFENSES PIN XTime Elite User Manual V Page 3 of 169

4 6 ADDING EQUIPMENT ASSETS VISITORS VEHICLES RESTRICTED PERSONS EMERGENCY AND LOCKDOWN SETTING AREAS SYSTEM SETTINGS TERMINAL INPUTS: TERMINAL CONTACTS MANUAL ACTIVATION REPORTS CHANGING EDITABLE REPORT IN XTIME EDITING THE COLUMN DESCRIPTION BATCH (BULK) TRANSACTIONS BULK PARADES BULK PARADES DELETE CLEAR RANDOM PARADES CLOSE PAY CRISIS MANAGEMENT DAY OFF TO WORK DAY DEPARTMENT OVERTIME DEPARTMENT SHIFT CHANGE DEPT TRANSFER FREE MOVEMENT LEAVE OVERTIME SHIFT CHANGE STANDBY EXCEPTIONS EXCEPTION REPORT EXCEPTION LIST CANCEL PAGES EXCEPTION CAPTURE PAY RECALCULATE EXPORTS PAY EXPORT TIME WORKED AWOP EXPORT BONUS SHIFTS EXPORT PHOTOS RISK EXPORT IMPORTS EMPLOYEE NUMBER IMPORT CERTIFICATE IMPORT USERS MAINTENANCE USER DEPARTMENTS AND GANGS LEAVE CAPTURE ACCESS GROUPS ADD REMOVE FUNCTION TIME CODE RESTRICTION EVACUATION AREA WORK LOCATION DEVICE ACCESS XTime Elite User Manual V Page 4 of 169

5 EXPIRY CHANGE PASSWORD PREFERENCES TAGS PRINT BADGES FUNCTION BADGES CODES EMPLOYEE ALLOWANCE DEPARTMENTS DISCIPLINARY ACTION DISCHARGE REASON GANGS GROUPS LEAVE OCCUPATION OFFENSES SUSPEND REASONS WORK LOCATION ACCESS CODES CERTIFICATES CLOCK REASON EMERGENCY AREA EMPLOYER CAT EMPLOYERS EVACUATION AREAS EVENT TYPES GROUPS LOCKDOWN AREA REASON CODES TERMINAL EXCEPTION MESSAGE TIMES VISITOR CATEGORY TIME CODES ATTENDANCE COST CENTRES PAY CATEGORIES PAY RULES SHIFT CYCLE SHIFTS TIME CODE REASONS TIME CODES TR. GROUPS CONFIGURATION ASSET TYPE CANTEEN CARD DESIGN CLOCK POINTS CP EMERGENCY COMMAND CENTER ICONS COMPANY CONTROLLER ENGINE CONTROLLER SERVER CONTROLLER STATUS CONTROLLERS COURSES XTime Elite User Manual V Page 5 of 169

6 ENGINES EQUIPMENT TYPE EVENTS AND ACTIONS HOLIDAYS HOSTEL PICTURES REMOTE SITES ROUTES SITES SYSTEM PARAMETERS MODULES SHIFT WINDOWS ACCESS BADGE PRINTING CLEANUP TERMINAL EVENTS TERMINALS TITLES TRANSLATE ZONES XTime Elite User Manual V Page 6 of 169

7 2 DEFINITION OF VARIOUS BUTTONS FOUND IN XTIME There are three states of the new buttons: browse, inactive and hover Insert Add a new item to a selected category Edit Delete Save Exit or Cancel Run or Process Print Preview Print Print to Excel Save to csv Reload Reset Copy Unlock Clear Down Arrow Left Arrow Right Arrow Up Arrow Mail Refresh data Browse Enter into edit mode to allow you to make changes to a selected entry. Delete the entry you currently have selected. You will receive a warning box before the deletion becomes final. Save the information you have entered / edited. Exit without saving changes. Processes selected function e.g. export. Displays on screen a preview of that pages that will be printed. Sends the information to the default printer. Prints the Report to an Excel Workbook From the print preview the report can be saved as a csv file Reload tables on controllers Reset controllers Copy data Clear a password Move selected data down Move selected data left go back Move selected data right go forward Move selected data up Mail icon Refreshes data when dates or other parameters are changed Enables you to search the directories on the computer for a file / picture. XTime Elite User Manual V Page 7 of 169

8 3 LOGGING ON TO XTIME900 FOR THE FIRST TIME WITH A NEW USER Double click on the Xtime900.exe logo which is located on your desktop. The Xtime900 screen will appear with a User Id and Password field request. Enter your username in the User Id field and click on Login button: If this is the first time you are logging in, a pop-up message appears that informs you that you need to change your password. Click on the Yes button to enter a new password. XTime Elite User Manual V Page 8 of 169

9 A new screen will appear to enter your password and also to confirm your new password. If the system administrator has set prerequisites on the password lengh, type of characters needed, your password will have to meet these prerequisites before you can save it. The prerequisites will be shown on the screen by means of a red dot. In the example below, the password must consist of 1 number, 1 other character -!@#$%^&*(), and 2 capital letters. The minimum length of the password must be 5 characters. XTime Elite User Manual V Page 9 of 169

10 As the user types the password, and uses one of the prerequisites, the red dot will turn green to indicate that the prerequisite has been fulfilled. The green save button will not become active until all the prerequisites have been met. Clicking on the save button without retyping the password in the Confirm Password field, or typing in a password different to the one in the New Password field will result in the following message: XTime Elite User Manual V Page 10 of 169

11 Clear the Confirm Password field if you have already filled it in and retype the password until the screen goes back to the version history listing. Log out and log in again with your username and password. Depending on the version running, the landing screen will be the version history, or the splash screen that shows the company Logo (if one is loaded). The menu will display on the left hand side and will vary from user to user depending on the rights assigned to you. XTime Elite User Manual V Page 11 of 169

12 4 EMPLOYEES To engage a new employee or make changes to the personal records of an existing employee, select the Employees option from the main menu on the left of the screen. Before trying to add a new employee, ensure that all the codes needed to complete the engagement have been pre-configured. These include: Pay Cat CODES TIME PAY CATEGORIES Department CODES EMPLOYEE DEPARTMENTS Occupation CODES EMPLOYEE OCCUPATION Select the blue insert button at the lower right of the screen to engage a new employee or contractor. You will be presented with various forms that must be completed 4.1 GENERAL This form requires basic personal information regarding the employee. Fields that are highlighted are mandatory and must therefore be completed in full before you will be able to save the employees details. Note that at this stage you cannot capture a photograph for the employee. Fields with (*) are mandatory they are highlighted in yellow above: Enter a new and unique employee number. The system does not allow duplicate Employee Number (*) employee numbers. It only allows letters and numbers to be used as an employee number. These can be automatically generated by the system. See IMPORTS EMPLOYEE NUMBER IMPORTS Industry Number Additional number for an Employee (used mainly on the mines) Title Select a title e.g. Mr, Mrs, Dr, Ms from the drop down menu. Titles are maintained under CODES CONFIGURATION TITLES Surname (*) Enter the employees surname last name First Name Enter the employees first name or names Initials (*) Enter all the employees initials XTime Elite User Manual V Page 12 of 169

13 ID Number (*) Gender Contractor Engagement Date (*) Employer Employer Category Enter the employees 12 digit SA identity number. If Passport numbers are used, no validation will be done on the number. Select male female from the drop down menu. If the employee is a contractor, then select this check box. You can then enter the name of the contractors employer and a category if needed. You can either enter a date manually or select a date from the calendar on the drop down. If the Contractor checkbox is ticked, the name of the company that the contractor works for can be selected here. These employers are maintained under CODES ACCESS EMPLOYERS This is a non-mandatory field that can be assigned to an Employer. These codes are maintained under CODES ACCESS EMPLOYER CAT. Certain fields on the forms, highlighted in yellow, are mandatory and must be completed to enable you to process the entry. Should there be a mandatory field that does not have the selection you want, you can right click in the field and a sub menu will appear: Close the dropdown and right click in the box Select Code maintenance. This will open the code screen where you can add your missing code: Click the save button and close the code window. Now click on the dropdown again and select the newly created code: 4.2 PERSONNEL This form requires you to select an employee s personnel information from pre-set options. Again there are highlighted fields which are mandatory. Once you have completed this form, the green save button will be active at the lower right of the screen. This will enable you to save the employee record before proceeding further and will enable you to capture a photograph of the employee. XTime Elite User Manual V Page 13 of 169

14 Pay Cat Department Gang Occupation Payrule The Pay category is the highest level in XTime. It contains the pay export details, a payrule, a shift cycle and time and attendance translates that correspond to the payroll. This can be used for sites that do not have a detailed department and sub-department structure. Pay categories are pre-configured under CODES TIME PAY CATEGORIES This is the second level in the XTime structure. Departments are pre-configured under CODES EMPLOYEE DEPARTMENTS A gang is a sub group which falls under a department. Only the gangs assigned to the department selected above will be shown. Note that once an employee has been assigned to a gang or department he will be placed on the shift cycle appropriate to that department / gang if this has been set-up. Gangs are pre-configured under CODES EMPLOYEE GANGS Select the employees occupation from the drop down list. These occupation codes are preconfigured under CODES EMPLOYEE OCCUPATION. What pay conditions applies to the employee. The payrules are set up under CODES TIME PAYRULES. See Item 36 for understanding payrules. If this option is left as <inherited>, then it will obtain the environment setting from the selected department / gang or pay category. This is a pre-defined list and is not editable and is mainly for the mining industry. Environment Cost Code Dropdown selection of pre-configured cost centres located under CODES TIME COST CENTRES Work Location The work area the employee is working. These are pre-configured codes located under CODES EMPLOYEE WORK LOCATION Current Shift Cycle Displays the current cycle for the employee. XTime Elite User Manual V Page 14 of 169

15 4.3 GROUPS These are custom groups that will be set-up by the system administrator. They can be anything that is relative to the business and can be used as a filter option for reporting purposes. These groups are maintained under CODES EMPLOYEE GROUPS Click on the green save button once you have selected groups. The employee contractor details will be saved to the database and the user can now capture a photo, a tag and or fingerprints. 4.4 CAPTURING A PHOTO **NOTE: A working Webcam must be installed to the Computer or a laptop webcam. Add New Photo for Employee When clicking on the photo capture button the Webcam Interface will appear with the live picture on the left. When the user is happy with the positioning of the face, click the freeze button to capture the image. If the image is correct click on the green save button to save the image to the details screen. If you are not happy with the image, simply click on the unfreeze button to active the live streaming again. Repeat this process until you are happy with the image. XTime Elite User Manual V Page 15 of 169

16 4.5 ADDING A TAG IMPRO ISR REGISTRATION READER Settings in the properties file are as follows: The scanner port = the comm port on the PC. Check that when the unit is plugged in, which port it is using in the device manager: In the example above, the port is 3, so you would have to edit the properties file to be 3, the same as the device manager. It is recommended not to use a port higher than 3 for this device. Click on the tags tab. Any tags that are issued to the employee will be list here. To add a new tag, select the blue insert button. XTime Elite User Manual V Page 16 of 169

17 If the window on the left appears, place the tag on the reader. The details will appear in the grid. If the window on the right appears, it means that the scanner is not functioning correctly, or the drivers are not installed correctly. Contact your system administrator for assistance IPB2 OR OMNIKEY UNIT This is for sites that use HID 32 bit tags that can store fingerprints on the tag. There are specific drivers that need to be loaded for this unit to work properly. The instructions for this installation can be found in the G4S User Manual - Biometrics Guide V Assuming that the drivers and the Xtime.Biometrics installation has been done (in cases where the site will use finger on card) the following settings in the properties file must be entered: The previous ISR reader settings must be commented out with a #, and the HID Scanner.type = OMNIKey added. The tag enrolment looks the same as with the ISR reader, except that the tags are loaded as type 10 = HID WITHOUT A SCANNER A tag can be added manually if you have the tag number. If there is no scanner attached to the PC, click on the add button to get the capture screen: XTime Elite User Manual V Page 17 of 169

18 Type in the tag number in the Tag edit box and click on the save button: To add an HID tag manually, there is a parameter that needs to be enabled under SYSTEM PARAMETERS ACCESS: This parameter must be on when adding an HID tag. This is because the tag code is converted to be read with a facility code. This parameter skips this conversion and gives the correct tag code if no HID facility is used. When manually adding an HID code, ensure to change the Type to CAPTURING FINGERPRINTS Refer to the User Manual Biometrics V or above for detailed instructions on installing the drivers for the biometric devices. Assuming that the correct drivers are installed for the Sagem or Ipulse fingerprints and the following entry is in the properties file: FINGER.TAKEON.TYPE=Bio+ or Bio- go to the fingerprints tab: Click on the fingerprints tab: Click on the blue + button at the bottom right of the screen to capture the fingerprints. XTime Elite User Manual V Page 18 of 169

19 4.6.1 FINGER PLACEMENT It is very important that the below placement of a finger is used as it will result in the best quality fingerprint image. Please use this method at all times ENROLLING SAGEM FINGERPRINTS The Xtime.Biometrics exe will open and search for the Sagem device with a valid licence: Once the software has found the device and validated the licence, the following window will appear with 3 blank blocks. Place the employees first finger on the MSO300 device and his fingerprint will appear in the first block. Keep the finger XTime Elite User Manual V Page 19 of 169

20 on the reader until the message under the blocks says remove your finger. Place the same finger on the reader again and repeat until all three blocks have an image in them. If you want to recapture the first 3 templates above, click on the Acquire button, but if you are happy with the first 3 templates, click the Next button: If you have selected Next, the verify window will appear. Place the same finger on the reader to verify the fingerprint: XTime Elite User Manual V Page 20 of 169

21 Once the finger is successfully verified, click the Next button to continue to the 2 nd finger template. If you want to verify the finger again, click on the Verify button to bring up the verify window: Capture the 2 nd finger template in the same manner as described above for the first finger: When both finger templates have been successfully captured, click on the Save button to save into the database. XTime Elite User Manual V Page 21 of 169

22 Depending on the settings for fingerprint capture, the employee record will show that finger templates are captured: ENROLLING SECUGEN FINGERPRINTS Place the employee s finger on the scanner in the manner shown above. Once the finger is placed on the scanner, it will continue to scan until the finger capturing the best image possible, which can be seen in the live capture block. It is recommended that you roll the finger from side to side slightly, without lifting it, to gain the best image. If the quality does not reach the minimum requirements, the image and template score indicators will remain red and the message will read: Quality below minimum requirement as shown below. If one or both of the scores remain red, it is best to try a different finger. XTime Elite User Manual V Page 22 of 169

23 Once the minimum thresholds are met, the image will appear in the top small block to the right of the live capture block if it is the first scan, or underneath in the second block if it is the second scan. The blue vertical line indicates which scan you are busy with: To start capturing the second image of the first finger, lift the finger from the scanner as indicated by the message. When you place your finger again, you will see that the blue indicator has moved to the bottom image block. Should you try to capture a different finger to the first saved image; the app will indicate this in the message bar: Once the 2 nd image for the first finger is above the threshold and appears in the 2 nd image block, the app will indicate that you can place the same finger again to get a better image, or you can click next to continue to verify the finger: If you place the same finger back on the scanner, it will scan and capture again for the first image. If you lift the finger and place it again, it will move to the second image. Click next when you are satisfied that you have captured the best possible images for the finger. If you are struggling with the second finger to get it over the threshold and you are busy with the second image and decide to try a different finger, simply click the clear button below each image and you will be able to capture a different finger. VERIFY FINGER 1 Place the same finger on the scanner to do verification. If you place the incorrect finger as captured on the first screen, you will be notified by the following message: XTime Elite User Manual V Page 23 of 169

24 Placing the correct finger will verify and allow you to continue to the second finger capture screen. Notice that you can always go back to a previous step, but cannot move on until the finger is correctly verified. ENROLL FINGER 2 This process is a repeat of 1 ENROLL FINGER 1 but with a different finger. If you try to capture the same finger twice, the following message will be displayed: VERIFY FINGER 2 This is the same process as described in 2 VERIFY FINGER 1. XTime Elite User Manual V Page 24 of 169

25 When clicking next, you will be prompted to save the templates. Click on the save button. Click on OK and the employee s fingerprints will be captured. NOTE: If the employee has bad fingerprints that cannot be captured, a pin and password can be used, but then there must be no fingerprints captured on the employee record. Also the Pin validation must be activated globally under system parameters (see page 110) and on the terminals (see page 126) that will be used. 5 UPDATING EXISTING EMPLOYEES DETAILS 5.1 GENERAL This screen displays the employee s general information as well as a photograph of the employee if one has been captured. Should any information change then you can update it by selecting the edit button at the lower right of the screen. XTime Elite User Manual V Page 25 of 169

26 Employee Number Industry Number Title Surname First Name Initials Id Number Gender Contractor Engagement Date A combination of 20 numbers or alphabet letters can be used for the employee number. No special characters # or spaces are allowed. There must be at least 1 letter or number in order for the system to accept and save. Additional number for an Employee (used mainly on the mines) Select a title e.g. Mr, Mrs, Dr, Ms from the drop down menu. Titles are maintained under CODES CONFIGURATION Titles Enter the employees surname last name Enter the employees first name or names Enter all the employees initials Enter the employees 12 digit SA identity number. If Passport numbers are used, no validation will be done on the number. Select male female from the drop down menu. If the employee is a contractor, then select this check box. You can then enter the name of the contractors employer and a category if needed. You can either enter a date manually or select a date from the calendar on the drop down. If discharged is selected, a pop-up message appears: Discharged Discharge Reason Once the user has selected OK, a discharge reason drop down and a free text box is displayed If the discharge parameter is checked, this reason field will display which is mandatory: Select a reason from the drop down, if the reason is not there, it can be added under CODES If the discharge parameter is checked, this free text box is also available to enter some text: Free text box If the contractor parameter is enabled, this employer field will display. Employer Employer Cat. Select the employer company from the dropdown. If the company is not in the list, it can be added under CODES ACCESS Employers. An employer category can also be selected from a list of pre-defined options: This field is not mandatory and more options can be added under CODES ACCESS Employer Cat. 5.2 PERSONNEL This screen displays the employee s personnel information. To the right of the screen the shift cycle to which the employee has been assigned, is displayed. This shift cycle is inherited from the department / gang in which the employee works. To change any of the information displayed on this screen, select the yellow edit button at the lower right of the screen. Should the employee be moved to a new department / gang, he will automatically be assigned to the new shift cycle relevant to that department / gang. XTime Elite User Manual V Page 26 of 169

