Version 4.0
User Manual
BePunctual Server
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User Manual of BePunctual Server
Version 4.0
6
7
ORGANIZATION INFORMATION........................................................................................19
DEPARTMENTS........................................................................................................................19
ADDING A NEW DEPARTMENT ........................................................................................................19
STAFF TYPES....................................................................................................................................19
ADDING A NEW STAFF TYPE...........................................................................................................19
8
STAFFS .......................................................................................................................................20
ADDING A NEW STAFF....................................................................................................................20
STAFF GENERAL INFORMATION PAGE............................................................................................20
STAFF PUNCH IN/OUT SETTINGS PAGE........................................................................................21
STAFF WORKING DAYS & HOURS SETTINGS PAGE.....................................................................21
STAFF PAY SETTINGS PAGE............................................................................................................22
STAFF CONTACT INFORMATION PAGE ...........................................................................................24
STAFF BIOMETRIC FINGERPRINT PAGE .........................................................................................24
9
HOLIDAYS.................................................................................................................................25
ADDING A NEW HOLIDAY ...............................................................................................................25
LEAVE TYPES.......................................................................................................................26
ADDING A NEW LEAVE TYPE...........................................................................................................26
APPROVED LEAVE..............................................................................................................26
ADDING A NEW APPROVED LEAVE.................................................................................................26
PUNCH CARDS AND PUNCH ENTRIES...........................................................................27
10
11
12
VIEWING A STAFF PUNCH CARD....................................................................................................27
ADDING A PUNCH ENTRY................................................................................................................27
13
PUNCH STATIONS ...............................................................................................................28
CONNECTING A PUNCH STATION TO THE SERVER SOFTWARE....................................................28
CONFIGURING A PUNCH STATION..................................................................................................28
DELETING AN INACTIVE PUNCH STATION .....................................................................................29
BROADCASTING A MESSAGE TO ACTIVE PUNCH STATIONS........................................................29
CONTACTING A STAFF ON AN ACTIVE PUNCH STATION ..............................................................29
14
REPORTS................................................................................................................................30
GENERATING A REPORT ..................................................................................................................30
WORKING DAYS AND HOURS TEMPLATES................................................................31
15
EDITING DEFAULT WORKING DAYS AND HOURS TEMPLATE.......................................................31
SAVING STAFF WORKING DAYS AND HOURS AS A TEMPLATE....................................................31
APPLYING A STAFF WORKING DAYS AND HOURS TEMPLATE ......................................................31
16
STAFF PAY TEMPLATES ...................................................................................................32
EDITING DEFAULT STAFF PAY TEMPLATE......................................................................................32
SAVING STAFF PAY AS A TEMPLATE...............................................................................................32
APPLYING A STAFF PAY TEMPLATE.................................................................................................32
17 VISITOR TYPES....................................................................................................................33
ADDING A NEW VISITOR TYPE.......................................................................................................33
18 VISITORS ...............................................................................................................................33
ADDING A NEW VISITOR ................................................................................................................33
19 CUSTOMIZATIONS..............................................................................................................34
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User Manual of BePunctual Server
Version 4.0
RUN WHEN LOG
ON
WINDOWS.....................................................................................................34
SHOW ICON IN TASKBAR NOTIFICATION AREA............................................................................34
PREVENT STANDBY AND HIBERNATE .............................................................................................34
PREVENT CHANGING OF SYSTEM TIME..........................................................................................34
CONNECTION PORT NUMBER..........................................................................................................34
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User Manual of BePunctual Server
2 Introduction
Version 4.0
What is BePunctual Server?
Aquarius Soft BePunctual Server is the central configuration, management and reporting
component of the Aquarius Soft BePunctual computer employee biometric fingerprint time clock
software and visitor management solution.
You would use this Server software to perform the following tasks:
•
Configure your organization details like organization name and logo image to display in
reports
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•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
Add your company departments
Add your company staff types and visitor types
Add the staffs who would be using BePunctual to punch in and out
Enroll or import your staff fingerprints
Setup your staff details like working days and hours, pay, punch ID and PIN etc.