27 Pay Cat Department Gang Occupation Payrule The Pay category is the highest level in XTime. It contains the pay export details, a payrule, a shift cycle and time and attendance translates that correspond to the payroll. This can be used for sites that do not have a detailed department and sub-department structure. Pay categories are pre-configured under CODES TIME PAY CATEGORIES This is the second level in the XTime structure. Departments are pre-configured under CODES EMPLOYEE DEPARTMENTS A gang is a sub group which falls under a department. Only the gangs assigned to the department selected above will be shown. Note that once an employee has been assigned to a gang or department he will be placed on the shift cycle appropriate to that department / gang if this has been set-up. Gangs are pre-configured under CODES EMPLOYEE GANGS Select the employees occupation from the drop down list. These occupation codes are preconfigured under CODES EMPLOYEE OCCUPATION. What pay conditions applies to the employee. The payrules are set up under CODES TIME PAYRULES. See Item 36 for understanding payrules. If this option is left as <inherited>, then it will obtain the environment setting from the selected department / gang or pay category. This is a pre-defined list and is not editable and is mainly for the mining industry. Environment Cost Code Dropdown selection of pre-configured cost centres located under CODES TIME COST CENTRES Work Location The work area the employee is working. These are pre-configured codes located under CODES EMPLOYEE WORK LOCATION Current Shift Cycle Displays the current cycle for the employee. XTime Elite User Manual V Page 27 of 169

28 5.3 ACCESS GENERAL Certain access rights can be inherited from the department gang to which the employee is assigned. Click the edit button to make changes and save the transaction Ignore APB Ignore Shift Ignore Level Free Movement Ignore Leave validation Excessive overtime exceeded Ignores the Anti-passback rules where the employee must clock out of a zone before being able to clock back into it. This setting overrides the shift validation where an employee must clock in within his shift. Overrides the start leeway shift validation where the employee must clock in before the end of the late start leeway. If the employees clocking are unsynchronized with anti-passback (for example, an out clocking was lost due to power failure) selecting this allows one clocking free of anti-passback rules. When leave validation is enabled on the system, this parameter can be checked to override the validation. So if an employee is on leave, he will not be blocked This parameter is part of the fatigue module. If the employee has excessed the max overtime period, this parameter will be checked and the employee s access will be blocked. Inherit Time Recording Groups Employee is a guard Override guard requirement Clock w/o Fingerprint Inherit Access Groups Fatigue Rest Time This option is on by default. The employee gets paid according to the time recording group as set by his department and gang, plus any extra settings specific to him. This function is for multi badge sequencing where an employee may not enter an area before the guard badge has clocked first. It allows the employee to allow others in when the multiman sequencing is active. This parameter overrides the guard and multi-man sequencing. On sites clocking with tag and finger and an employee s finger cannot be enrolled, checking this parameter will ignore this employee s finger and allow him to clock with a tag only. This option is on by default. The employee has access to areas that his department and gang have access to. This is also part of the additional fatigue module. It will display a date and time when the employee may resume work after a mandatory rest period. XTime Elite User Manual V Page 28 of 169

29 Expiry Stay on Suspended Suspended Reason Reason Current Zone Password When an employee is terminated this field will be populated. It can also be used to expire a tagholders access without discharging the person. This is used for shift clearance; if an employee is going to stay on longer for a shift then this parameter must be checked. The info will be printed on the shift clear report used. If an employee is authorised to stay on, then the person doing the stay on undertakes to have the person in a safe area. To suspend access, this parameter must be checked. Once checked, the suspend reason selection will display, and is a mandatory field that must be populated with a reason. Enter a reason from the dropdown selection. This field is only visible if the above Suspended checkbox is ticked. If there are no reasons to select, they can be added under CODES EMPLOYEE SUSPEND REASONS. The reason is a free text field for the user to add additional information. Displays the current area where the employee is according to his last clocking This is the password that the tagholder has entered and uses together with a tag or a Pin when Pin validation is set on the terminal ACCESS GROUPS If you have not selected Inherit Access Groups in the General screen, then you will be required to select the areas to which the employee can have access. If you have selected Inherit Access Groups in the General screen, then the inherited access groups will show in blue and cannot be changed. Should an employee have temporary access to an area outside his normal scope of employment, or should a contractor require access to certain areas for a limited period, then select the Limit to Period checkbox. You will then be required to enter a start and end date for the employees / contractors access to this area. To add new access group select the blue add button or if you want to make changes select the yellow edit button. At the bottom of the grid is a legend. Depending of the colour of the access group, the user can determine where the access group is inherited from TIME RECORDING GROUPS If you have not selected Inherit Time Recording Groups in the General screen, then you will be required to assign the employee to a Time Recording Group from which his time clockings will be used to calculate his time and pay hours. XTime Elite User Manual V Page 29 of 169

30 Time recording groups do not automatically give access to a clockpoint. The access group must also be assigned or the employee will get a denied location response when he tries to clock. Should an employee contractor be temporarily assigned to a Time Recording Group which differs from his normal group, then select the Limit to Period checkbox. You will then be required to enter a start and end date for the period the employee contractor will be assigned to this Time Recording Group CERTIFICATES Some clock points require an active certificate for an employee to be able to clock there. Certificates for an employee, which are current, must be captured as they may affect his work status for certain areas of the site. Should the certificate only apply for a limited period of time, then select the Limited to Period check box and enter and start and end date for the period applicable to the Certificate PERMIT If an employee drives a vehicle or require specific sites permits you can select it here. This can then be printed on the employee access card or the vehicle card. XTime Elite User Manual V Page 30 of 169

31 5.3.6 RESTRICT CLOCK REASONS Any additional clock reason selected here will prevent the employee from using that clock reason anywhere on the site. This is when the clock reasons are required. Clock reasons mean that an employee must enter a code from 1-9 to select a reason why they are clocking at a clockpoint that has Clock reasons activated OVERRIDE SETTINGS These are the ignore settings on employee level that override the default work location settings per work location. When selecting each one of the parameters, you are allowing the employee to override the feature on the clockpoints of the same work location. If the ignore settings are set on the ACCESS GENERAL tab, these will override any settings on the work location or the employee regardless of the work location. XTime Elite User Manual V Page 31 of 169

32 5.4 GROUPS This option allows you to set which organizations groups the employee belongs to or which services the employee is entitled to make use of, such as Mine Transport. Simply click on the yellow edit button at the lower right of the screen, make your selections, then click on the Green Accept button to save the changes. They are configurable under CODES ACCESS GROUPS 5.5 CLOCKS This is a display tab for information purposes only. All clockings made by the employee will be displayed between the From and To dates, showing at which reader the clocking was made and the response of the reader i.e. was the clocking for time recording purposes, or simply access to a specific area. Under CODES CONFIG SYSTEM PARAMETERS SYSTEM EMPLOYEE TAB there is a parameter named Clock history display days. When this is set, the clock history tab of the employee will default to that many days history from the current day backwards. XTime Elite User Manual V Page 32 of 169

33 5.6 PAY HISTORY This tab allows you to view information regarding the pay history for a selected date for the employee DETAILS This page shows details regarding the employee s personnel settings for a specific day. You can make changes to the information shown here by selecting the yellow Edit button at the lower right of the screen. Pay Cat Department Gang Environment Attendance Leave Code Pay Rule Occupation Cost Shift Reason Work Location Exception Select the Pay Category from the dropdown selection that the employee belongs to. These are setup under CODES TIME PAY CATEGORIES Select the employees Department from the dropdown. A department inherits from the Pay Category. These codes are configured under CODES EMPLOYEE DEPARTMENTS. If the employee has Inherit Access Groups and Inherit Time Recording Groups is selected on the Access General tab, the access groups and time recording groups will be given to the employee if they have been set up on the department. The same rules apply as above. A gang is like a sub department and inherits from the department. These codes are set up under CODES EMPLOYEE GANGS This is preselected depending on the Pay category. The attendance is populated from the payrule settings. Displays the leave code for the type of leave granted to the employee for the date selected if the employee was on leave. Displays the pay rule by which the employee salary was calculated for that particular day. The employee s occupation on the site for that particular day. Allocated cost centre Displays the normal shift name, start and end times for the employee for the date selected. Select a reason for the change. The work location can be changed for the day. If the pay calculation for the day selected generated an exception, then this checkbox will be selected. i.e. it fell outside of the normal parameters for the employees shift for that day. XTime Elite User Manual V Page 33 of 169

34 5.6.2 PAY TIMES This page display the hours worked by the employee for the date selected based on his time recording clockings made on that day. The pay times will be broken down into the various pay categories that fall within the time frame of the clocking, such as weekday overtime and Sunday overtime. Changes can be made to these records should it be necessary, for example to clear an exception, move short time to normal time etc. To edit an existing record, select the yellow Edit button. To add a new Pay Time record, select the blue insert button. To delete an existing Pay Time record, select the red Delete button. You will receive a confirmation box before the deletion becomes final. Time Code Should it be necessary, select a new Time Code from the drop down list. Cost Code Enter the appropriate Cost Code for the shift. Enter the Authorized time in hours and minutes in the appropriate box. Note that this will Authorised remove the number of hours and minutes from the Un-authorized time in the box below and will update the record on the Pay Times page to reflect the new time. Un-Authorised Works on the same principal as above PAY CLOCKS This page displays all the time recording clockings made by an employee for the date selected. XTime Elite User Manual V Page 34 of 169

35 To manually add a clock for the pay record, select the blue insert button at the lower right of the screen. Response Terminal Clock Date Clock Time Reason Code Select whether the clocking was on or off shift. Select the reader terminal at which the clocking was to be made. This must be a terminal that is linked to a clockpoint that is a time recording point for the employee. The date can be typed in or selected from the calendar. Use the arrow keys left and right to move between dd, mm and yyyy Type in the hours and minutes for the time of the clocking. Use the left and right arrow keys to move between the hours and the minutes. Select a reason for adding the clocking from the dropdown. These reason codes are maintained under CODES ACCESS REASON CODES Should you wish to make changes to a specific record, select the record by moving the mouse pointer over the record and left clicking on it. Then select the yellow edit button at the lower right of the page. You can only make changes to the terminal, clock date and clock time in this case. To delete an entry from this page, select the record by moving the mouse pointer over it and left clicking on it. Then click on the red delete button at the lower right of the page. You will receive a confirmation box before the record is deleted ALLOWANCE Certain types of shifts earn a special allowance in addition to normal pay for that shift, as do special actions such as being on call out or on standby. You can set the allowances specific to an employee in this option XTime Elite User Manual V Page 35 of 169

36 5.6.5 HISTORY CALENDAR This screen is colour coded for easy access and query analysing. By clicking on a specific date, you will be instantly taken to that day s information. There is a legend at the bottom of the calendar to help the user understand what the status of the pay record is. 5.7 POST DATES This option allows you to enter or edit information regarding events, which are relevant to an employee for a future date LEAVES This page allows you to enter leave for an employee. To edit existing information select the yellow edit button. To add new leave information select the blue insert button at the lower right of the screen. Enter a start and end date for the leave, then select the leave code from the drop down list provided. XTime Elite User Manual V Page 36 of 169

37 5.7.2 OVERTIME This page allows you to enter overtime information, which has been authorized, to an employee for a future date. To add new overtime information, select the blue insert button at the lower right of the screen. To edit existing information select the yellow edit button. Enter a start and end date for the overtime, select a cost code from the drop down list provided and duration in hours for the overtime. When you have made your changes click on the save button STANDBY Should an employee be placed on standby for a particular time, you can enter the relevant information on this page. To add new standby, select the blue insert button at the lower right of the screen. To edit existing information select the yellow edit button. Enter a start and end time, as well as an allowance code from the drop down list provided. XTime Elite User Manual V Page 37 of 169

38 5.7.4 PARADES This page allows you to enter information that will be displayed on the terminal on the date that is selected with a message or notice for the employee. Parades are used to indicate to an employee that they need to see someone for some reason. To enter a new parade message, select the blue insert button at the lower right of the page. To edit an existing parade message, highlight the parade and click the yellow edit button. Enter a date for the parade; select a parade type from the drop down list provided, and then type in a message to be displayed at the terminal. You can also link a parade category for this parade to give it a priority. There are 20 categories and 1 has a higher priority than 3 or 15. These categories are configurable under CODES ACCESS EVENT TYPES CLOCK EVENT TYPES When the date of the parade is reached, the employee will not be able to clock on site until the employee has fulfilled the requirements of the parade and the entry has been cleared. The parade can only be cleared by deleting it from this screen or by scanning his tag on a parade clear reader that is setup on the terminal function SHIFT CHANGE When an employee is to be moved to a new shift, whether temporarily or permanently, you will be required to enter the new shift information on this page. To add a new shift change, select the blue insert button at the lower right of the page. To edit an existing shift change, select the yellow edit button. XTime Elite User Manual V Page 38 of 169

39 Select a start date on which the shift change will take place. If the change is a temporary one, select the temporary check box and enter a date on which the change will end. Select the new shift from the drop down list provided and chooses a day in the cycle on which the employee will commence working the new shift DEPT. TRANSFER This page will enable you to enter information relevant to an employee being transferred to a new department or gang. To enter new Department Transfer information, select the blue insert button at the lower right of the page. To edit existing Department Transfer information, select the yellow edit button. Enter a start date on which the employee will commence work in the new department or gang. Should the change be temporary, select the Temporary check box and enter an end date. Select the new department and / or gang from the drop down lists provided OCCUPATION CHANGE This page will enable you to enter information relevant to an employee being promoted, demoted or relieving in a different occupation. XTime Elite User Manual V Page 39 of 169

40 To enter new Occupation change, select the blue insert button at the lower right of the page. To edit existing Occupation change, select the yellow edit button. Enter a start date and an occupation remark. Should the change be temporary, select the Temporary check box and enter an end date. Select the new occupation from the drop down lists provided. 5.8 HOSTEL On this tab, the hostel accommodation details can be entered if this feature is in use. The Hostel codes are maintained under CODES CONFIGURATION HOSTEL. There is also a place for the next of kin information. 5.9 TAGS Refer to point 4.5 above. XTime Elite User Manual V Page 40 of 169

41 5.10 FINGERPRINTS Refer to point 4.6 above EQUIPMENT The Equipment tab enables the user to add, edit or delete existing equipment for the employee SERVICE HISTORY The service history of the employee is displayed here. This includes engagements, department and gang transfers, occupation changes and discharges ASSETS ALLOWED This enables the user to assign assets to an employee. Click on the blue add button to add a new record or the yellow edit button to edit and existing record or the delete button to remove an Asset. Select the asset type from the drop down list. Note: In order to add assets to an employee, you will first have to load the asset. See point 7: XTime Elite User Manual V Page 41 of 169

42 5.14 ALLOWANCES If an employee must be paid an allowance then you can add the allowance on this screen. If the employee works in the period that the allowance is active then an allowance record will be created for each day the employee has worked. The allowance will not be created on days the employee doesn t work. This information can be sent to payroll for payments ADDRESS This enables the user to update the employees address, contact details and date of birth. This information can be used to located the employee if absent. XTime Elite User Manual V Page 42 of 169

43 5.16 ADDITIONAL INFORMATION (Custom Menu s) This tab is only available if the system parameter has been set and the custom menus configured. This is set and maintained under CODES CONFIGURATION SYSTEM PARAMETERS. Refer to point 7 for further information on setting up this feature. Click on the edit button and select or fill in the additional information OFFENSES When you have hearings then you can use this menu to record your IR information here. You can add new data edit or delete. The system has a report that you can run to view all this info added here. Offenses can only be added to an employee if they have already been set up. Maintenance of the offenses is done under CODES EMPLOYEE OFFENSES and the action taken is maintained under CODES EMPLOYEE DISCIPLINARY ACTIONS You have the option to enter the date of the offence, the offense name, the location, the action taken the action date and if you want the expiry date of the offense as shown below. XTime Elite User Manual V Page 43 of 169

44 5.18 PIN A temporary PIN can be issued to an employee to replace a tag. This can also be issued directly from the temporary PIN main menu. Select the clockpoints where the employee may clock using the PIN. The valid for time HH:MM is defaulted to the value set in the SYSTEM PARAMETERS ACCESS, but this can be altered on the screen Click the save button. The controller interface will try to send the pin to the selected clockpoints. It will display a message to show which controllers could not be reached: XTime Elite User Manual V Page 44 of 169

45 6 ADDING EQUIPMENT On the main menu, navigate to Equipment. The below screen will display. Click on the blue add button to add new records. Complete the mandatory yellow highlighted fields and the other fields if necessary. You can also assign equipment to employees on this screen: To add new equipment click on the New button: Equipment Type Number Status Description Serial Number Issued To Tag Type Tag Code This is a mandatory field. Select the type of equipment from the dropdown list. These types are maintained under CODES CONFIGURATION EQUIPMENT TYPE This is a mandatory field. Insert a number Select a status from the dropdown selection. Add a description for the equipment Add the serial number Click on the search button to allocate the equipment to an employee. If the equipment type has been set to has tag, a tag can be scanned for the equipment which can be read to ensure that the employee has that type of equipment needed in a certain area. Same as above. This field is mandatory if the selected equipment type has the has tag checkbox ticked. Click on the Issue tag and place the equipment tag on the scanner. The types of technologies that can be used are NEDAP tags, slim tags and HID tags. To issue to an employee, first click on the search button to get the employee search window: Select whether you want to search by Employee number, Id number or Surname or tag from the dropdown menu. Searching by Employee number or ID number means you need to enter the full number. Surname search can be a partial search where you only enter a few characters and then click the search button again. Once the equipment fields are completed, click on the save button. If you have allocated equipment to an employee, you can see this on the employee record on the Equipment tab: XTime Elite User Manual V Page 45 of 169

46 If equipment is deleted that is assigned to an employee, the equipment will be removed from the employee record as well: XTime Elite User Manual V Page 46 of 169

47 7 ASSETS When you want to add a group of Assets to the system then you go to menu Assets. The below screen will show. Click on the blue add button to add new records. Complete the mandatory yellow highlighted fields and the other fields if necessary. The Below screen shows assets assigned to two employees but for different periods. This can be used in cases where employees loan assets from the company and must return them. The same asset can be issued to different people. New asset types can be added under CODES CONFIGURATION ASSET TYPE. XTime Elite User Manual V Page 47 of 169

48 8 VISITORS A visitor to the site must be captured on the system and issued a tag to allow them access to various areas as required. If the visitor has been to the site before, you can search for their record either by ID number, Surname or Tag. You can then update any information that may have changed and or issue them a new temporary tag. You are required to enter any field that is yellow. This is a mandatory field and the record cannot be saved until this field has been captured. From the Main Menu on the left hand side select Visitors. The visitor capture screen will appear. Click on the blue insert button (plus button) at the lower right of the screen. Once this screen has been captured, and the green save button is visible, you must save the general tab details before progressing with the Access, Tags and or Fingers tabs. Once you have saved the General tab, you will see the other tabs become visible. Click on the Access tab and select the areas at which the visitor is allowed to clock. There should already be access groups there if there are groups loaded on the visitor category you have selected. XTime Elite User Manual V Page 48 of 169

49 If you wish to add access groups, click on the yellow edit button and tick the selection box to the left of the access group you want to add. Should access be limited to a certain time period, select the Limited to Period checkbox and enter the start and end date for the period the visitor is allowed to have access to that access group. Once you are finished with the access groups click on the green save button at the bottom right of the screen. Click on the Certificates tab and select the applicable valid certificate for the visitor. Select the Limited to Period checkbox and enter the start and end date for the period the certificate is valid for. Please note that this is not always applicable to all visitors. XTime Elite User Manual V Page 49 of 169