Pre-register your visitors
Add holidays applicable to your company
Add leave types applicable to your company
Add staff approved leave
Check staff attendance and punctuality
Check visitor status
View and edit staff computer punch cards
Generate reports
Configure punch stations
Broadcast messages to punch stations
Contact staff at the punch station via instant messaging
One copy of this server software will have to be running in order for the punch station software to
connect to it to perform punching in/out.
Features and Benefits
Save Time
Manager no longer need to spend hours manually going through paper punch cards to consolidate
staff worked hours and calculate their pay. BePunctual generates worked hours and pay reports
instantly.
Save Money
With its build in payroll and approved leave support, small companies may not need to buy
additional payroll and leave tracking software.
Easy to Setup
It takes less than 1 minute to install the BePunctual Server software...and another few minutes more
to add the staff details and the solution is all ready to use.
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User Manual of BePunctual Server
Version 4.0
Easy to Use
Like all other Aquarius Soft products, we spent much time in making sure that the software is very
easy to learn and use by both the administrator and your staff.
Single or multiple distributed punch stations
You can setup BePunctual solution on one single computer or on multiple computers in your network.
For single computer setup, you would install the Server software and the Group Punch Station
software in the same computer.
For multiple distributed computers setup, you would install the Server software on one computer and
install the punch software on other networked computers.
Instantly Check Who's Not In/In/Out Today
Every staff can check who's not in, who's in and who's out today on the punch station software. This
feature can be disabled for any punch station if needed.
Prevent Buddy Punching
One main problem of paper systems is that of buddy punch, i.e. staff asking another person to
punch in/out for him. With BePunctual, you can install a fingerprint scanner to verify your staff
during punch in/out. A webcam can also be installed to capture a photo of the staff when the staff is
punching in/out. The administrator can then perform random checks at the Server software to see if
the photo matches the staff.
Build in Payroll Functions
BePunctual comes integrated with simple yet comprehensive staff payroll functions. For small
companies, they may not need separate payroll software to generate staff pay reports.
Build in Leave Records
Approved staff leave (paid and no pay leave) can be recorded in BePunctual. BePunctual reports will
take into account of staff leave.
When a staff does not report for work today because his is on leave, the system will also reflect that
on the Who's In/Out view so that others will know why the staff is not in.
If you are currently using a paper leave system, you can use BePunctual to record your staff
approved leave.
Integrated Visitor Management System
With it's built in visitor management system, you can pre-register your visitors, check their sign
in/out status and set visitor alerts.
Minimum System Requirements
Hardware:
•
•
•
•
Computer that can run Windows Vista, XP or 2000 smoothly.
128 megabytes (MB) of RAM or higher recommended.
Super VGA (800 x 600) or higher-resolution video adapter and monitor
10 MB of hard disk space for BePunctual Server software. Additional of up to 2 GB required
for database.
•
•
Network adapter to access your local network if the Server software and punch station
software are run on separate computers.
BePunctual Biometric Fingerprint Scanner to enroll staff fingerprints.
Software:
•
Windows Vista, XP or 2000.
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User Manual of BePunctual Server
Version 4.0
3
Installation and Remove
Installing the application
NOTE: Please ensure that you log into Windows with an administrator account before starting the
installation.
After downloading the application setup file BePunctualServer.EXE, double click on the file to run
the setup program that will guide you through a simple installation process.
For detailed instructions on how to setup a complete solution, please visit
Removing the application
You can remove the software via Control Panel -> Add and Remove Programs -> Aquarius
Soft BePunctual Server -> Change/Remove
If will be prompt to enter the software password if it is set.
BePunctualOD.bpd
You can find this file via BePunctual Server -> Setup -> Options ->Backup -> Open Data
Folder
Do give us your invaluable feedback and suggestion on how we can improve the software to work
for you. Feedback Now.
4
Knowing the User Interface
Main Application Window
The main application window consists of the following components:
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•
•
•
•
•
•
Title Bar: Move and size the application.
Main Menu: Provide access to all the software functions
Time Display: Show the current time.
Date: Show the current date.
Main Tab: The Main Tabs is for selecting the content to display in the Content Area.
Content Area: Show the selected content.
Status Bar: Show help text and status.
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Version 4.0
Main Menu
Menu
Sub-Menu
Description
File
New Staff
Add a new staff
New Staff Type
New Department
New Approved Leave
New Leave Type
New Holiday
Print
Add a new staff type
Add a new department
And a new approved leave
Add a new leave type
Add a new holiday
Print the data in the current view
Export the data in the current view
Export
Hide BePunctual Server
Exit BePunctual Server
Add
Hide the application in the background
Exit the application
Edit
Add a new item
Edit
Edit the selected item
Delete the selected items
Select all items
Delete
Select All
View
Today
View who's in and out now today
View staff punch cards
View staff approved leave
View punch station status
View setup
Punch Cards
Approved Leave
Punch Station
Setup
Status Bar
Show or hide the status bar
Refresh current view
Refresh
Reports
Setup
Working Days and Hours Generate staff working days and hours
Attendance Report
Punctuality Report
Worked Hours Report
Pay Report
Generate staff attendance report
Generate staff punctuality report
Generate staff worked hours report
Generate staff pay report
Setup Wizard
Organization
Departments
Staff Types
Run the setup wizard
Setup organization information
Add, edit or delete departments
Add, edit or delete staff types
Add, edit or delete staffs
Staffs
Holidays
Add, edit or delete holidays
Leave Types
Visitor Types
Visitors
Add, edit or delete leave types
Add, edit or delete visitor types
Add, edit or delete visitors
Options
Configure BePunctual Server software options
Change the administrator password
Administrator Password
Identify Fingerprint
Tools
Help
Lets you check if a staff fingerprint is enrolled
in the system.
Help
Display BePunctual Server help
About
Display BePunctual Server product information,
version number and copyright
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Main Tab
The Main Tab is for selecting the content to display in the Content Area. The following tabs are
available on the Main Tab:
•
•
Today: Click this tab to check who's in/out today.
Punch Cards: Click this tab to show staff punch cards containing punch in/out times and
remarks.
•
•
•
Approved Leave: Click this tab to show staff approved leave. You can then add, edit or
delete staff approved leave.
Punch Stations: Click this tab to show all the punch station that has connected to the
server software.
Setup: Click this tab to configure, view and edit your organization, staff and visitor details.
Setup Overview View
This view provides a summary of the information to setup in the software. Click on a link to access a
particular information.
This view is accessed via Setup Tab > Overview
Setup Organization View
This view lets you view and edit your organization information.
This view is accessed via Setup Tab > Organization
Control
Type
Description
Organization Name
Organization Type
Address
Edit Box
Enter your organization name here.
Select or enter your organization type here.
Enter your organization address here.
Enter your organization city here.
Enter your organization postal code here.
Enter your organization state here.
Enter your organization country here.
Enter your organization phone number here.
Enter your organization fax number here.
Selection Box
Edit Boxes
Edit Boxes
Edit Boxes
Edit Boxes
Edit Boxes
Edit Box
City
Postal Code
State
Country
Phone
Fax
Edit Box
Organization Logo
Edit Box
Enter the location of your organization logo image.
This image is displayed in reports generated. If not
set, the BePunctual Logo will be displayed in
reports.
Browse
Button
Click this button to browse for your organization
logo image
Save
Text Button
Text Button
Click this save the changes.
Cancel
Click this to cancel the changes and revert to the
previous settings.
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Version 4.0
Setup Departments View
You can then group your staffs into departments and set a department head for each department.
This view lets you add, edit and delete your organization departments.
This view is accessed via Setup Tab > Departments
Control
Add
Type
Description
Text Button
Text Button
Text Button
Click this to add a new department.
Click this to edit the selected department.
Click this to delete the selected departments.
Edit
Delete
Setup Staff Types View
You can group your staff into staff types. This view lets you add, edit and delete your organization
staff types like cleaner, engineer, sales etc.
This view is accessed via Setup Tab > Staff Types
Control
Add
Type
Description
Text Button
Text Button
Text Button
Click this to add a new staff type.
Click this to edit the selected staff type.
Click this to delete the selected staff types.
Edit
Delete
Setup Staffs View
This view lets you add, edit and delete your staffs/employees who will be using BePunctual
Group/Staff Punch Station to punch in/out.
This view is accessed via Setup Tab > Staffs
Control
Add
Type
Description
Text Button
Text Button
Click this to add a new staff.
Details/Edit
Click this to view and edit the selected staff
information.