50 Once you have finished adding the required certificates, click on the save button. Now you can take a photograph of your visitor and issue a tag. All visitors will be required to be issued with a tag. To issue a new tag, click on the Tags tab and click on the blue insert button at the lower right of the page. You will then be required to scan the tag. Should you see the message above Scanner Not found, it means that your system is not seeing the ImproX Registration Reader. This could be due to the drivers not being installed, the port number in the properties file is different to the COM Port in the Device Manager or the device is not plugged in or dysfunctional. Contact your system administrator or G4S support branch for assistance. If your registration reader is connected and operational, you can place the tag on the reader and the above message will disappear. You will see the tag loaded on the visitor profile. Should the visitor already be issued with a permanent or temporary badge, click on the blue insert button at the lower right of the page and follow the same procedure as above, however the system will then ask if you want to issue a permanent badge or temporary badge to the visitor. Select the appropriate option. In order to view all the clocks made by the visitor while on site, select the clocks tab. Note that the information on this page cannot be edited or deleted. XTime Elite User Manual V Page 50 of 169

51 9 VEHICLES From the Main Menu on the left hand side select Vehicle. The vehicle capture screen will appear. Click on the blue add button at the lower right of the screen. Capture all mandatory information fields under the General tab. Once all the relevant data is captured on the general screen, click on the green save button. Then move to the Access tab and select the areas at which the vehicle is allowed to clock. Should access be limited to a certain time period, select the Limited to Period checkbox and enter the start and end date for the period the vehicle are allowed to have access to that area selected. XTime Elite User Manual V Page 51 of 169

52 Click on the save button and move to the Tag tab. All vehicles on the site will be required to be issued with a tag. To issue a new tag, click on the blue insert button at the lower right of the page. You will then be required to scan the tag. Should the vehicle already be issued with a permanent or temporary badge, click on the blue insert button at the lower right of the page and follow the same procedure as above, however the system will then ask if you want to issue a permanent badge or temporary badge to the visitor. Select the appropriate option. In order to view all the clocks made by the vehicle while on site, select the clocks tab. Note that the information on this page cannot be edited or deleted. XTime Elite User Manual V Page 52 of 169

53 10 RESTRICTED PERSONS To enter the information of a person who is restricted from being captured on the system, you are required to enter their full Identity Number and a detailed reason why they are restricted. To enter new information, select the blue insert button at the lower right of the page. To make changes to, or delete an existing entry, search for the entry by typing in the full Identity Number of the person in question. You may then select either the yellow edit button to make changes, or the red delete button to remove the restriction. When an employee on the system is restricted it will show as below in the example. XTime Elite User Manual V Page 53 of 169

54 11 EMERGENCY AND LOCKDOWN 11.1 SETTING AREAS If there were Evacuation Areas setup in XTime, these would have been copied to the Emergency and Lockdown Areas during the upgrade. New Areas can also be configured on the new screens under CODES ACCESS: Once the Areas are set up, they need to be linked to the corresponding clockpoints. Navigate to CODES CONFIGURATION CLOCKPOINTS CLOCKPOINTS Emergency Area Tab and link the clockpoint to the evacuation lockdown area on the new tabs: 11.2 SYSTEM SETTINGS Navigate to REGISTER SOFTWARE from the main menu and check if the Events and Actions module is activated. This feature requires the events and actions module to activate an automatic trigger for the emergency or lockdown. Without this module and the alarm Helper service, only manually activated emergency and lockdown events can be set. XTime Elite User Manual V Page 54 of 169

55 11.3 TERMINAL INPUTS: If the Events and Actions module is active, navigate to CODES CONFIGURATION TERMINALS and select the terminal that will be linked up to the fire alarm system. Click on the edit button and tick the Events and actions parameter and save. Once the parameter is saved, you will see that there are new tabs: Click on the Default Event Action tab and ensure that the following records on the Allow Access Yes and then click on the save button. This records are inserted when the events and actions checkbox is ticked for the first time on a terminal. If there are no records, simply click on the restore defaults button to add the records automatically: Do the same for the Allow access No: XTime Elite User Manual V Page 55 of 169

56 11.4 TERMINAL CONTACTS Click the edit button and select the type of contact and name it on the right. Click the save button. On the Input Action tab select Contact (Input 1), State Closed: In this state, the Emergency will start, so click on the blue + button and add the action of Start Emergency and click on the green tick save button: Still on the same contact, change the state to closed and click the blue plus button to add the End Emergency action: Change the contact to (Input 2) which is the lockdown contact and add the open and closed state actions exactly as above: 11.5 MANUAL ACTIVATION To put areas into an emergency state manually through the software, go to the menu item Emergency and select the emergency option. Click on the blue + button and tick the Show areas checkbox. Select the emergency areas that XTime Elite User Manual V Page 56 of 169

57 have been configured and this will automatically set the clockpoints linked to that area. If you want all clockpoints to go into emergency mode, click the select all button and save: The terminals will go into an open state: The reverse is applicable for the lockdown. The screen is the same as the emergency, but the result is that the readers will go into a closed state: XTime Elite User Manual V Page 57 of 169

58 12 REPORTS XTime900 can generate various reports. For reports where multiple departments / Gangs may be involved, the order in which the results can be presented may be selected from one of the following. Department: All employees that fall under that department will be listed, alphabetically grouped into the Gangs into which they fall. Gang: The report will be broken down in the Gangs that fall under each Department. Each Gang will be presented on a separate page, with the employees in that Gang listed alphabetically. Employee: employee number sorts the report numerically. Many of the reports have the option to set a start and end date for the search for data for the report You can either type in a date in the window on the left of the panel, or select a date from the calendar on the drop down bar. Alternatively you may use one of the hot keys on the right to select certain preset time periods. Today: Enters the current days date in the date window. Yesterday: Enters the day before the current date in the date window. Last Week: Enters the date one week prior to the current date in the date window. 1 st Month: Enters the date of the first day of the current month in the date window. End Month: Enters the date of the last day of the current month in the date window. XTime Elite User Manual V Page 58 of 169

59 12.1 CHANGING EDITABLE REPORT IN XTIME Navigate the menu on the left of the screen to the report you want to edit. For this example I will use the Clock History Report: EMPLOYEE REPORTS MOVEMENT REPORTS CLOCK HISTORY To enter the edit mode, click on the black edit button at the bottom right hand side of the screen as shown in red above: The following screen will appear; this is the report layout as the report will appear when viewed or printed. Notice that there is a double header row. The second row is editable and will display whatever is typed in there when the report is viewed or printed EDITING THE COLUMN DESCRIPTION Click once again on the black and yellow spanner (edit button) to enter edit mode. The above buttons will disappear and be replaced by a save (green tick) and cancel (Red X) Double click on the second row heading so that it is highlighted in blue. Edit the text to the name you want to display on the report and click on the save button: Click on the exit button (red and white x) to close the report layout screen. Enter the report selections and click on the print preview or excel button located at the bottom right hand side of the screen. Notice that the column heading is now Duration at Work. This can be done on all editable report layouts. Users can also set up their own layout separate from the default layout. If the system parameter is checked User editable report layouts under CODES CONFIGURATION SYSTEM PARAMETERS SYSTEM GENERAL: The user will have a copy of the default layout under their username on the edit screen: XTime Elite User Manual V Page 59 of 169

60 The user can edit this layout and not affect any other user s layout. The default layout can only be edited by an administrator and this affects all users that use the default layout. It will not affect the user layout though. Default Layout: User edited layout: A user can also copy another user s layout to their own: Select the layout you want to copy to your own layout: A warning pop-up asks if the user wants to continue. Selecting yes will copy the selected user s layout to your layout. Selecting no will not copy the layout. XTime Elite User Manual V Page 60 of 169

61 13 BATCH (BULK) TRANSACTIONS Using this feature allows you to capture various changes in bulk to employee records. The information is entered in table format, using the employee number as the means of lookup. Note that you cannot use this method to correct information previously entered on the employee records as you will receive an error message of conflicting input. Corrections to previously incorrectly entered information must be done on the employee s individual records. To begin entering data of a selected batch type, click on the yellow edit button at the lower right of the screen. Enter the data required from left to right using the tab key to move to the next column to the right after each data entry. Should you wish make changes to your entries you can use the arrow keys to move up and down and right to left. Once the data has been entered on the tables, select the green Accept button to save the information. Certain columns on the tables have context sensitive drop down lists, which are accessible by right clicking on that column in the table. Secondary information, which is dependent on the data in another column, will only display the information relevant to that column in the drop down list e.g. Department Codes and Gang Codes. Only the Gang Codes for gangs, which are part of the department selected, will be shown in the drop down list for Gang Codes. The information from the drop down list will be entered in the block on the table which is currently in focus. To select an item from the list, left click on it. Should the user know the various codes, then the codes can simply be typed in. The context sensitive drop down lists are available should the codes not be known to the user BULK PARADES Bulk parades can be captured by means of Department, Gang or by selecting employee numbers. XTime Elite User Manual V Page 61 of 169

62 Once the bulk parades have been saved, they can also be seen on the employee record under Postdates Parades: 13.2 BULK PARADES DELETE The bulk parades that have been set in the section above can be cleared on this screen: First choose the selection type, then a date range in which the parades must fall. In the dropdown after that, a selection will be given according to the criteria selected first. In the example below we selected By Department and between the 25 th and 26 th August. In the Department dropdown there is a selection of all the departments that have parades matching the date range. Selecting a department then shows all the parades that are captured. Highlight a parade you want to clear and click the + button: XTime Elite User Manual V Page 62 of 169

63 You can now select all or some employees that should be cleared. Then click the save button. You can see that the parades have been removed by again going to the employee record and checking under the postdate parades tab: 13.3 CLEAR RANDOM PARADES This option allows you to clear Random Parades for employees, which are generated automatically by the system. There are two methods of looking up the employee s records, a simple lookup by Employee number or a full lookup by Employee number, name or ID number. Enter the employee Number then click on the Green process button the right of the entry box to view the parade information CLOSE PAY This option allows you to stop any input or changes for the selected closed period on your pay records in the system. All non-administrators won t be able to make any changes to closed pay records. This function is used if you export data to a payroll system and you don t want the data to change after you have done your export. This will keep both systems in sync with each other XTime Elite User Manual V Page 63 of 169

64 13.5 CRISIS MANAGEMENT A new feature has been added whereby multiple Block certificates can be allocated cleared for employees contractors. A new type of selection for Department, Gang or Employer has been used. A user can still paste a list of employee numbers or ID numbers from Excel using the Paste from Clipboard feature. Only the selected employees in the Select Employee(s) box will be given the block certificate. This will add, update or remove the selected Block certificate to the ticked employees / contractors. Lists of employees can be imported on either the employee number or the ID number. This would just be a single column of either of these numbers. Select all the numbers right click and select copy. Then select whether you have either employee numbers or ID numbers and click on the paste button. Or you can make a detailed selection on the screen by first selecting a single or multiple departments, gangs, employers or even by occupation. Select the certificate and the start and end dates, then click on the save button. Remember that this is a BLOCK certificate, so for the period that the certificate is valid, the tag holder will NOT gain access to the clockpoint where the certificate is loaded DAY OFF TO WORK DAY This feature is used to change a scheduled off day to a work day. This was designed for clients that have employees working in for a certain period to accumulate time off for another day. Most clients use this for working in for the Christmas period. An off day is selected and changed to a normal working shift. XTime Elite User Manual V Page 64 of 169

65 13.7 DEPARTMENT OVERTIME Department overtime can be captured by means of Department, Gang or by selecting employee numbers. This is the same as Post Date Overtime scheduling and allows access when shift control is in use. The authorisation of the overtime set here is dependent on the payrule settings DEPARTMENT SHIFT CHANGE Bulk department or gang shift changes can be made here. Select the department or gang, if the transfer is temporary and start and end dates, the pay category, the shift cycle and the day on which the cycle should start. Although this is a bulk transact tion, you can still exclude some employees by unchecking them in the Employee list. XTime Elite User Manual V Page 65 of 169

66 13.9 DEPT TRANSFER This option enables you to enter information regarding Department Transfers of employees. If you use the right click feature on the Dept Code column to enter the codes, then only the Gangs which fall under that department will be listed when you right click in the Gang Code column for that entry FREE MOVEMENT This function allows you to capture a free movement for everyone, a department, a gang or a single employee. This is used when anti-passback is active and the controllers might have been offline. A free movement is one clock where the zone is not validated LEAVE This option allows you to capture the various types of leave for employees. The leave codes can either be entered manually if known, or selected from the drop down list by right clicking on the Leave Code column OVERTIME This option allows you to enter Overtime worked by employees. Should a date range of more than one day be selected, a unit of overtime as entered will be added to each day. Should no cost codes for Overtime have been captured on the system; the entry will default to <Unselected>. XTime Elite User Manual V Page 66 of 169

67 13.13 SHIFT CHANGE This option allows you to enter information regarding Shift Changes for employees. Select a Cycle Code from the drop down list or enter the code number for the cycle code. Enter a Day in Cycle for the employee to commence on the new shift cycle, or select one from the drop down list in the Day in Cycle column. XTime Elite User Manual V Page 67 of 169

68 13.14 STANDBY This option enables you to capture the dates when employees will be on standby. Enter the date range for the change, and then select an Allowance Code from the drop down list for the type of Standby the employee will be on, or alternatively enter the code if it is known. XTime Elite User Manual V Page 68 of 169

69 14 EXCEPTIONS Exceptions are generated for all records which do not conform to the parameters preset for that record, such as hours worked outside the normal shift times for an employee and where no overtime has been authorized. Very detailed Exception Reports are generated by the system according to various search parameters as entered by the operator EXCEPTION REPORT Select the Department, Gang or Group for which you wish to generate an Exception report. If a department only is selected, then the report will be generated for all gangs or groups in that department. The report data can be refined by selecting a specific Gang / Group within a department. Note: that only the Gangs or Groups which fall under a selected department will be available to be selected in the Gang / Group option. Select a start and end date for the report. You can either type in a date in the window on the left of the panel, or select a date from the calendar on the drop down bar. Alternatively you may use one of the hot keys on the right to select certain pre-set time periods. Today: Enters the current days date in the date window. Yesterday: Enters the day before the current date in the date window. Last Week: Enters the date one week prior to the current date in the date window. 1 st Month: Enters the date of the first day of the current month in the date window. End Month: Enters the date of the last day of the current month in the date window. Select the order in which the information in the report will be presented. Department: All employees that fall under that department will be listed, alphabetically grouped into the Gangs into which they fall. Gang: The report will be broken down in the Gangs that fall under each Department. Each Gang will be presented on a separate page, with the employees in that Gang listed alphabetically. Employee: the employee number sorts the report numerically. XTime Elite User Manual V Page 69 of 169

70 At the lower left of the page, the date and total number of Exceptions for that date are displayed in a table. You can preview the report before printing it by selecting the Print Preview button at the lower right of the page EXCEPTION LIST 14.3 CANCEL PAGES Once exceptions have been cleared, the pages must be deleted from the system, so that they don t continuously appear on the exception reprint EXCEPTION CAPTURE Select the page number for which you wish to clear exceptions. The number to enter here is obtained from the exception reprint. XTime Elite User Manual V Page 70 of 169

71 Click on the yellow edit button to edit the exceptions for each employee. Select an employee number from the list on the left. Once you have gone through the list, click on the save button. All exceptions will be cleared if you save before completing the list. You can make changes to the following information. Attendance The employee s attendance for the shift in question. E.g. work, leave, day off. Should the employees Attendance for that day be set as a leave option, then you are required Leave Code to enter the appropriate leave code. The shift code and shift parameters for the normal shift that the employee should have been Shift working. The employees clock times as recorded by the system. To make the necessary changes to the clocking to clear the exception, left click on the time recording that caused the exception e.g. in the example above, the short time. In this example, if the short time is set to 00:00, then the Times Normal Time automatically updates to the correct number of hours and minutes the employee should have worked on his shift, when you left click on the time record in the Auth column of the Normal Time line. Allowances This shows any special pay allowances which may have applied to the shift. Once the necessary changes have been made to the employees clock records, click the green accept button to save the changes. Note that should you now check the employee s records on Exception Reprint for the relevant page; the employees entry will now reflect the corrected information PAY RECALCULATE Select a date range for which you wish to rerun the pay run. NOTE: All manual edits and changes made to pay records will be lost unless the Skip updated parameter is selected. XTime Elite User Manual V Page 71 of 169

72 15 EXPORTS 15.1 PAY EXPORT Exports the pay records for all employees in the selected date range to a file on the default directory where XTime900 is installed. Pay export is used if you have a payroll system and you want to export your time and attendance records for your payroll system to import. Xtime has a few predefined Exports designed for Specific payroll systems. Below is an example of the available exports TIME WORKED Exports records of time worked by selected departments, gang, payroll, group or employer, for a specified time period to a pre-selected directory location. This is an excel report only. XTime Elite User Manual V Page 72 of 169

73 Example below of time worked export: 15.3 AWOP EXPORT This is a custom report that reports on absenteeism. It shows which employees were absent over a selected time period. XTime Elite User Manual V Page 73 of 169

74 Below is an example of the Awop export 15.4 BONUS SHIFTS EXPORT Export the Bonus Shifts records for a selected department, gang, payroll, group or employer to a specified file. You can change the location at which this information is stored by clicking on the Change folder button and entering a new directory address. Sample below of the report in Excel will show for each shift attendance status with a total shifts and total absent. XTime Elite User Manual V Page 74 of 169

75 15.5 PHOTOS Exports the photo files of employees in the department selected to a specified directory. You can also select the format in which you wish to store the photos. To create a new photo export, select the blue add button at the lower right of the screen. Select the Department and Gang you wish to export, the format of the photos and the path i.e. the directory on the computer where you wish to store the photos. Once you are satisfied with your selection, click on the green accept button to perform the export RISK EXPORT Exports risk records for the date selected to the default directory specified at set up. Risk records are a summary of hours shown on surface and hours spent Underground. The safety Department uses this information for their records and for reporting on numbers to government departments that govern the industry (Mining). Sample below: XTime Elite User Manual V Page 75 of 169

76 16 IMPORTS 16.1 EMPLOYEE NUMBER IMPORT This feature automatically creates or imports a list of numbers as specified by the user. To auto generate the numbers, select how many you would want to generate, and then set the format of the numbers by completing the Generating Mask. Once you are done, click on the save button. In order for the system to issue the auto generated numbers, there is a system parameter that must be activated, it is located under CODES CONFIGURATION SYSTEM PARAMETERS SYSTEM EMPLOYEE tab CERTIFICATE IMPORT This feature allows for importing a list of employee numbers or ID numbers and assigning a certificate to that list. To paste from the clipboard, select a list of employee numbers or ID numbers from an excel sheet, right click and select copy. On this screen, click on the paste button. The list will be put in the list box. Once you click on the save button, all the employees in the list will be issued with the certificate criteria selected above. XTime Elite User Manual V Page 76 of 169

77 17 USERS 17.1 MAINTENANCE USER This is where the users are setup and the functions maintained. To add a new user, select the blue add button. Enter a user ID for the person, such as their name. Select if you wish to restrict their access to specific departments / gangs or for them to have no restrictions. Note that only Users with access rights to this section may make changes here. On the User screen select the rights, which you wish to give the User. Selecting System Administrator will give the user rights to all areas of the system. Should you have selected a department or gang restriction, you will now be required to enter which department / gangs the user is limited to. Select the appropriate tab for the Department or Gang screen and make your selections from the listed departments or gangs. To edit the rights of an existing user, select the name of the user from the drop down list at the top of the screen, and then click on the yellow edit button at the lower right of the screen. Make your changes as required, then select the green accept button at the lower right of the screen to save the changes. To delete the user, select the red delete button at the lower right of the screen. You will receive a confirmation box before the deletion becomes final DEPARTMENTS AND GANGS There are several ways to restrict a user by Departments and Gangs. XTime Elite User Manual V Page 77 of 169

78 SELECTION DESCRIPTION Limit Departments Allows the user to edit employees in the departments that are selected. Limit Departments and Gangs Allows the user to edit employees in the departments and gangs that are selected Limit Departments view all Allows the user to edit employees in the departments selected but can view all the employees in the rest of the departments. Limit Gangs Allows the user to edit employees in the gangs selected Limit Gangs view all Allows the user to edit the employees in the gangs selected and to view all other employees in the rest of the gangs None No restrictions for the user on department or gang Once a selection has been made from the dropdown above, a tab will appear for either the department or gang selection or both: On the tab will be the list of departments or gangs that can be selected: LEAVE CAPTURE Should you have selected to limit a user s access to certain leave codes, you will use this screen to make the selections. The codes that are ticked on this screen are the codes that the user WILL have access to. XTime Elite User Manual V Page 78 of 169

79 ACCESS GROUPS The codes that are selected on this screen are the codes that the user WILL have access to ADD REMOVE FUNCTION This screen is used to globally add or remove user functions to all non-administrator users TIME CODE RESTRICTION On this screen you can restrict the time codes that a user has access to. The items that are ticked in this list are the items that the user will not be able to access EVACUATION AREA This screen allows you to selectively give access to Evacuation Areas to the user. XTime Elite User Manual V Page 79 of 169

80 WORK LOCATION The items that are selected on this screen are the work locations that the user will have access to. Remember that if an employee is linked to a work location that the user does not have access to, the user will not be able to edit the employee even if they have access to the department or gang the employee is linked to. So the user will have to have access to the Department, Gang AND work location that the employee is linked to in order to edit that employee DEVICE ACCESS This allows the employee to view the selected Companies, Servers, Engines and Controllers set up on the system and on the Dashboard EXPIRY The system expiry message appears at the bottom of the system window depending on the setting on the User Config of the system parameters (See ) Selecting this checkbox will allow the user to see the system expiry date: XTime Elite User Manual V Page 80 of 169

81 17.2 CHANGE PASSWORD Should you wish to change the password for Users to gain access to the system, select the yellow edit button at the lower right of the screen, and enter a new password here and then confirm it by entering it a second time. If you are satisfied with the change, then select the green Accept button to save the change. Note that only the System Administrator is able to change the password PREFERENCES This option will allow you to make changes to the way information is displayed by XTime for your user. Select the yellow edit button at the lower right of the screen to begin. XTime Elite User Manual V Page 81 of 169

82 Each item listed has a drop down list alongside it from which you may make your selection. There are four different ways in which XTime900 will display information. Name Code Name and Code Code and Name Once you are satisfied with your changes, select the green Accept button to save the changes. XTime Elite User Manual V Page 82 of 169

83 18 TAGS This menu option will allow you to print badges for employees and to assign special function tags to employees PRINT BADGES Select the employee or employees for whom you wish to print badges, either by their Employee number, ID number or surname. You can enter a partial name then use the search button to select the employee from a list. Select the Printer on which you wish to print the badges and the Layout which you wish to use. A list of selected employees will appear in the white box on the right of the screen. Note that you can select multiple employees to print the badges in a batch. To remove an employee s name from the list, select the red delete button at the lower centre of the screen FUNCTION BADGES This option is used to assign special tags to an employee, which is used for a specific purpose apart from time recording or access. Select the blue add button and scan the tag which is being assigned to the employee. Select the Tag function from a list e.g. Override Clear parade. Enter the employee number of the person responsible for the tag. You can search for their employee number by using the search function. Click on the search button the right of the selection box. You can then search for their employee number by Surname or ID Number. Once you are satisfied with your selection, click on the green Accept button at the lower right of the screen. XTime Elite User Manual V Page 83 of 169

84 19 CODES This section enables the user with access rights to make changes to or add new codes to the system, which will be displayed on all reports, employee screens, pay sheets etc EMPLOYEE ALLOWANCE Allowances are codes by which employees are being paid for worked shifts. Select an allowance type from the drop down list at the top of the screen, and then select the yellow edit button to make changes. To add a new allowance type, select the blue add button. The user must enter a unique pay code for the selected allowance code and an allowance type from the drop down menu. Allowance Type: Amount Code Hours Shift count Calculate the allowance in a currency Show the allowance as a code Show the allowance as hours Count the number of allowances DEPARTMENTS This option will allow the user to make the default settings for departments. Select an existing department from the drop down list at the top of the screen. To add a new department, select the blue add button at the lower right of the screen Settings This screen will enable the user to make changes to the Pay Rule, Cost Centre, Environment, Travel Time and Responsible Employee settings for departments. Name: Give the Department a name. Code: This is not a mandatory field. Pay rule: This will determine which pay rule is used to calculate pay to employees who fall under this department. XTime Elite User Manual V Page 84 of 169

85 Cost Centre: select the applicable cost centre for budget purposes. Environment: in which environment does this department operate? Travel Time: hours and minutes of travel time allowed for employees of this department. Responsible Employee: the employee number of the employee responsible for this department Shift Cycle This screen will enable the user to select which shift cycle the department works on. All employees assigned to the department will be placed on this shift cycle as their default Access Groups This screen will enable the user to select the access groups for the department, i.e. the area which the department is limited to. All employees assigned to the department will inherit this access group as their default T.R Groups This screen will enable the user to select the time recording groups for the department, which will be used to determine the pay records of employees assigned to the department. All employees assigned to the department will inherit this time recording group as their default. XTime Elite User Manual V Page 85 of 169

86 Allowances This screen will enable the user to select the special allowances, which may be assigned to a department. All employees assigned to the department will inherit these allowance settings as their default DISCIPLINARY ACTION There are standard actions loaded on the system to choose from. You can add new actions and these can be selected when an offense is loaded on an employee record DISCHARGE REASON This screen will enable the user to enter a pay code for a discharge reason. Select a discharge code from the drop down list at the top of the screen, and then select the yellow edit button to make changes to an existing code. To enter a new code, select the blue add button at the lower right of the screen, enter a name for the discharge code and a unique pay code number GANGS This option will allow the user to make the default settings for gangs / teams. Select an existing gang from the drop down list at the top of the screen. To add a new gang, select the blue add button at the lower right of the screen Settings This screen will enable the user to make changes to the Department, Pay Rule, Cost Centre, Environment, Travel Time and Responsible Employee settings for gangs. XTime Elite User Manual V Page 86 of 169

87 PARAMETER DESCRIPTION Name: A unique name of the Gang Code: A Code if used The department that the gang is linked to (This gang will inherit certain settings from the Department: department if not set like Pay Rule, Cost Centre, Environment and Access and Time Recording Groups) Pay Rule: Specific Payrule for the gang if different from the Department for the calculation of the pay records and hours Cost Centre: Specify the Cost Centre if different from the Department Environment: Specify the Environment if different from the Department Travel Time: This field is not used and will be removed in the V major release Responsible Emp: The employee responsible for this gang. This name will show on the reports If Extended Gang Fields is checked under CODES CONFIGURATION SYSTEM PARAMETERS SYSTEM GENERAL the following 3 fields will display on the gang. They can be used for adding additional information to the gang. The Work Place codes can be setup under CODES TIME PARAMETER DESCRIPTION Work Place: Additional information field available Level: Additional information field available Activity: Additional information field available Shift Cycle This screen will enable the user to select which shift cycle the gang works on. By default the shift cycle will be inherited from the department under which this gang falls. XTime Elite User Manual V Page 87 of 169

88 Access Groups This screen will enable the user to select the access groups for the gang, i.e. the area that the gang is limited to. By default the access groups will be inherited from the department under which this gang falls. These will be greyed out and the user will not be able to edit or remove them. They can only be removed from the Department. All employees assigned to the department will inherit this access group as their default T.R Groups This screen will enable the user to select the time recording groups for the gang, which will be used to determine the pay records of employees assigned to the gang. By default the time recording groups will be inherited from the department under which this gang falls. These will be greyed out and the user will not be able to edit or remove them. They can only be removed from the Department. All employees assigned to the department will inherit this time recording group as their default Allowances This screen will enable the user to select the special allowances, which may be assigned to a gang. By default the allowances will be inherited from the department under which this gang falls. All employees assigned to the department will inherit these allowance settings as their default Complements Enables the user to set the number of members of each occupation the gang may have on each shift cycle. Some reports will report on compliment, actual and variance like the Gang Sheet XTime Elite User Manual V Page 88 of 169

89 Additional Info Additional Information is setup under CODES CONFIGURATION SYSTEM PARAMETERS SYSTEM Additional Info Setup. When the setup is done, the options will be available on the Additional info tab. When the lookup or parent options are used, a gang data tab will display where the selections can be inserted: GROUPS This screen will enable the user to edit or add new groups to which employees may belong. To make a change to an existing group, select it from the drop down list at the top of the screen, then select the yellow edit button. To add a new group, select the blue add button at the lower right of the screen, and then enter a name for the group. Once you are satisfied with your selection, click on the green accept button at the lower right of the screen. XTime Elite User Manual V Page 89 of 169

90 LEAVE This screen will enable the user to make changes to or add a new leave code for employees. To make a change to an existing leave code, select it from the drop down list at the top of the screen. To enter a new leave code, select the blue add button at the lower right of the screen. Enter a name for the leave code and a unique pay code. PARAMETER DESCRIPTION Name: Name of the Leave type. Pay Code: The code that is used by the payroll When selected then employees will be paid for their shifts they would have worked during their Count as Shift: leave period. Hours as NT: Employees will be paid according to hours as normal time even though they are on leave. Employees will be able to access the site even though they are booked on leave. If this is not Access Allowed: checked, employees will not be able to access the site if leave validation is on. Ignore Export: Leave will not be exported. Leave records added under EMPLOYEE POST DATES Leave cannot be edited and must be No Edits: deleted if incorrect and a new record added. Save deleted leave records for tracking purposes. A date is inserted when the record is deleted Save Deleted: and no further edits are allowed. The record is for display purposes only. See the screenshot below OCCUPATION This screen will enable the user to make changes to or add a new Occupation Code for employees. To make a change to an existing occupation code, select it from the drop down list at the top of the screen. XTime Elite User Manual V Page 90 of 169

91 To add a new occupation code, select the blue add button at the lower right of the screen. Enter a name for the occupation and a unique pay code OFFENSES This is also a selection of offenses that can be assigned to an employee. New offenses can be added for selection and current ones descriptions can be edited SUSPEND REASONS This is a customisable list of reasons for selection when suspending an employee WORK LOCATION Work locations can be added to an employee record as a further form of grouping. Users can also be restricted to see certain work locations. Parades can also be set to only be validated on a terminal that is linked to a clockpoint with a specific work location Access Groups Access Groups that are allocated to the work location will be inherited by an employee when the work location is assigned to an employee and the Inherit Access Groups is checked on the ACCESS GENERAL tab of the employee record. XTime Elite User Manual V Page 91 of 169

92 Time Recording Groups As with the Access Groups, Time Recording groups that are linked to a work location will be inherited by an employee where the Inherit Time Recording Groups is checked on the ACCESS GENERAL tab of the employee record Settings On the employee ACCESS GENERAL tab, there are settings to ignore APB (Anti Passback), Shift control (including Level) and Leave validations. This feature has been added to the work location as well as the employee record (ACCESS OVERRIDE). In the example below, an employee clocking at a clockpoint with this work location will automatically override shift and level control. The contractors clocking at a clockpoint with this work location will override leave validation, and the visitors APB will be overridden. NOTE: It is not valid on the work location assigned to the employee or contractor, but rather the work location that the CLOCKPOINT has assigned to it. XTime Elite User Manual V Page 92 of 169

93 19.2 ACCESS CODES This section enables the user to edit or add codes which affect employees contractors visitors access to the site CERTIFICATES This screen enables the user to add or edit certificates which are assigned to employees. These certificates may affect their access to certain areas of the site. To add a new certificate type, select the blue add button at the lower right of the screen. Type in a name for the certificate, and then select the green accept button to save the information. To make changes to or delete an existing certificate type, select the name of the certificate from the drop down list at the top of the screen, then click on the yellow edit button at the lower right of the screen. Make the necessary changes, and then click on the green accept button to save the changes. These certificates are loaded issued to employees, contractors and visitors and are validated on the clockpoints CLOCK REASON These are configurable and used when employees are to enter a code when leaving a certain area. Setting the unpaid break and or Penalise settings will deduct time from the employees should they be out for longer than the max time set on the payrule EMERGENCY AREA Emergency areas can be set up for evacuation purposes. It is a grouping of clockpoints that can be set to an emergency state by just selecting the area from the Emergency and Lockdown main menu. Refer back to Point 11-Emergency and Lockdown above. XTime Elite User Manual V Page 93 of 169

94 EMPLOYER CAT A category that can classify contractor companies EMPLOYERS This screen enables the user to add or edit company names to the system. These may be companies who provide day labour, or contractors etc. To add a new company name, select the blue add button at the lower right of the screen. Type in the company s name and then select the green accept button to save the information. To make changes to or delete an existing company name from the system, select the company name from the drop down list at the top of the screen, then click on the yellow edit button at the lower right of the screen. Make the necessary changes, and then click on the green accept button to save the changes Details XTime Elite User Manual V Page 94 of 169

95 PARAMETER Name Code Category Expiry Date Block Access Responsible Employee 1-5 DESCRIPTION Name of the Contractor Company Code for the Contractor Company Select a category from the dropdown. This code is set-up under CODES ACCESS Employer Cat. An expiry date can be set to expire access for the contractor company on a selected date. Contractors and vehicles linked to this company can be blocked from accessing the site after the expiry date. Once the date is set, click on the Update employees/vehicles button to set the expiry date for all linked contractors and vehicles. This button is only visible if the parameter named is set under CODES CONFIGURATION SYSTEM PARAMETERS SYSTEM GENERAL Up to 5 responsible people can be linked to this company. They must be current active contractors or employees in XTime Certificates Any certificate loaded here will be inherited by all the contractors linked to this company Parameters XTime Elite User Manual V Page 95 of 169

96 PARAMETER DESCRIPTION Vehicles on site: This is controlled by a parameter called located under CODES CONFIGURATION SYSTEM PARAMETERS ACCESS. When this is checked, the system will count the number of vehicles and employees that are onsite. When the max is reached, no more employees or vehicles linked to that company will be allowed to enter the site before another clocks offsite. Max This is the maximum vehicles allowed onsite. Current This is the current count of vehicles onsite. Employees on site: See vehicles on site above. Max See vehicle max above. Current See vehicle current above. Address 1-3: You can enter the address of the company here. Phone: Enter the phone number here Fax: Enter the fax number here Cell: Enter the cell phone number here address: Enter the company address here Office on site: When this is checked, it means that the contractor has an office onsite and will show on the Employer list report. See below EVACUATION AREAS Once configured, evacuation areas can be linked to a clockpoint. This is used for the Evacuation report and can determine if tag holders have clocked in selected areas EVENT TYPES Clock Event Types These are the standard event types used by the controller firmware for the clocking responses. The display message is the message shown on the reader when an employee clocks. The system description, Allow Access and Green Light are not editable. XTime Elite User Manual V Page 96 of 169

97 Third Party Equipment Error Event Types Some lamp systems are controlled by other companies. We can integrate with LMS and Schauenberg. This screen is used to configure their events and link to ours so that when we receive a message from their system, we display a message on the reader that corresponds to their event GROUPS Access groups define areas of the site, and assign clock points and access times to each group. To add a new access group, select the blue add button at the lower right of the screen. Enter a name for the new access group. You are now required to populate the two columns labelled Clock Points and Access Time. This is done by the following method. On the right of the screen is two drop down list boxes. From the list labelled Clock Point Selector choose a clock point. From the list labelled Access Time below it, choose a time. Once you have both selected, click on the blue arrow button to move the selections to the relevant columns to the left. You can make multiple selections for each access group, as seen in the example below. Should you wish to remove a selection, which has already been placed in the relevant columns, click on the entry in the columns and the select the red delete button. Once you are satisfied with all your entries, select the green accept button to save the information. XTime Elite User Manual V Page 97 of 169

98 To make changes to an existing access group, select the name of the group from the drop down list at the top of the screen, and then click on the yellow edit button at the lower right of the screen. Follow the steps above to make changes to the entry, and then select the green accept button to save the changes LOCKDOWN AREA Lockdown areas can be set up to quickly restrict all access to a certain area. It is a grouping of clockpoints that can be set to a lockdown state by just selecting the area from the Emergency and Lockdown main menu. Refer back to Point 11-Emergency and Lockdown above REASON CODES These are reasons why attendance changes were made. They can be allocated through the exception capture or on the Employee Payhist screen TERMINAL EXCEPTION MESSAGE This feature was added for a client. Messages can be set here and linked to a terminal. Should an employee clock in or out at this terminal, the transaction will appear on the exceptions with the message that is linked to it. Link on the CODES CONFIGURATION TERMINALS Params tab: XTime Elite User Manual V Page 98 of 169

99 TIMES To add a new access time code to the system, select the blue add button at the lower right of the screen. Enter a name for the code, a start and end time, and which days of the week this particular access time code is active. Note that should you not select a particular day of the week, and then any clock points which are assigned this access time code will be unavailable for clocking on that day VISITOR CATEGORY Adding a visitor category with makes it easier to assign access groups and required equipment to visitors by selecting the category only. This helps to speed up the capturing of visitors Details Access Groups Required Equipment XTime Elite User Manual V Page 99 of 169

100 19.3 TIME CODES ATTENDANCE To make changes to an existing attendance code, select the appropriate code from the drop down list at the top of the screen, and then click on the yellow edit button at the lower right of the screen. You are required to enter a name for the code and if required a pay code may be entered. Once you are satisfied with the changes, select the green accept button to save the changes. Count as shift is used for bonus reports COST CENTRES This screen enables the user to add or make changes to cost centres which are appropriate to the site. To add a new cost centre, select the blue add button at the lower right of the screen. Enter a name and cost code for the cost centre, and then click on the green accept button to save the information. To edit an existing cost centre code, select the appropriate cost centre name from the drop down list at the top of the screen, and then click on the yellow edit button. Once you have made your changes, click on the green accept button to save the changes PAY CATEGORIES Pay categories can be setup for different types of clocking groups, like First On to Last Off (FOLO), or for clock to clock (CTC), or for types of staff like salaries and wages. The pay category can be setup to export pay records to several payroll systems with pre-configured layouts Settings XTime Elite User Manual V Page 100 of 169