Delete
Text Button
Click this to delete the selected staff.
Setup Holidays View
This view lets you add, edit and delete holidays applicable to your organization.
This view is accessed via Setup Tab > Holiday
Control
Add
Type
Description
Text Button
Text Button
Text Button
Click this to add a new holiday.
Click this to edit the selected holiday.
Click this to delete the selected holidays.
Edit
Delete
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Version 4.0
Setup Leave Types View
This view lets you add, edit and delete your organization leave types like Annual Leave, Medical
Leave, No-Pay Leave etc.
This view is accessed via Setup Tab > Leave Types
Control
Add
Type
Description
Text Button
Text Button
Text Button
Click this to add a new leave type.
Click this to edit the selected leave type.
Click this to delete the selected leave types.
Edit
Delete
Setup Visitor Types View
You can group your visitors into visitor types. This view lets you add, edit and delete your visitor
types like parents, contractors, sale person etc.
This view is accessed via Setup Tab > Visitor Types
Control
Add
Type
Description
Text Button
Text Button
Text Button
Click this to add a new visitor type.
Click this to edit the selected visitor type.
Click this to delete the selected visitor types.
Edit
Delete
Setup Visitors View
This view lets you add, edit and delete your visitors who will be using BePunctual Visitor Station
to sign in/out.
This view is accessed via Setup Tab > Staffs
Control
Add
Type
Description
Text Button
Text Button
Click this to add a new visitor.
Details/Edit
Click this to view and edit the selected
visitorinformation.
Delete
Text Button
Click this to delete the selected visitor.
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Version 4.0
Today View
This view lets you check who's in/out now today and their punch in/out times and remarks.
This view is accessed via Today Tab.
Control
Type
Description
Punch In Photo
Image
This shows the staff/visitor photo captured during
punch in.
Punch Out Photo
Who's Not In
Who's In
Image
This shows the staff/visitor photo captured during
punch out.
Radio Button
Radio Button
Click this to view staffs/visitors who has not punch
in today and the reason if any.
Click this to view staffs/visitors who has punched
in today, their punch in time and punch in
remarks.
Who's Out
All
Radio Button
Radio Button
Click this to view staffs/visitors who has punched
out today, their punch out time and punch out
remarks.
Click this to view all staffs/visitors last punch in
and out details.
Staff
Selection Box
Selection Box
Selection Box
Selection Box
Select the staff you want to check.
Staff Types
Departments
Visitor Types
Select the staff type you want to check.
Select the department staff you want to check.
Select the visitor type you want to check.
Punch Cards View
This view lets you view, add, edit and delete staff punch card entries (punch in/out times and
remarks).
This view is accessed via Punch Cards Tab.
Control
Type
Description
Punch In Photo
Punch Out Photo
From Date
To Date
Image
This shows the photo captured during punch in.
This shows the photo captured during punch out.
Select the start date to query.
Select the end date to query.
Image
Date Control
Date Control
Text Button
Text Button
Text Button
Text Button
Selection Box
This Month
Last Month
This Year
Set the query dates to this month.
Set the query dates to last month.
Set the query dates to this year.
Set the query dates to last year.
Select the staff to view.
Last Year
Staff
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Version 4.0
Approved Leave View
This view lets you add, edit and delete your staff approved leave. This information lets you track the
frequency and reason of their leave easily. This information is also used when generating the various
reports.
This view is accessed via Approved Leave Tab.
Control
Add
Type
Description
Text Button
Text Button
Text Button
Click this to add a new approved leave.
Click this to edit the selected approved leave.
Click this to delete the selected approved leave.
Edit
Delete
Punch Stations View
This view shows you the status of all the punch station software that has been connected to this
server software. It also lets you configure these punch station remotely, contact the staff on a punch
stations and broadcast messages to punch stations.
The connection information (Server Name, IP and Port Number) required for punch station software
to connect to this server software is displayed here. Use this information when setting up the punch
station's connection settings.
This view is accessed via Punch Stations Tab.
Control
Type
Description
Configure Station
Delete Station
Contact Staff
Text Button
Text Button
Text Button
Click this to configure the selected punch station.
Click this to delete the selected punch station.
Click this to chat with the staff on the selected
punch station.