101 PARAMETER DESCRIPTION Name: The name of the Pay Category. Must Pay: Pay hours and history will be calculated for all employees who are assigned this pay category. Pay Rule: The default Pay Rule that will be used to calculate the hours for this Category. Employees will automatically inherit this pay rule should there be no pay rule assigned to the Department or Gang. Environment: The environment comes from the mining industry. Most non-mining clients set this to Surface. Code: A unique code for the Pay Category. Companies often align this code with the payroll system. Export System ID: This is a required field for the PalPay export to determine which payroll the data must go to. Export Type: This is the type of payroll system we export for. Select the correct type from the dropdown. Most of the selections are already configured to export in the correct format expected by the payroll system, but there are some exceptions on the VIP exports that can be customised according to the clients batch setup. Export Name: The name of the file and the path to which it is saved on the PC. Click on the button to select a location and edit the name if required. VIP Custom setup The VIP batches are customisable according to the payroll setup of the company. Batch 1 could be normal hours only, batch2 could be overtime and short time and batch 3 could be allowances. The screen below becomes visible when the Custom export checkbox is selected next to the export type (VIP only): The following is a description of the different settings: When the time code is to be exported o Pub Hol and ExpDur must be off o Valid shift/standby column is all shifts, day shift, night shift or afternoon shift o Time code must be selected o The authorised pay hours are exported Standby is exported when shift/standby dropdown is set to standby o Check box Pub Hol must be off o Check box Exp Dur must be off o The time code is ignored When Pub Hol is checked o Exp Dur must not be checked o A time code must be selected o The attendance code on pay history must be pub hol (6 or 7) o Shift standby must be all shifts, day shift, night shift or afternoon shift o The shift worked must match line above o The authorised pay hours are exported XTime Elite User Manual V Page 101 of 169

102 When Exp Dur checked o Pub Hol must be off o This is also only for Pub Hol (ac_codeid 6 and 7) o The time code must be selected o The expected duration is exported (not any time worked) The values Day Allow, Aft Allow and Ngt Allow are not yet used but placeholders for future development. To determine whether a shift falls into the day shift, night shift or afternoon shift category, the system looks at the shift windows set in system parameters and then based on the start time of the shift for the day, the day, afternoon and night shift will be applied Pay Periods None of the settings on this tab are enforced and we will be removing the tab in a future release. When the payroll is exported under EXPORTS PAY EXPORT, the start and end dates are selected there that determine the period on the export. This made the payroll more flexible and compatible in any industry Shifts This page enables the user to set which default Shift Cycle employees assigned to the Pay Category will be working. The current day in the shift cycle is highlighted in the box below labelled Cycle Day. This will be replaced by Department and gang shift settings. XTime Elite User Manual V Page 102 of 169

103 Attend Translate This screen is used to enter the payroll codes as they are in the payroll system. These codes will be exported when the pay export is done. The purpose of this is that a company may have different payrolls (like salaries and wages) that use different codes for the same attendance. So each Category can use the same attendance but pay it on different codes Leave Translate Same as the attendance translate above Shift Allowance Translate Same as the attendance translate above Time Code Translate Same as the attendance translate above. XTime Elite User Manual V Page 103 of 169

104 Export History When the export is set to SAP Time Date Selection, an export history is kept for information purposes: PAY RULES Navigate the menu on the left of the screen to Codes, then down to Time - Pay Rules A brief description of the tabs and their function: Settings: Basic Information of the Pay Rule Minimums: Change the Times, to which the Employee must work the minimum of hours Overtime: If the Employee works Overtime, it will calculate when to start and stop the Overtime payment. Fatigue Rules: How long the Employee must be off duty before they can go back to work again. Time Codes: These are the Codes that Time gets allocated to according to the Pay Rule. Clock Reason: To what reason can the Employee clock, and for x amount of time. Flexi Time: Work Shifts can be flexible, and be worked out on other days. Flex Exceptions: Additional rule settings for the flexi time Settings XTime Elite User Manual V Page 104 of 169

105 PARAMETER Name: Rounding Type: Overtime allowance: Off day productions: Clocker: First To Last Clock: Fill Normal Time: Pay Shift allowance: Auto. Auth overtime: Auto. Auth short time: Breaks on PPH: Work on PPH: Use Shift: DESCRIPTION Naming of the Pay Rule that will display on all the Reports, Employees etc. There are 4 options in the combo box: 1. Penalise (clocks): When the Employee clocks at 08:07 the Employee will get Penalise for 15 minutes, the System will show they only clocked at 8:15, and loses 15 minutes. 2. Penalise (time): When the Employee clocks at 08:07 the Employee will get Penalise for 15 minutes, the System will show they clocked at 8:07, but will still lose 15 minutes. 3. Rounding nearest (clocks): When the Employee clocks at 08:07, the System rounds to the nearest 15 minutes, so 8:07 becomes 08:00 and the Employee scores 7 minutes. 4. Rounding nearest (time): When the Employee clocks at 08:07 the System will round to the Nearest 15 minutes, but the System will show they clocked at 8:07, and the Employee scores 7 minutes. NOTE ON: 3. and 4. If the Employee clocked at 08:08 the System will round to 08:15 and the employee will lose 15 minutes. An allowance that will be paid if overtime is worked. This parameter is not in use. It was created for a POC. It will be removed in the V major release. Unchecked: The Employee does not need to clock for time. The expected duration will be given to them automatically. Checked: The Employee must clock in order to start the shift time. Off: The employee s time will be calculated from clock to clock. In other words the time between an Off and On clock will be excluded or seen as short time In shift time only: The first on clock and the last off clock within the employee s shift will be used to calculate his time All day: The first On clocking to the last Off clocking of the day will be used to calculate his time If the Employee clocked at 7:30 and Shift starts at 08:00, the Employee got 30 minutes Overtime. If the Employee clocks off at 14:00 and Shift only ends at 15:00, that 1 hour Short Time. Fill Normal Time will then fill the Short Time with the Overtime, so the Employee will be 00:00 Overtime and 00:30 minutes Short Time. Off: Filling Normal Time off. Pay Calc and Pay Export: When running the Batch, the XTime900 will show the Times that were filled and updated + the Export Report will show the Time changes. Pay Export only: Only the Export Report will show the changes made on the Times Pay Calc use Pre-Auth Ovt: When the Pay Calc and Pay Export selection is used, this parameter becomes visible. It will only use the Pre-authorised overtime from the post dates to fill normal time. Normal work day (NWD): does not include the Public Holiday NWD and PPH worked: Includes the Public Holiday Automatically authorise overtime for the Employee. Automatically authorise short time for the Employee. Enforce the shift breaks on a Public Holiday Employees will work as normal on Public Holidays - calculated as a normal shift Checked: Uses the Shift parameters on System Parameters - Shift Windows and the shifts that are configured. Unchecked: Day duration must be specified. Period Week, bi-week, Month this is the cut off between Normal Time and Overtime XTime Elite User Manual V Page 105 of 169

106 All time to normal: All time worked will be posted to Normal Time. No Exceptions: No pay anomalies will be seen as exceptions. Auto. Auth off day Automatically authorize overtime if the Employee worked on their off day. overtime: Short shift as exception: If the Employee works less normal time than expected, the short time will be added to the exceptions list. All time as allowance all time also gets stored as allowance. Example: if an employee works 07:00 normal time, time: he will also automatically get 07:00 allowance time. Awop/Short time on Show if an employee is absent or has short time on a Public Holiday. PPH: Ignore shift leeway s: When working over or before the Shift time the employee will get overtime, but working shorter than the shift end, the employee will be penalised for the time that is lost. No Short time: No short time is calculated and shown on the pay history. Day Normal time: Used when Use shift is not checked. The day duration must be specified. Period Normal time: This parameter is a custom parameter for a client and will be moved to the clients add-in in the V Major Release Leave days: Calendar days: Every day of the year; Weekdays, Weekends and Public Holidays will be counted as a leave day. Working days (Phol as NT): Shift days will be counted as Leave days and any Public Holiday will be set to normal time. Work days excl Pub hol: only the shift days excl. public holidays will be counted as leave days Work days incl Pub Hol: Public holidays are included in the leave count. Calendar days excl Pub Hol: Every day of the week excluding public holidays Day Logical Start, These are the start times of the logical day for each shift. A normal day starts at 00:00 and Afternoon Logical Start, ends at 23:59. A logical day can start at any time and runs for a period of 24 hours. So if Night Logical start: we have an afternoon shift (starting at 14:00) and a nightshift (starting at 22:00) the logical day starts might be the following: Afternoon: 12:00 11:59 the next afternoon Nightshift 20:00 19:59 the next evening The reason we start earlier than the shift is to allow for people that come in early. It also tells the system when to split overtime between days should you wish to split it. Max NT time on Pub If a shifts duration is 12:00, but the first 08:00 is normal and the last 4 is overtime, you can holiday and Leave: set this to 08:00. Then the leave and public holiday time will not exceed 08:00. Apply FOLO to shift allowance: Shift allowance is calculated on clock to clock. When allowances are set to calculate hours, the employees on First On to Last Off would not get the full hours worked due to all the clockings in between the First On to Last Off Minimums Any time under the minimums will be discarded. PARAMETER DESCRIPTION Min. Short Time: The minimum short time that will be calculated. XTime Elite User Manual V Page 106 of 169

107 Min. Over Time Store as Unauth ovt on Overtime day if Less than Min Ovt Min. Callout Min. Callout Delay: Callout Travel: Include Min. Callout: In the example above, overtime must be greater than 00:30 before it will be calculated and shown on pay records. When this parameter is selected, using the example above of Min. Over Time of 00:30, any overtime less than 00:30 will be shown as Unauthorised overtime on the pay record. The minimum amount of hours that will be paid for a call out. So even if a callout only lasts for 00:30, the system will generate 04:00 This is the time between callouts to distinguish if there are 1 or 2 callouts. From Start To Start: In the example above, 04:00 must pass from the start of the first callout to the start of the second callout in order to generate another callout record. Gap between Callouts: In the example above, 04:00 hours must pass from the end of the first callout to the start of the second callout. An additional amount of time can be generated for travel time. If this is checked, then the travel time will be included in the minimum callout hours Overtime How the Overtime must be calculated for the Employee PARAMETER Allow Overtime: Split overtime: Excess normal time: Weekday Ovt above: DESCRIPTION If ticked: Overtime will be calculated Not ticked: No overtime will be calculated Split the Overtime over the week with different Time Codes To Overtime: If the employee worked longer than the expected duration the excess time will go to overtime. Discard: any time over and above the duration will be discarded and no overtime calculated. This is the split overtime rule. So any overtime above the amount specified will be calculated on the time code selected after the time box. XTime Elite User Manual V Page 107 of 169

108 Shift supervisor: This parameter was created mainly for the mines. 00:15 will get.15 minutes but only if the Employee actually works those minutes. Handover: The employee will get paid the amount of time specified on the time code specified if worked before his shift. If it is not worked, the employee will get short time, or whatever time code is specified Continuous Worker: Overtime day: Mining and production sites use this continuous worker rule. When ticked, the Employee does not have Saturdays and Sundays like normal. The time codes selected here will apply. Overtime will go to the day of the in clock according to logical days. This is for sites that have shift systems that run over midnight Ovt to clock in day: Call to clock in day: Pre Authorised Overtime: All overtime will be logged on the day that the clock in is on. Overtime will go to the day of the in clock according to logical days If not ticked, it will not authorise post-dated hours Fatigue Rules PARAMETER Disabled: Callouts: Callout and Overtime: Windows: Fatigue Time: Fatigue Time code: Fatigue Start: DESCRIPTION No fatigue rules will apply The Fatigue rules will apply on call outs Fatigue rules apply and will calculate Overtime for Fatigue Fatigue will be applied according to the settings below: Planned Window end: If the employee works until after this time, a full shift will be given for that day Callout window End: A full shift will be given if the employee is called out after this time Callout stayon time: A full shift will be given if the employee is called out after this time Rounding Period: This rounding works according to the time entered as per the label description Overtime Plus travel: This fills the next day Normal Time with Overtime worked past the Fatigue start plus 00:00 travel time (whatever the parameter is set to) Overtime times factor: Will be allowed x amount of time to be late or leave early Which Time code to use for the Fatigue this should always be Fatigue Time Time at which the Fatigue starts XTime Elite User Manual V Page 108 of 169

109 Time Codes This is where you link the type of time worked to the time code. XTime has standard codes that can be selected. You can rename these codes under CODES TIME TIME CODES PARAMETER Normal Time: Short Time: Weekday Overtime: Sunday Overtime: PPH Timecode: Callout Weekday: Callout Sunday: Callout Public Holiday: Pre Shift Leeway Time: Post Shift Leeway Time: DESCRIPTION The time code to be used for the normal duration of the shift If the employee does not work a full shift, this time code will be used to report the balance of the time not worked. The additional time worked in the week over and above the expected duration (usually 1.5 times the normal rate) The time code used for working on a Sunday (usually double time) This timecode is only visible if the Pub hol extended option is NOT selected The time code to be used for callouts in the week The time code to be used for callouts on Sundays The time code to be used if the callout is on a Public holiday The time code to be used when the employee clocks in during the early shift start and the actual shift start The time code to be used when the employee clocks out after the actual shift end but before the late end. PARAMETER DESCRIPTION Public Hol. as NT: If ticked, the Employee works on a Public Holiday as Normal Time Public Hol. as NT on Leave: When on leave, a public holiday during the leave will be calculated as Normal Time Pub Hol. Extended option: Normal Duration: Specific Time Code Time worked: Normal time or other code and choose a Time Code XTime Elite User Manual V Page 109 of 169

110 Clock Reason This tab will only be visible if the Flexi Time is enabled. Enter reason for clocking and restrict how much time is allowed on this clocking. This is a feature where an employee must select a number on the reader which represents the reason why he she is clocking out. These clock reasons are set on the Clockpoint Restrict clock reasons tab. If an employee is out for longer than the max time set here, they will be penalised and the time will be shown as short time. This feature is only available where there is a keypad on the terminals where the employees will need to enter a reason. PARAMETER DESCRIPTION ID: This is the number on the keypad that the employee must use for that reason. Clock Reason: The name of the clock reason. These are set up under CODES ACCESS Clock Reason Time Code: The time code that is linked to the clock reason. This time code will be used for the duration of the out time Max Time: This setting relates to the Flexi Time if set on the pay rule. It is the maximum time allowed that the employee can be out without getting penalised. Enabled: This setting relates to the Flexi Time if set on the pay rule. The clock reasons will only work if enabled Count As Work: This setting relates to the Flexi Time if set on the pay rule. The time that the employee is out is counted as work time Flexi Time This feature was developed specifically for a client with predefined rules. These include: Employees to work a minimum of 8 hours per day The core working time is 09:00 to 15:30 Flexi time start time is from 06:30 to 09:00 and flexi end time is from 15:30 to 18:30 Any time outside of this is unauthorised time and will not be authorised whatsoever A maximum of 12 hours may be worked in a day Flexi time may only be used from 12:00 on any day The lunch duration is 45 minutes and may only be taken between 12:00 and 14:00 Employees will clock out using a reason code (Official, Medical, Private, End-of-Day, Balance) Consider the following diagram of a 24 hour period: 00:00 UNAUTHORISED TIME = 00:00 06:30 and 18:30 23:59:59 23:59:59 06:30 ES FLEXI TIME = 06:30 09:00 and 15:30 18:30 09:00 SS & LS 15:30 EE & SE CORE TIME = 06:30 09:00 12:00 14:00 18:30 LE XTime Elite User Manual V LUNCH = 45mins Page 110 of 169

111 The shift setup will be as follows incorporating the above time slots: Flexi Time: PARAMETER DESCRIPTION Flexi time: When this is enabled, the rest of the pay rule is ignored and only these rules apply. Time Codes: Unauth Time: The time code to be used to record the unauthorised time. Whis will be between 00:00 06:30 and 18:30 23:59:59 Private Time: this is flexi time taken. In other words if an employee leaves work early to make up for extra hours worked. Leave Time: The time that an employee is on leave. Offsite Readers: On Clock: If a clocking needs to be captured for an employee (keyboard clock) this is the terminal that the clocking must be recorded on Off Clock: If a clocking needs to be captured for an employee (keyboard clock) this is the terminal XTime Elite User Manual V Page 111 of 169

112 Monthly parameters: Quarterly parameters: Clock Reasons: Clocking Rules: Time Rules: that the clocking must be recorded on Enabled: To calculate monthly MAX carried forward: The maximum amount of hours allowed to be carried to the next month NOTE: If the monthly parameter is enabled, the quarterly one should remain off. Enabled: To calculate quarterly (every 3 months) MAX carried forward: The maximum amount of hours allowed to be carried to the next quarter Quarter starts: The first month of the 3 month period. NOTE: If the quarterly parameter is enabled, the monthly one should remain off. Official: this is when an employee must go somewhere on official business inside of the regular working hours. Medical: this is used when the employee needs to go to a doctor or the clinic. Private: This is the reason used when the employee is using his flexi time balance and clocks off early. Dup Interval: If 2 In or 2 Out clockings are within the time period set, it will be considered a duplicate clocking and the first clocking will always be used. Pairing: Select which clockings are to be used for the time calculation Absent Bal: Variance Zero -. Variance Expected Dur -. Day Off, Public Holiday, Work Late: Authorised edd. Unauthorised ddd. Ignore ddd. Official End: This is the official end of the work day for cases where the employee is out on official business and does not get back to the office to clock out. This time will be stopped at this time set. Flex Exceptions XTime Elite User Manual V Page 112 of 169

113 PARAMETER Exception Parameters: Exception Categories: Clock Reason: DESCRIPTION Enabled: MAX private time / day: MAX private time / week: Earliest private time start: MAX time work / day: There are 3 types that can be selected for each item: Disabled: Do not report this event Exception: Mark as an exception Info Only: Show as information only These selections are the same as above. For each Clock reason, decide if it must be disabled, marked as an exception or for information only SHIFT CYCLE To create a new shift cycle, select the blue add button at the lower right of the screen. You will be presented with a blank screen with various fields which must the completed. The following steps are required to complete this screen. Enter a name for the new shift cycle. Enter a unique code number for the new shift cycle. You are now required to construct a shift cycle out of preset shifts which appear in the Shift Selector to the right of the screen (setting up shifts is explained in the next section) Select a shift from the list and use the blue left pointing arrow button to move the entry to the Shift panel. This entry is for day 1 of the shift cycle. Now select the next shift, which makes up day 2 of the shift cycle. Continue in this manner until you have a list of shifts which covers one full shift cycle. Ensure that you have a shift for every day of the shift cycle, including days off. To move entries around in the shift cycle, click on the appropriate entry and use the blue up and down arrows to arrange the cycle as you wish. To delete an entry from the shift cycle, click on the appropriate entry and then select the red Delete key to remove it. Once you are satisfied with the construction of your shift cycle, select the green Accept button to save the information. XTime Elite User Manual V Page 113 of 169

114 To make changes to an existing shift cycle, select the shift cycle from the drop down menu at the top of the screen then click on the yellow Edit button. Follow the instructions above to add to, delete or rearrange the shifts, which make up the shift cycle. Once you are satisfied with the changes made, click on the green Accept button to save them SHIFTS Each shift is given a unique name and code, and the times of the shift as well as authorized breaks are set up here Shift Name a name describing the shift Code a unique number for the shift Shift Start The time the shift starts Early Start The time before which an employee will be considered early. Late Start The time after which an employee will be considered late. Shift End The time the shift ends Early End The time before which an employee will be considered to have left early. Late End The time after which an employee will be considered to have left late. Duration the length of the shift in hours, the length of breaks and extra time allowed. Travel The time allowed for employees to travel between two points. Allowance some shifts have a special allowance which is paid in excess of normal pay. Select the allowance which is appropriate to the shift from the drop down list provided. These allowances are set up in Employee Codes. Day Type Select the type of work day that this shift is e.g. Work day, day off, work day overtime. Starts Yesterday Should the shift begin on one calendar day and end on the next calendar day, i.e. the shift crosses over midnight, and then this must be selected. Normal Time This is for any other normal time code (other than the pre-defined normal time) that a client might have set up under the time codes. It is for reporting and export purposes so that all normal hours are grouped together, regardless of the Time code. XTime Elite User Manual V Page 114 of 169

115 Break 1, Break 2, Break 3 These pages enable the user to set up union or employer authorized breaks during a shift. Name the name of the Break. Break start the start time of the break. Break End the end time of the break. Duration the duration in hours or minutes of the break. Paid there are three selections here: Paid, Split shift and Unpaid. SELECTION FUNCTION A paid break is where a break is included in the duration of a shift. If an employee takes the break PAID time it is not deducted from the employee. See example below SPLIT SHIFT This was a custom function. An example is given below. An unpaid break is not included in the duration of the shift. If an employee takes the break time it UNPAID will also not be deducted from the employee. See example below EXAMPLE 1: SHIFT: EMPLOYEE CLOCKINGS: Break taken: XTime Elite User Manual V Page 115 of 169

116 Break not taken: BREAK: PAID PAY TIMES: EXAMPLE 2: SHIFT: XTime Elite User Manual V Page 116 of 169

117 BREAK: UNPAID PAY TIMES: TIME CODE REASONS These configurable codes are used when doing exception capture to be able to enter a reason for the adjustment TIME CODES This screen enables a user to assign a pay code number to a Time Code. To add a new Time Code, select the blue Add button at the lower right of the screen. To edit an existing Time Code select the yellow Edit button at the lower right of the screen. XTime Elite User Manual V Page 117 of 169

118 The overtime reports column is used for reporting. If this column is left blank, this time code will not appear on any reports. The exception Clearance selections are used for the web exceptions. Please refer to the Web Exceptions Manual for more information. As at , the web exception module is still a work in progress. These codes will be explained in more detail in that manual TR. GROUPS This screen enables the user to set which clock points in an Access Group are used for Time Recording purposes. The selected ones are for time recording, unselected are purely for access control. The employees time recording groups can be seen under EMPLOYEES ACCESS Time Recording Groups Tab These groups can also be added to the Department and Gang setup, which the employee can inherit when put on the department or gang. XTime Elite User Manual V Page 118 of 169

119 CODES EMPLOYEE DEPARTMENTS CODES EMPLOYEE GANGS First On Last Off Delay: This was development done for a client that had overtime and call out issues due to the geographical layout of the site. If an employee on a First On to Last Off payrule EXAMPLE: Emp 1 would clock in at Location 1 and commence with his shift. Emp 1 would then, during his shift clock out from Location 1 and Clock in at Location 2 to continue with his shift. At the end of the shift Emp 1 will clock out of Location 2 within late end leeway of his shift. Emp 1 will then clock back into Location A to access the change house or put away his tools. The latest in clock will generate one of the following possibilities: Call out if on standby; or Overtime if not on standby The Delay will include that last in and out pair and not see it as either a call out or standby. Before change this employee got callout directly after shift (13:20 to 13:25) Person clocks after shift. If this employee was on standby, the calculation would have resulted in a callout a few minutes after shift XTime Elite User Manual V Page 119 of 169

120 Shift Times: The call out that was on the initial record of 13:20 to 13:25 has been removed. XTime Elite User Manual V Page 120 of 169

121 19.4 CONFIGURATION ASSET TYPE Configurable codes to be assigned to employees, visitors that bring in assets to site CANTEEN When setting up a canteen, the order in which things should be setup is the following: Meal Type Meal Terminal Access group Canteen Meal Type This is the actual food types: Meals The meals are made up of the meal types. XTime Elite User Manual V Page 121 of 169

122 Terminals The terminal function must be setup as a canteen: Access Group One the access group settings tab under CODES ACCESS GROUPS, the canteen must be selected Canteen Settings Name the canteen Canteen Terminals Link a terminal to a meal type. The terminal can only be linked to one mealtype. XTime Elite User Manual V Page 122 of 169

123 Canteen Access Group Link the canteen to an access group which can be given to employees to allow them to clock at the cantten for meals: Canteen Meal Times These are the times between which the readers will be active. If the employees try to clock outside of these times, the employee will get a denied response CARD DESIGN Name: Give the layout a name Orientation: This will be landscape or portrait Card Width: Set the card size in mm. Card Height: Set the card size in mm. XTime Elite User Manual V Page 123 of 169

124 You can zoom in to aid with positioning bars on the card, and then zoom out to view the card as a whole to check the design using the plus and minus magnifying buttons at the top of the screen. Select the elements, which will go on the card from the tabbed buttons on the left of the screen. Click on the blank card grid to drop that element onto the card. You can then drag the selection with the mouse to the position on the card where you want it. Placing the mouse button over a box and left clicking will reposition the box with its top left corner at the current position of the mouse. Right clicking on the photo, logo or text boxes will bring up a pop up menu, which will allow you to: Set the font, alignment etc for all text boxes Set the photo position and size Set the logo position and size Once you are done with the layout, click the save button CLOCK POINTS Clockpoints are linked to terminals. Usually an In and Out terminal would be linked to one clockpoint. Functions and validations are added to the clockpoint: XTime Elite User Manual V Page 124 of 169

125 Settings This screen is used to input the general settings regarding a specific clock point on the site. To make changes to an existing clock point, select it from the drop down list at the top of the screen, and then click on the yellow Edit button. To add a new Clock Point, select the blue Add button. The following information may be entered. Name The name of the clock point In Zone The turnstile / security point used by employees to enter the area Out Zone The turnstile / security point used by employees to exit the area Evacuation Area Used for Report Evacuation Area Visitor exit If visitors are permitted to use this clock point as an exit, then select the check box Work Location This was added to enable parades by work location. Shift validation Denies access if out of shift Only if time recording this parameter is to set shift validation on only if this is a time recording point for the employees who use it as a time recording point. Some employees may only use it for access and they should not be validated. Parade Select this check box if employees may be paraded at this clock point Random parade Select this check box if you wish employees to be random paraded for security purposes at this clock point Anti-passback (APB) If APB is in use at this clock point then check the box APB delay The time in seconds at APB will apply to an employee who just used this clock point to enter or exit site. Update Zone Will update the zone even if APB is not active XTime Elite User Manual V Page 125 of 169

126 Routing If this clockpoint is set to routing, clockpoints can be configured to force an employee to clock in a certain pattern. This works on the zones of the clockpoint. Is Checkpoint The clockpoint can be setup as a checkpoint. This means that an employee must clock at this point before another point that is set as a checkpoint validate clockpoint. Checkpoint Validate When clocking at a clockpoint where this is set, the employee must first have clocked at an Is Checkpoint clockpoint in order to gain access at the validate point. The timeout is the period of time the employee has to move from the checkpoint to the validate checkpoint clock area. Note that this feature will only work on terminals that are on the same controller Certificates Certificates are used to check if employees have met specific requirements in order to enter a certain area. On a mine there might be a need for the employees to have a medical once a year and therefore a Medical certificate can be set up and validated on entering a specific area. All the existing certificates are available for selection in the list box. To configure a certificate for a clockpoint, click on the edit button. Place a tick in the checkbox to the left of the desired certificate. Configure the options to the right of the screen to set the type of validation required: EXPIRE CHECK ONLY - checked This will check the expiry date of an employee that has the certificate assigned to him. If the certificate ends before or starts after the current day, the employee will be denied access. If the certificate started before and ends after the current day, the employee will be granted access. If a tagholder does not have the certificate, they will be granted access. EXPIRE CHECK ONLY not checked This indicates a mandatory certificate and requires each person that clocks at the clockpoint to have a valid certificate. If a tagholder does not have the certificate, or the certificate has expired or is not yet valid on the current day, access will be denied. BLOCK This works in reverse to the above. The tagholder with this type of certificate will be denied access for the period that the certificate is valid. Once the certificate has expired, the tagholder will be able to clock again. This must be used in conjunction with the Expire check only parameter. Example of use: A site has a speed limit of 10kph onsite as there are many pedestrians. A driver is found guilty of constantly driving over the speed limit and is suspended from driving a vehicle on the site for a week. A certificate is configured on the boom gates called Driver ban with the Expire check only and block parameters checked. The driver is issued with this certificate on the Employee Access Certificates tab with a start date of and an end date of This means that during this period, the driver will be denied access at the boom gates from :00: until :59: XTime Elite User Manual V Page 126 of 169

127 EXCLUDE If you wish to exclude a particular type of tagholder, checking this box will not validate any of that type of tagholder even if they have an expired certificate. Access will still be granted Params The following selections may be made: Multibadge sequencing there are several settings: Full Vehicle/Partial Driver: This means that the vehicle must be active and have access to the clockpoint The driver must just be active and does not need access to the clockpoint Full Vehicle/Full Driver: Both the vehicle and the driver must have access to the clockpoint and be active tagholders Guard First then Employee: When this is active, an employee can be set as a guard on the EMPLOYEE ACCESS GENERAL tab: This Guard must first clock before an employee can clock and gain access through the clockpoint. There is also an override for this on the same tab: If an employee does not have the override guard requirement enabled and tries to clock without the Guard clocking first he will see a NO GUARD message on the reader. If the Guard clocks first, the reader will display NEXT CARD and then the employee can clock. Emergency this clockpoint is part of the emergency feature where the terminals can be opened from the Emergency Lockdown screen under clockpoints Lockdown same as above only the terminals will be locked Validate Leave employees on leave will be denied access. Note that if an employee is on leave, and standby, the standby rules will overwrite the leave rules. So an employee will be allowed onsite if on standby and leave where leave validation is active on a clockpoint. (From V7.27 controller firmware onwards) Tag Only if no fingers If an employee is unable to capture fingerprints, he will be able to gain access with a tag only if this is on Alcohol Testing Set if a breathaliser unit is attached to the terminal on this clockpoint Factor This is only visible if the Alcohol testing is on. 1 person in 4 will be tested, not every fourth person. XTime Elite User Manual V Page 127 of 169

128 Validate Fatigue If the fatigue module is active, this will validate fatigue on this clockpoint Validate Overtime Also part of the fatigue module Visitor retrieve card on expire only if a visitor tag is valid for 3 days, the tag will only be retrieved at the end of the 3 days, and not immediately on exit on the 1 st day Visitor expires on exit The visitor must expire on clocking at this point Delete visitor tag on exit The visitor tag will be deleted from his record if this and the previous parameters are set Bio validation: This must be enabled if Facial recognition will be done at this clockpoint 3 rd Party Equipment Control (Only visible when the Equipment Control & 3 rd Party Equipment modules are part of the licence) When an external company like LMS or Schauneburg is the master lamp system. Third Party System: Disabled, LMS, Schauenburg Third party equipment validation: select the direction in which the checking must be done Allow access when offline: If this is enabled and the 3 rd party system goes offline, access will be granted User Third Party Event Codes: If LMS is the 3 rd Party System and this parameter is selected, the third party special event types can be used instead of the Equipment Error event types. The special event types can be found under CODES ACCESS EVENT TYPES Third Party Event Types XTime Equipment control This is our own equipment feature and the checking is done through our software and firmware. Note that this parameter will only be visible if the equipment control module is in the licence key. Once enabled and saved, the equipment tab will display where the direction and types of equipment to be checked is set up. (As explained below) Equipment Only visible if the XTime Equipment Control module is active in the licence key. The equipment checking is setup here and determines what equipment is needed, whether it is mandatory or not and in which direction the checking is done. Equipment can also be auto issued and auto returned. PARAMETER Equipment Type: Required In: Required Out: FUNCTION Select the type of equipment that will be validated (Each type must be selected on a new record) No Check: No checking on the In clock required Required by All: Each person wanting to gain access must have this type of equipment allocated on his record Required if Allocated: Only required if allocated. So employees that do not have this type allocated will gain access Must be present by All: The equipment must be allocated and with the employee Must be present if Allocated: The equipment must be with the employee if allocated Must be Returned: This is only used on the required out No Check: No checking on the In clock required Required by All: Only used on Required In Required if Allocated: Only used on Required In Must be present by All: Only used on Required In Must be present if Allocated: Only used on Required In Must be Returned: The equipment must be returned before the employee will be allowed to clock out XTime Elite User Manual V Page 128 of 169

129 Auto Issue: Auto Return: Equipment Test Expires on In Clock: Equipment Test Expires on Out Clock: Test Valid Duration: Set when equipment is validated by long range readers. The equipment will be issued on validation This is set when the type of equipment will not be returned when the employee clocks out. For example: explosive packs. These will be used and if auto return is not set for this type of equipment the employee will not be able to clock out as the system will expect it to be returned. Some equipment must be tested. Setting this parameter will expire the test on the In clock. The next time the employee tries to clock the equipment must first be retested. Setting this parameter will expire the test on the Out clock. When the employee tries to clock in again the equipment will have to be retested. The period of time that the test is valid for. Once this time period has past the equipment must be retested Restrict Clock Reasons Enabling clock reasons will require that the employee enters a code (0-9) on the terminal before scanning his tag or finger. The selected clock reasons will NOT be accepted at this clockpoint. All unchecked reasons will be accepted. When the employee gets to a reader, a reason must be entered first before swiping their tag or scanning their finger. Event types linked to this feature are: No Reason Code if no code is entered before scanning a tag or finger Denied Invalid reason if an incorrect reason is selected Emergency Area You can add this clockpoint to an emergency area. In the case of an emergency, this clockpoints terminals will be opened and people can exit without clocking Lockdown Area The same as the Emergency Area only the readers will be locked and no employee will gain access at the terminals. This is used in cases of strikes to keep demonstrators out and protect the company s assets. XTime Elite User Manual V Page 129 of 169

130 The emergency and lockdown areas can be created under CODES ACCESS Emergency Area and CODES ACCESS Lockdown Area CP EMERGENCY Here, an emergency setting will open all the doors selected in the list. If you have configured evacuation areas, you can select the evacuation area and all clockpoints linked to that area will automatically be selected. Lockdown: this works in reverse to the emergency. The terminals linked to the clockpoints selected here will be locked COMMAND CENTER ICONS The command center is a building management system where controllers, terminals and doors can be managed. This is the icon setup for all the events and items that can be used in the command centre. This is a separate licenced application. XTime Elite User Manual V Page 130 of 169

131 COMPANY The system has been expanded and now incorporates splits in order to accommodate much bigger companies. A maximum of 16 Companies can be created. The structure is as follows: Company (16) Controller Server (32) Controller Engine (32) Controller (255) CONTROLLER ENGINE A controller engine is linked to a server. A maximum of 32 engines can be created on each server. PARAMETER Company Controller Server Controller Engine Engine ID FUNCTION This is auto populated on selection of the server field below. The server that the engine is linked to. The name of the engine. The ID of the engine on the selected server. Note that if you have set up 2 servers, you could have 2 engines with the same ID. The unique factor will be the server to which it is XTime Elite User Manual V Page 131 of 169

132 linked Status Time This field is reserved for later use and currently shows a NULL date of This is the number of Dashboard connections that are allowed to this engine. The Max Concurrent Maximum is 10, but a lower number can be selected by using the up and down arrows of Dashboard the spin edit control or by just typing the number in the block. If this setting is changed, Connections the Controller Interface must be restarted in order for the changes to take effect. NOTE: Max Concurrent Connections: If you try to type in anything greater than 10, the number will default to 10. Let s say you enter 3 and save the screen. This will mean that only 3 connections can be made to this engine at the same time (concurrently). When the forth connection attempts, the following message will be displayed from the dashboard: CONTROLLER SERVER A controller server is linked to a company. For each server, a controller interface must run. A maximum of 32 servers can be created per Company. PARAMETER Company Controller Server Server Address Max Engine Connections DESCRIPTION This is the company that the server is linked to. Select from the dropdown list. The name of the server The IP address of the server where the controller interface will be run. This is the address that all the controllers will point to that are running on engines linked to this server. This is the sum total of all the Max concurrent dashboard connections set on the engine level. This is for information purposes only and is not editable. The example of 151 is made up as follows: Engines 1 15 have a max concurrent connection of 10 Engine 16 has a max concurrent connection of 1 So 10 x = 151 XTime Elite User Manual V Page 132 of 169

133 CONTROLLER STATUS Show the status of each controller. Each column heading can be clicked on to sort the list by that column CONTROLLERS The controller is the link between the terminal and the database. The controller also handles all the validations sent from XTime to the database Controllers XTime Elite User Manual V Page 133 of 169

134 Fields marked with an * are mandatory PARAMETER DESCRIPTION Company: This is auto populated when the Controller Engine is selected Controller Server: This is auto populated when the Controller engine is selected Controller Engine:* Select the engine from the dropdown that the controller is linked to. Name:* The name of the controller Label This is the SLA of the controller 01 = Server, 02 = Engine, 04 = Controller, 00 = Terminal Fixed Address:* **NB** enter the 8 digit fixed address Tmp expires: This is the date on which the temporary token expires Is only visible on controllers that have permanent tokens. Tokens can be transferred Transfer Token To: between controllers. Note that the controller from which the token is transferred will become unregistered and will not communicate with the Controller Interface. IP Address: This is a read only field. It will be automatically populated once the CI has recognised the fixed address Controller ID: This is the 4 th Controller on this engine ( ) Controller Model: This will be populated once the Controller Interface has received the controllers config Firmware Version: This will be populated once the Controller Interface has received the controllers config Acquire Token: This field is only visible if there are available tokens to transfer Controller Tokens Controller tokens are used to unlock the controllers. If controllers are purchased though G4S the token is included in the purchase price. If the controller is purchased from an unknown supplier, the token must be purchased from the Development department. This is a once off fee. TEMPORARY TOKENS When adding a new controller, a temporary token is issued for 30 days from creation of the controller in XTime. This allows for site setup. When that 30 day period has expired, the Controller Interface (CI) will stop communicating with the controller. To request a permanent token, click the edit button and select the controllers that you wish to register by ticking the boxes under the Request Token heading. When you have selected all the controllers you need tokens for, click the save button. Click the Generate Registration File button. This will generate a registration file that must be sent to Skycom for processing. You will receive a file back which must be imported. This can be done from the Register Software screen or from the Controller tokens screen XTime Elite User Manual V Page 134 of 169

135 Click on the Import Hardware File and select the location where you have saved the Hardware file. The file will be imported and a message will pop up to advise that the XTime application will be reloaded: Once XTime has reloaded, navigate back to the controller tokens screen on the Temporary Tokens tab. You will notice that the temporary token that was there is now on the Tokens screen: If you look up the controller on the controllers screen, you will see that the temporary message is gone. TRANSFERRING A TOKEN Once you have a token, it can be transferred to other controllers. For example, if you have to temporarily replace a controller that has broken, you can transfer the token from the broken controller to the replacement while it goes in for repairs. To do this simply edit the controller and change the fixed address and click on the save button: XTime Elite User Manual V Page 135 of 169

136 A message will pop up to confirm the token transfer. Selecting Yes will complete the transfer. When the repaired controller is repaired, simply edit the fixed address again. ACQUIRING A TOKEN FROM A DELETED CONTROLLER If you had a controller that is not used and is deleted from the system, this token can be reused should the controller be used at a different point at a later stage. On the Controller tokens screen, all controllers that are deleted but still have tokens are highlighted in red: Create a new controller: You will see that the Acquire Token becomes visible. Any deleted controllers that had tokens will be listed in this dropdown. Select a token to use and click the save button XTime Elite User Manual V Page 136 of 169

137 Select Yes to transfer the token. UNREGISTERED CONTROLLERS If you have set up a controller with a temporary token, and the token expires, the controller will no longer communicate with the CI and it will be listed on the Unregistered Controllers tab. A permanent token can be requested at any time and loaded on the controller. If you transfer a token from a controller, it too will be listed under the unregistered controllers tab COURSES Courses are set up for use with the Training module. This is used to automatically add a certificate to an employee once he she has scanned his badge at a training course. This is an additional module that can be purchased ENGINES This is no longer used in the XTime application and will be removed in a future release EQUIPMENT TYPE This is where the equipment types are setup. This equipment can be issued under the Equipment main menu item, as well as on the employee record on the equipment tab. Note that equipment is a licenced module. XTime Elite User Manual V Page 137 of 169

138 PARAMETER Name: Error Event Type: Has Tag: Must Test: DESCRIPTION Name the equipment type: Link to an error event. There are 10 equipment error events that can be customised for an equipment type. Edit these events under CODES ACCESS EVENT TYPES Clock Event Types. Select one of the equipment event types and type in a customised name and message that will appear on the terminal. Enable this parameter if the equipment type has a tag that must be loaded. If the equipment must be tested, enable this parameter EVENTS AND ACTIONS Actions Register A register is a condition that will be used for routines in the command centre Mimics The maps and layouts for the command centre are loaded here Sirens Sirens are used to sound an alarm in a warehouse. They can also be used to pull a relay for a specific period of time on a specific day. XTime Elite User Manual V Page 138 of 169

139 Special Event Types These are the same as the clock event types but are command centre specific Timers Actions can be setup on timers that will happen for the specified time. These can then be linked on the events and actions. terminal HOLIDAYS Capture government and union recognized holidays which will be granted to employees. To add a new holiday, select the blue add button at the lower right of the screen. To make changes to an existing holiday, select it from the drop down list at the top of the screen. XTime Elite User Manual V Page 139 of 169

140 Date Enter the date of the holiday, or select it from the calendar which is accessed by clicking on the arrow button to the right of the box. Name Enter the name of the holiday. Paid If employees are to be paid normal time for this holiday, then select this check box. Normal Access Rules If shift validation is set on the site, access would be denied on public holidays. If you want the public holiday to be seen as a normal day for access, this parameter must be enabled HOSTEL This feature is only visible if the canteen and hostel module is activated. Employees can be assigned to a room, in a block of a hostel. First create the hostel, then the block and then the room Hostel Block Hostel Name Hostel Room On the employee record, you can then assign the above to the employee: PICTURES Use the dropdown and select the main picture. This is the picture you can add for the main screen of XTime. It can be the company logo. If it is not already there, save a picture as Main: XTime Elite User Manual V Page 140 of 169

141 To add a new picture, click on the add button, give it a name and then click on the search button which will open the windows explorer so you can find your image. The image type can be a BMP, JPEG, JPG format. Once you have selected the picture, click on the save button: Note the maximum dimensions for the main image for the front screen on XTime: REMOTE SITES This is not used anymore and will be removed in a future release. XTime Elite User Manual V Page 141 of 169

142 ROUTES This is a specific path that an employee must clock. This is usually used for the guards on a site. They have a certain amount of time to move from the one point to the next. If the person does not clock within the specified time, an alarm will be raised in the command centre SITES This screen will enable the user to import and save logo s for the site which will be used on reports etc. To add a new site, select the blue Add button at the lower right of the screen. To make changes to an existing site, select the site name from the drop down list at the top of the screen, then select the yellow Edit button. Reports: Name The name of the site. SLA Site address - this will always be Logo 1 / 2 Gives you a view of the current logo s being used by the system. To change the logo, select the red Delete button the right of the logo box, and then click on the browse button just above it to search for the new logo. Selecting this button will take you to the directory listing for the computer. Find the directory where the new logo is to be found, select it from the list in the directory, then click on the open button to insert it into the Logo box. If you are satisfied that the logo is correct, then select the green Accept button at the lower right of the screen SYSTEM PARAMETERS This is where the global system parameters are set. XTime Elite User Manual V Page 142 of 169

143 The main categories are: System Modules Shift Windows Access Badge Printing Clean Up System General PARAMETER Do not show exported warning Auto Update exe Partial selection drop down default Extended Gang Fields DESCRIPTION This is a warning when pay has already been exported and you want to change the data. When checked will automatically update exe to the latest one after an upgrade. This is to prevent non-admin users from using old versions after an upgrade. When checked will allow partial input of a field. E.g. entering PAT will bring up all the names that begin with PAT. When enabled, 3 codes namely Gang Activity, Work Level and Work Place will appear under CODES TIME. You must first log out and in again to see them after enabling this parameter. These are custom fields requested by a client but can be used by all. XTime Elite User Manual V Page 143 of 169

144 Select Gang on bulk Department transfer Restrict User leave codes Update employer s employees and vehicles Show Employee data per line: User Editable Report Layout Disable Certificate Validation Maximum excel rows Gang Register Equipment 1, 2, 3 Date Format Time Zone Continent Time Zone Location Cap Lamp: They will display on the Settings tab of the Gang Setup codes under CODES EMPLOYEE Gangs. The names of the fields can be translated to show something else more suited to your company under CODES CONFIGURATION TRANSLATE When doing a bulk Department transfer Gangs will be inherited. If this parameter is checked then when a User captures leave the System looks if the User has permission to use the Leave Code. If the parameter is not checked then users can capture any type of Leave. Will allow you to update maximum amount of Contracting Employees and Vehicles allowed onsite at any one given time. This applies to reports. When exported to excel, selected reports will show the Employee details on each line which facilitates sorting. When enabled, a copy of the default layout of editable reports will be duplicated in the user s name. He can then customise the reports for his own use without affecting any other user s layout. Each user will have his own layout. This will disable the certificate validation which will allow anyone access, even if the clockpoint requires a certificate and the employee does not have it or it has expired. This parameter can be used to limit or extend the number of rows in an excel report. The maximum is The gang register will display 3 columns with the selected equipment if it is allocated to an employee. The system can now have a different date format to the regional settings of the PC. Note that this is a global setting and once set will be the same on all PCs. This time zone is for the new EABR readers. This time zone is for the new EABR readers. This equipment type will be added to the shift clear reports if allocated to an employee System Employee XTime Elite User Manual V Page 144 of 169

145 PARAMETER Show Employee Address: Add Employee As Contractor: Pin Validation: Auto Allocate Employee Numbers: Employee ID Optional: Invalid ID Action: Clock history display days: Employee Name Select: Ignore Visitor ID on Employee: Enable Padding: Hide Discharge Reason on post-dated discharge: Employee Morpho Face Enabled: Show employee additional info: Third Party Data Read- Only: Extended Third Party Data Read-Only: Maximum Padding Length: Parade Delete: Parade editable: DESCRIPTION When enabled the Employee address tab will display on the Employee screen. This function will automatically add a new employee with the contactor parameter enabled. This turns on the feature globally for employees only, but is also set on the terminal. This is used when employees do not have good fingerprints and a tag and pin, or pin and password, or temporary pin can be used. This will allocate employee numbers automatically when loading a contractor or employee. This is configured under IMPORTS EMPLOYEE NUMBER IMPORT If enabled you will not see the ID Number as a required field but rather as optional. If the ID validation is on, and an incorrect ID number is entered, the system can give an error and not allow the user to continue or just show a warning but allow the user to continue. This setting will show the corresponding number of days worth of clock history on the employee clocks tab. Whatever the selection from the dropdown is, this is how the employees will display when clicking on the dropdown selection on the employees screen. This will stop the system from warning that the ID entered already belongs to a visitor. This system does not allow duplicate IDs. This is for employee numbers with leading zeros. If this is on, an employee can be searched on his employee number without the leading zeros. E.g. employee number Only the 549 need be entered. Using this parameter will not display the discharge reason on the information bar of the employee record if the discharge is in the future. Enabling this parameter enables the Facial Recognition feature for Employees and contractors. This will switch on the additional information feature and will display the additional info tab on the employee record. Once activated you will see the setup tab appear here under system. This parameter is used when a client has a different master system like SAP. If this parameter is ticked, certain fields in XTime are NOT editable. This is an extension of the above parameter which disables additional fields in XTime from being edited. This is only valid if the Enable Padding parameter is on. If the full length of the employee numbers is 6 including the leading zeros, then enter 6 e.g.: Parades can be deleted per day or per parade. If there is more than 1 parade on a day and the parameter is set to day, deleting 1 parade will remove all the parades for the day. Deleting per parade will handle each parade individually System Pay Calculation XTime Elite User Manual V Page 145 of 169

146 PARAMETER DESCRIPTION This function when ticked will not calculate the hours if there is no off clocking when Hold over not clocked out the batch runs. It will check on the next run if there is an out clocking and then calculate the hours. The status of the pay record will show Held over Allow Hold over change This allows edits to the held over status on the employee pay record. Overtime from shift start This will calculate overtime from the beginning of the logical day that the shift is day scheduled. Cut off overtime at logical Overtime will be split between the logical days if worked over the end of a logical day end day. Logical days are set on the payrule under CODES TIME Payrules. Ignore Shift leeways on This will ignore the leeways both before and after a shift on days scheduled as public holidays holidays. Use access clocks for time Use all the clockings for time recording. All access clocks will be seen as a time recording recording clocks. Override Payrule Overtime This is a global setting for overtime allowances. allowance: The maximum amount of hours that an employee may be at work. This function Max time at work requires the employee to clock out before the maximum time is reached, if not the employee will get short time for the shift. Post Start The start time that the post will run in the Batch. Pay Start The start time that the pay will run in the Batch. Limit overtime to time Will not allow overtime greater than the actual worked overtime. generated Multiple overtime records Splits the pre and post shift overtime records. Stores the time till the next out clock on a separate pay hours record after the 1 digit Store clock reason time clock reason has been entered on the keypad terminal. Recalc keep payrule (no If the payrule was altered and a recalculation is done, the recalculation will be done Inherit) on the altered payrule and not the original inherited one. No Normaltime Normal time and short time balancing on the shift duration will not be done. If short Shorttime balancing time is removed, it will not automatically be added to the normal time Nightshift allowance start The start time to qualify for an allowance. The end time to qualify for an allowance. This means that the employee must work Nighshift allowance end from the start time to this end time in order to qualify for an allowance. Standby takeover time Additional rules for when a standby starts on, ends on or ends the day before a (Pub Hol/Off day) Public Holiday or an off day See explanation below A problem arose where a public holiday is seen as a day off, from 00:01-23:59 and not start and end of the shift for the standby to be based on. This determines the difference between overtime and a call out. We have had to add additional parameters to accommodate this for a client. DEFAULT: Default standby rules work from end of shift today until start of shift tomorrow. Any clockings in this time are considered callouts and this is how the system currently works. XTime Elite User Manual V Page 146 of 169

147 STANDBY ENDING ON A PPH: Standby takeover time NORMAL DAY Shift: 06:00 16:00 PUBLIC HOLIDAY Shift: 06:00 16:00 NORMAL DAY Shift: 06:00 16:00 Default 16:00 06:00 16:00 06:00 Start of shift 16:00 06:00 End of shift 16:00 16:00 Fixed time = 00:00 16:00 23:59 STANDBY STARTING ON A PPH Standby takeover time PUBLIC HOLIDAY Shift: 06:00 16:00 NORMAL DAY Shift: 06:00 16:00 Default 16:00 06:00 Start of shift 06:00 06:00 End of shift 16:00 06:00 Fixed time = 00:00 00:00 23:59 16:00 STANDBY ENDING THE DAY BEFORE A PPH Standby takeover time NORMAL DAY Shift: 06:00 16:00 PUBLIC HOLIDAY Shift: 06:00 16:00 Default 16:00 06:00 Start of shift 16:00 06:00 End of shift 16:00 16:00 Fixed time = 00:00 16:00 23: System Exceptions PARAMETER Leave as Exception Standby as exception Exception Clearance DESCRIPTION Will show all leave types as an exception and will need to be cleared in exception clearance. Will show all standby as exception and will need to be cleared in exception clearance. If report pages are selected will print exceptions and allocate page numbers to the different groups that have exceptions. If user view is ticked the exceptions will be printed per employee and will have to be cleared per employee number. XTime Elite User Manual V Page 147 of 169

148 Allow exception capture shift change Report Footer 1,2,3,4 Exception Auto Fill This will allow the user to change the shift in the exception capture screen. This text will be displayed on the exception report as a signature This displays a button on the EXCEPTIONS EXCEPTION CAPTURE exception capture that will move the time from unauthorised to authorised on the selected time codes SYSTEM TERMINAL PORT Ports normally stay on the default settings; however the ports can be changed here should there be port conflicts. PARAMETER DESCRIPTION Licence Host This is the name or IP address of the PC where the licence service runs as in the properties file Licence Port This is the port of the PC where the licence service runs default is as in the properties file. Batch Host This can be set to any port if there is a conflict. This will be seen in the log file if there is a conflict. A socket error will occur Batch Port The port that the batch must communicate on. Default is Sagem Engine Host Sagem Engine Port The default is for MA s, JSeries and port is used for Sigma Lite L1 mode Citrix print dialog Will show a custom citrix print dialog for clients that run on the citrix system System User Configuration PARAMETER DESCRIPTION Windows authentication This will use the windows username and password to login to XTime. Login Timeout in Minutes The system will log the user out if no keystroke is made within the selected time. XTime Elite User Manual V Page 148 of 169

149 User Employee link mandatory User Block own pay edit Early warning days before system expiry An employee number must be entered when creating a user. If a user is linked to an active valid employee on the user maintenance screen, this parameter can be checked to prevent the user from updating his own pay records. When the licence is due to expire, a warning appears at the bottom of the application window. Setting this will determine how many days before the licence expires that the message will show. Password Parameters Only visible when Windows authentication is off (unchecked) PARAMETER Administrator password on reset Min Length Expires after # days Lock after # attempts Password Strength: Password Reuse Limit (Days) DESCRIPTION If a password is reset, the system administrator will set a password that will have to be changed on the first logon by the user. The minimum amount of characters required for a password. Remember to work out how many characters the password will be according to the Password strength parameters set below. Set the amount of days that the password will be valid for. Once the password has 5 days left till expiry the password expires message on the home screen will be highlighted in red. If set to 3 will lock the user after 3 incorrect attempts. Case Sensitive If selected the characters will be case sensitive Numbers: How many numbers must be in the password Capitals: How many Capital Letters must be in the password Other Chars: How many other characters including!@#$%^&*() How many days must pass before you can reuse an old password that you have used in the past SYSTEM ADDITIONAL INFO SETUP Assuming that the Employee additional info parameter is ticked on the SYSTEM PARAMETERS SYSTEM EMPLOYEE tab employee settings, the screens below will display: This is where you configure the Additional information fields for the tab named Additional Info on the employee. There are 4 pages for additional information with 5 fields on each page. This information can be typed in or selected from a dropdown list. There is also a Page for Dates. XTime Elite User Manual V Page 149 of 169

150 INFO PAGES 1-4 Page name: This will be the name of the tab under the employee record Required: Ticking this checkbox will make the field mandatory Name: This is the name or title of the data to be captured Field Properties: Text, Lookup, Parent o Text: Selecting this option means that the data will be typed in o Lookup: Selecting this option and clicking the edit button will take you to a new screen where you can add a list of items that can be selected when adding the employee additional information. Once you have typed in a Code and a Name, be sure to click on the blue arrow to move the entry to the list. Just clicking on the save button will discard the entry and not save it in the list. o Parent: Captures the same as the Lookup, but can be used across multiple fields. It s like a master list. Once you have typed in a Code and a Name, be sure to click on the blue arrow to move the entry to the list. Just clicking on the save button will discard the entry and not save it in the list. XTime Elite User Manual V Page 150 of 169

151 DATES PAGE 5 Page Name: Name for the dates tab Required: Tick this box to make the field mandatory Name: Heading or label for the data field Once your setup is complete, you will see the tab under Employee called additional information. Click on the edit button: XTime Elite User Manual V Page 151 of 169

152 Enter the data by either typing in text or selecting from the dropdown: Click on the green save button when all the necessary fields are complete. If you omit to enter a field that is mandatory (indicated by >> in front of the label), a message will pop-up warning that you that some mandatory data has been skipped: XTime Elite User Manual V Page 152 of 169

153 System Badge Issue Allow Employee/Contractor tag force issue If the Tag number already exists anywhere else on the System, the System will delete the Tag and Link it to the new Employee or Contractor Disallow visitor tag force issue Visitors are not allowed to get Tag issues to them by force issue Prompt user for visitor force issue The tag is automatically issued (and removed from the previous holder) Disallow temp replaced for visitor Visitors may not have a Temporary Badge Allow force issue of temp replaced Allow Temporary Tags to be force issued to other Employees/Contractors or Visitors, if already in use System Fatigue Control (Licenced Module) Once you have obtained your new licence which incorporates the fatigue, the Fatigue parameter will be ticked. If not, you do not have the correct licence. To get the correct licence, contact your branch specialist. If you cannot see this tab, click on the right arrow to move along the tabs: These rules will be used by XTime to do all the calculations regarding fatigue. These rules are used by the Fatigue Service program and from there calculations and blocks are either enforced or removed. FATIGUE CONTROL PARAMETER Validate Excessive Overtime Validate Fatigue Rest EXPLANATION Calculate and Accrue Overtime in order to enforce excessive overtime rules. Enforce the criteria for fatigue rest according to the maximum time onsite and XTime Elite User Manual V Page 153 of 169

154 the minimum rest period. Fatigue Period The timeframe in which the employees will be assessed on for fatigue and excess overtime rules. Fatigue on Site Maximum The amount of time an employee can be onsite before the fatigue rules are enforced. Fatigue off Site Minimum The minimum time period that an employee must be offsite (rest) if a fatigue state has been reached. Excessive Overtime Maximum The allowable amount of accrued Overtime before the system starts enforcing blocks. Include Planned Overtime Include planned overtime in the Fatigue Overtime Calculation. Include Substitutions Include shift substitutions be used in the Fatigue Overtime Calculation. Employee Leeway The way Excessive Hours calculations must be applied to for Employees: Shift = uses the shift leeway Custom = the user can enter a time period to be used Employee start clock The clock to be used when applying fatigue and excess overtime rules: Shift = the employees shift start time 1 st clock = the employees actual first clocking Employee duration The amount of time to be used in the calculation of the fatigue onsite maximum and excessive overtime start. Shift = use the employee shift duration Custom = the user can enter a different time period Contractor Leeway The way Excessive Hours calculations must be applied to for Contractors: Shift = uses the shift leeway Custom = the user can enter a time period to be used Contractor start clock The clock to be used when applying fatigue and excess overtime rules: Shift = the contractors shift start time 1 st clock = the contractors actual first clocking Contractor duration The amount of time to be used in the calculation of the fatigue onsite maximum and excessive overtime start. Shift = use the employee shift duration Custom = the user can enter a different time period FATIGUE REPORTING There are 2 reports included in the feature namely Excessive Monthly Overtime and Fatigue Rest. These reports can be set to automatically a 3 different times of the day and to one or more people. XTime Elite User Manual V Page 154 of 169

155 PARAMETER SMTP User: SMTP Password: SMTP Port: Sender: Recipient: Send Time: Send Weekend: EXPLANATION User registered to send the s with that has a valid account. Password used for account above. Port used for outgoing s. address from where the originates. The address for the report recipients. If more than 1 person is to receive the reports, a group must be created and the group name inserted here. The time at which the service will send the reports. Maximum of 3 times per day. Tick if the reports be sent out on weekends System Biometrics This tab contains all the settings for the biometrics and facial recognition that can be used in conjunction with XTime. This includes technologies including Secugen (Ipulse) and Sagem GENERAL SETTINGS: Tag Only if No Fingers: This allows employees with bad fingers that cannot be captured as they remain below the allowed threshold to clock with a tag only. This parameter is used on sites that verify with a tag and a fingerprint. Finger on Card: This parameter writes the fingerprint to the tag and then matches on the tag as opposed to matching the fingerprint in the database. This is effective on very large sites so that 1000 s of fingers need not be loaded to the terminals. Readers Enable Name: Select this if you want to display the employee name and surname or surname and initials on an IPB7 or an EABR unit. Note that the IPB7 unit must have an SD card to store the photos on. When the reader boots up, it will show either No SD card or SD card ready for images. XTime Elite User Manual V Page 155 of 169

156 Name Display: The combinations that are available for selection Readers Enable Image: This allows employees with bad fingers that cannot be captured as they remain below the allowed threshold to clock with a tag only. This parameter is used on sites that verify with a tag and a fingerprint IPULSE SETTINGS: Properties file entry: FINGER.TAKEON.TYPE = BIO- Save Sagem Template: If a Sagem licence dongle or an MSO300 with a built-in dongle is connected to the enrolment PC, this parameter can be selected and when captured the Secugen fingerprint, the Sagem template will be save to the database simultaneously. Register Quality: 50 (default) this refers to the quality of a captured (scanned) image. The value is determined by two factors. One is the ratio of the fingerprint image area to the whole scanned area, and the other is the ridge quality of the fingerprint image area. A quality value of 50 or higher is recommended for registration Verify Quality: 30 (default) a quality value of 40 or higher is recommended for verification Image Time Out: 5 (default) resets the scanner if the finger on signal is detected but no image has been scanned Minimum Minutae: 30 (default) this indicates the quality of the template PLEASE NOTE: These settings can be altered. The user is warned when the setting is lowered below the recommended setting. Reducing these settings will cause mismatches. MATCHING: In XTime under Codes Configuration Terminals on the Params tab, these settings can be altered. The values below are the defaults: Finger Quality: This is the matching quality setting. The lower this setting, the more likely the chance of finger mismatches where one person s finger is matched with another. The higher the value, the more likely the persons finger will not be matched and an unknown response will be returned. The recommended value is 50, the same as the capture value. Finger Id Level: The above setting is the security level for verification of the fingerprint when scanning on the reader. The recommended setting is 5. 1 = LOWEST 2 = LOWER 3 = LOW 4 = BELOW_NORMAL 5 = NORMAL 6 = ABOVE_NORMAL 7 = HIGH 8 = HIGHER 9 = HIGHEST SAGEM SETTINGS: Properties file entry: FINGER.TAKEON.TYPE = BIO+: Save Secugen Template: saves the Secugen fingerprint template simultaneously while capturing the Sagem fingerprint. Quality Threshold: 80 (Default) this is the quality of the fingerprint during capture. Anything lower than 80 is not good quality. Security Level: Defaults to Standard but can be set to Medium or High. Verification Score: This is the minimum matching level for the verification of templates during enrolment. Any value lower than this will be treated as a mismatch. The default is 3500 with the lowest value of 2000 and highest of XTime Elite User Manual V Page 156 of 169

157 MORPHO FACIAL SETTINGS Morpho Face Min Enrol Score: Default 30 This is the minimum value that should be used System Visitor PARAMETER Visitor Safety: Visitor pin validation: Visitor Expires on exit: Delete Visitor tag on Expiry: Visitor hosts clock expires after: Ignore Visitor antipassback: Visitor clock w/o finger: Visitor Morpho Face Enabled: EXPLANATION If checked will require to you to complete the safety fields before adding a Visitor to the System. Allows the visitor to use a pin instead of a fingerprint. Regardless of how long the visitor is allowed onsite, the visitor will expire on clocking offsite If the above parameter is selected, this one will be selectable. Once the visitor has expired on exit, the tag will automatically be deleted. If a visitor is hosted by an employee, the employee must clock first followed by the visitor. This ensures that there is a timeout between the employee and visitors clock. Anti-passback set globally or on the clockpoints will not affect the visitors. When this is enabled, the visitor may clock without a fingerprint when the system is set to tag and finger required. There is a setting per visitor that must be set as well. Globally enable the visitor facial recognition for the visitor MODULES This is for information only. The modules can only be switched on and off through the licence. XTime Elite User Manual V Page 157 of 169

158 SHIFT WINDOWS Shift windows are important as the system needs to be able to work out the pay times correctly. This is especially necessary for night shifts that run over midnight. Morning Shift Start When Logical morning starts This makes the normal 24 hour day from 00:00 23:59 to 04:00 to 03:59 Afternoon Shift Start When Logical afternoon starts This 24 hour period runs from 11:00 to 10:59 Night Shift Start When Logical night starts The 24 hour period runs from 17:00 to 16: ACCESS Anti Passback: Once the anti-passback function is enabled here it will activate anti pass back for all the clock points that you have selected for this rule to apply on. Random Parade: Allows the system to generate random parades for the purposes of random security checks on employees. Random Parade Factor: When random parade is enabled, a factor must be set. This factor determines the frequency of the random parade. This does not mean that every second person will be searched, it means that 1 in every 2 people will be searched. Parade by Work Location: This is to enable the parades by work location globally. If this is enabled, an additional selection will appear on the Employee Post Dates Parades screen where you can select on which work locations XTime Elite User Manual V Page 158 of 169

159 the parade must be validated. This means that only terminals on clockpoints linked to those specific work locations will be paraded Shift Validation Enabled: The system will perform shift validation on employee clocking. Shift Validation type: Set the type of shift validation to be used. Explanation of the controls EXAMPLE SHIFT Early start - 05:45 Early End - 13:50 Actual Start - 06:00 Actual End - 14:00 Late Start - 06:10 Late End - 14:15 SHIFT CONTROL When the parameter is set to Shift Control, it means that an employee can clock in anytime during his shift period. For example: he may clock in any time during 05:45 and 14:15 without being stopped. LEVEL CONTROL When this parameter is set to Level control, the employee may only clock between the early start and late start leeway of the shift. So he will only be able to clock between 05:45 and 06:10. Employer limits enabled This will enable the limits function on contractors. When this function is ticked and the amount of contractors and vehicles allowed onsite at any given time has been set up will block vehicles and contractors after the stipulated amount. Skip ID modules check If selected will not check for valid RSA ID number. Limit Access Groups If checked will limit employee s to only have a certain amount of access groups. Ignore Tag Type The system will ignore all tag types if any is specified Leave Validation Tick this functions to tell the program if it should check for Leave Validation (Which will be explain later where the validation is made) HID Facility Code These two functions must be left as it is, it was created so you can type a Tag Bit Mask (Hex) tag number in without scanning the tag. No HID Tag Code Conversion Enable to manually add an HID tag on the employee record Temp Pin Valid Duration This is the default duration that a temporary PIN will be valid for BADGE PRINTING This screen enables the user to capture settings for the printing of badges, such as the margins, the spacing between multiple badges printed and the number of badges that can be printed on a single A4 page. XTime Elite User Manual V Page 159 of 169

160 CLEANUP General Keeping the system database as small as possible is always preferable. These settings are used to set the amount of time in months that data will be kept in the database before being deleted completely by the batch. Archive clock history and Archive Audits This feature allows you to place clock history and audits in a separate database. As long as the employees are still in the database, the data can be read. Once the employee is deleted by the clean-up, the records will be removed. This feature was created as the audit and clock history tables can build up millions of records on larger sites, so in order to XTime Elite User Manual V Page 160 of 169

161 keep the database manageable, clock history and audit data can be moved to a different database. This will only work if the Months to keep clock history and audits are LESS than the Months to keep discharged employees and contractors. Create the archive database: Edit the clean-up and check the boxes for Archive clock history or Archive Audits or both. Enter the connection settings for the server and database name you just created. In this case, the archive database is on the same server as the XTime database: Close XTime and reopen: Navigate to COMMON REPORTS ARCHIVE REPORTS Clock History Archive A script will be create and put in the PC clipboard. If you have access to the archive database through management studio, paste the queries and run them on the archive database. If not, ask your database administrator to run the queries to create the tables. These are the scripts that will run: CREATE TABLE [dbo].[auditarchive]( [AUD_TIME] [datetime] NOT NULL, [USER_CODEID] [smallint] NOT NULL, [MST_SQ] [int] NOT NULL, [AUD_TRAN] [smallint] NOT NULL, [AUD_TABLE] [varchar](20) NOT NULL, [AUD_MSG] [varchar](600) NOT NULL ) ON [PRIMARY] GO CREATE UNIQUE NONCLUSTERED INDEX [AARC_AK1] ON [dbo].[auditarchive] ( [AUD_TIME] ASC, [USER_CODEID] ASC, [MST_SQ] ASC, [AUD_TRAN] ASC, [AUD_TABLE] ASC, [AUD_MSG] ASC ) GO XTime Elite User Manual V Page 161 of 169

162 CREATE TABLE CLOCKHISTARCHIVE( [CH_TIME] [datetime] NOT NULL, [TERM_CODEID] [smallint] NOT NULL, [TT_CODEID] [smallint] NOT NULL, [TAG_CODE] [varchar](16) NOT NULL, [MST_SQ] [int] NOT NULL, [ET_CODEID] [smallint] NOT NULL, [DIR_CODEID] [smallint] NOT NULL, [CH_LOGTIME] [datetime] NOT NULL, [CH_PROCESSED] [smallint] NOT NULL, [VIS_HOST] [int] NULL, [RC_CODEID] [smallint] NULL, [CH_OVERRIDE] [smallint] NULL, [CR_CODEID] [smallint] NULL) GO CREATE UNIQUE NONCLUSTERED INDEX [AACH_AK1] ON [dbo].clockhistarchive ( CH_TIME,TERM_CODEID,TT_CODEID,MST_SQ,ET_CODEID,DIR_CODEID) GO The tables will now be created in the Archive database: If another server is used then the DBA must link the server with the following query: sp_addlinkedserver [ARCHIVESERVER] (ARCHIVESERVER is replaced with archive server name) It is also important to note that when linking servers, the login to the XTime database as well as the Archive database must be exactly the same. So if you login with sa, but the password on the 2 servers is different for user sa, the connection to the archive database will not be successful and the following error wil display on the archive report screens: The next batch run will move the records to the archive database according to the settings on the clean-up Employee Contractor Vehicle De-Activate This function will automatically discharge or suspend an Employee or Contractor if they have not clocked within a specified number of days. You can deactivate groups of employees under this page. Select them by Work Location or Pay Category then if they haven t clock for x time of days they can be discharge or suspended, but you will have to give a reason for your doing. XTime Elite User Manual V Page 162 of 169

163 VEHICLES: TERMINAL EVENTS These are system events used by the controller interface to show the status on the terminals. This is used in the terminal report and the command centre. XTime Elite User Manual V Page 163 of 169

164 TERMINALS Terminals are linked to controllers, unless the terminal is a Sagem unit which runs directly on the network via TCP/IP. To add a new terminal, select the blue add button at the lower right of the screen. To make changes to an existing terminal, select the name from the drop down list at the top of the screen, and then click on the yellow edit button Main Company The company to which the controller server, controller engine, controller and terminal is linked to Controller Server The controller server to which the controller engine, controller and terminal is linked to Controller Engine The controller engine to which the controller and terminal is linked to Controller The name of the controller that the terminal is connected to Name The name of the terminal Unit Type The type of unit being used at this terminal point Clock Point The clock point to which this terminal is allocated Function The function of the terminal Access, Canteen, Parade Clear Direction Whether this terminal is used to enter or exit site Relay Terminal A relay can be pulled on an alternate terminal connected to the same controller Display terminal This is an alternate terminal that can display messages clocked on this terminal. The dropdown will only show terminals on the same controller IP Address Some terminals will have an IP Address. Sagem terminals that are not linked to a controller require an IP address. The IP address will always be visible for TCP IP readers like IPB, EABR, itrt and itt type readers. Fixed Address The address of the reader. This is what the Controller Interface (CI) uses to set the configuration of the terminal. It is a very important field that must be captured. Version The firmware version of the terminal Events & Actions If the System Parameter: Terminal Events and Actions is on under CONFIGURATION SYSTEM PARAMETERS MODULES, this will be selectable on the terminal XTime Elite User Manual V Page 164 of 169

165 Enabled If this terminal is enabled on the system, select this check box Bio Reader: Select the Morpho reader that is linked to this terminal Check Bio: If a Morpho facial recognition unit is linked to this terminal, this parameter must be set Equipment Lights: If this terminal is linked to a clockpoint where equipment required before entry, lights can be configured for each piece required by means of lights that turn on when the equipment is validated Params Relay Number The relay used by the terminal. Some terminals have 2 relays but generally the 1 st one is always used. Relay Timeout The time in seconds before the relay changes its state Display Timeout The time in seconds that the event is seen on the terminal screen Breathaliser Timeout The time in seconds that the request is active Breathaliser If a breathaliser unit is connected to this terminal Contacts Enabled Activates the push button input Finger reader attached For biometric readers Push Button Present Activates the push button input Pin Validation Activates the PIN validation function o Temporary Access: Used in conjunction with the HID PIN issue application add-in o Pin Validation: Pin and Password, Tag and Pin o Disabled: Deactivates the keypad (in the case of a switched reader, only the direction keys will be active) Relay action indicates that a light is present XTime Elite User Manual V Page 165 of 169

166 Exception Report Message: When selected, this message will appear on the exception report when an employee clocks at this terminal. Visitor drop box check if this terminal has a visitor drop box for tags Equipment Lights Timeout: The period of time the lights will stay lit after the validation is done Finger Quality The lower the setting the greater the mismatches that will happen onsite. Finger ID Level This is the security level for verification of the fingerprint when scanning on the reader. Enable Name Display This setting is for IPB7 readers only. Enable Image Display This is for IPB7 readers only and needs the image display app to work. Equipment Type This parameter is only visible if the Equipment Module is licenced. Finger on Card tells the terminal to read the fingerprint from the tag Tag and Finger required Tag and finger is required so an employee cannot clock with either the tag or his finger Contacts Devices connected to the terminal like a maglock, a door sensor, a light or a push button Relays Naming of relays for events and actions Default Event Actions These are the generic actions that will happen on all YES and all NO transactions. XTime Elite User Manual V Page 166 of 169

167 Event Actions Here, additional event actions can be configured which will override the default actions. This is done per clocking event type, and all actions must be catered for. Example: if you have configured a default YES action with a short beep, a green LED and a relay pull, but you want an additional light on a time recording event, you would repeat the short beep; green LED and the relay pull and add the additional light Input Actions Conditions can be set on the contact state Equipment Lights If the equipment lights parameter is enabled, they are configured here. The lights are usually linked to an I16 unit that has many relays. All 3 fields are mandatory: TITLES This screen enables the user to capture titles which will be used on the employee capture screens. To add a new title, select the blue add button at the lower right of the screen. To make changes to an existing title, select it from the drop down list at the top of the screen, and then click on the yellow edit button. XTime Elite User Manual V Page 167 of 169

168 TRANSLATE XTime allows you to change the name or caption of any word in the system. For example, if you wanted to change the word vehicle to motor, you would do it here: It is necessary to close and re-open XTime in order for these changes to take effect: Notice that only the first list item has changed from Vehicles to Motors. The reason is that the line of text must be entered exactly as it is. So to change Vehicle movement, you will have to translate the full 2 words, not just the vehicle part: ZONES This screen enables the user to set up the zones for clock points. To add a new zone, select the blue add button at the lower right of the screen. To make changes to an existing zone, select it from the drop down list at the top of the screen, and then click on the yellow edit button. XTime Elite User Manual V Page 168 of 169

169 Name Name the Zone This field serves no purpose in the current Xtime and will be removed in the Parent Zone major release. This was mainly done for the mining environment where they have special areas and need to divide these areas for various reasons. The average corporate site will use surface for all the zones. Surface Underground Dusty SUD Opencast Hot Underground Cool Underground Exempt Underground Natural Acclim Underground Non Mining This feature can limit the amount of people in a zone. Once this parameter is selected Limit Capacity the 3 parameters below become visible for selection. Increment on clock in Count each clock in as an additional person in the zone. Decrement on clock out Count each clock out as less one in the zone. The amount of people allowed in the zone after which access will be denied until one or Capacity more people have moved out of the zone. There is a function tag that can be used to clear or fill the zone capacity. ** END OF DOCUMENT ** XTime Elite User Manual V Page 169 of 169