Broadcast
Text Button
Click this to broadcast message to all connected
punch stations.
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User Manual of BePunctual Server
Version 4.0
5
Getting Started
Running the Application
BePunctual Server has a Windows service (BePunctual Server Service) module that is run in the
background when the computer is power up with or without log on. This ensure that the punch
stations can connect to it and perform punch in/out without having to log on into the computer.
You can run BePunctual Server software by double clicking on the application shortcut
at the
following place:
Windows Start Menu -> Programs -> Aquarius Soft -> BePunctual Server
Hiding the Application
You can hide the software if its icon is configured to display in the taskbar notification area. To hide
the application, click Close button the top right of the window
Showing the Application
To show the application when it is hidden, right click on its icon
in the taskbar notification area
and select Restore
Alternatively, you can double click on its icon
in the taskbar notification area
Exiting the Application
To exit the application, click File -> Exit BePunctual Server
Setup Wizard
When the server software is run for the first time, a Setup Wizard will guide you through a simple
setup process to configure the following:
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•
•
•
•
Your organization name and type
Adding departments
Adding staff types
Staff working hours options
Administrator password
After finishing the Setup Wizard, the Setup Staff View will be displayed to let you add your staffs.
In order to use the BePunctual system for staff punching in/out, minimally, staffs with their punch ID
and PIN has to be added into the server software database.
You can always run the setup wizard again in the Setup Tab.
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Viewing Who's In/Out
To view who's in/out today:
•
•
•
•
•
•
Run and show the Server software.
Click Today Tab to show the Today View
To see who is not in today, click Who's Not In
To see who is in already today, click Who's In
To see who is out already today, click Who's Out
To see all staff status, click All
You can filter the information by staff, staff type, department or visitor type.
Viewing Staff Punch Cards
A staff punch card contain all the staff punch entries, i.e. punch in/out times and remarks.
To view a staff punch card:
•
•
•
•
Run and show the Server software.
Click Punch Cards Tab to show the Punch Cards View
Select the period to view.
Select the staff to view.
Viewing Staff Approved Leave
To view staff approved leave that have been added to the system:
•
•
•
•
Run and show the Server software.
Click Approved Leave Tab to show the Approved Leave View
Select the period to view.
Select a staff or staff type or department to view.
Viewing Punch Station Status
To view the status of the punch stations connected to the server software:
•
•
•
Run and show the Server software.
Click Punch Station Tab to show the Punch Station View
Select the station you want.
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Version 4.0
Viewing Organization Information
To view your organization information:
•
•
•
Run and show the Server software.
Click Setup Tab.
Click Organization to show the Setup Organization View
Viewing Departments
To view the departments you have added to the system:
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•
•
•
Run and show the Server software.
Click Setup Tab.
Click Departments to show the Setup Department View
Select the department you want.
Viewing Leave Types
To view the leave types that have been added to the system:
•
•
•
•
Run and show the Server software.
Click Setup Tab.
Click Leave Types to show the Setup Leave Types View
Select the leave type you want.
Viewing Holidays
To view the holidays that have been added to the system:
•
•
•
•
Run and show the Server software.
Click Setup Tab.
Click Holidays to show the Setup Holidays View
Select the holiday you want.
Viewing Staff Types
To view the staff types that have been added to the system:
•
•
•
•
Run and show the Server software.
Click Setup Tab.
Click Staff Types to show the Setup Staff Types View
Select the staff type you want.
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Viewing Staff Information
To view your staff information:
•
•
•
•
Run and show the Server software.
Click Setup Tab.
Click Staffs to show the Setup Staffs View
Select the staff you want.
Viewing Visitor Types
To view the visitor types that have been added to the system:
•
•
•
•
Run and show the Server software.
Click Setup Tab.
Click Visitor Types to show the Setup Visitor Types View
Select the staff type you want.
Viewing Visitor Information
To view your staff information:
•
•
•
•
Run and show the Server software.
Click Setup Tab.
Click Visitors to show the Setup Visitors View
Select the staff you want.
Viewing Visitor Punch Cards
A visitor punch card contain all the visitor sign in/out entries, i.e. sign in/out times and remarks.
To view a visitor punch card:
•
•
•
•
Run and show the Server software.
Click Punch Cards Tab to show the Punch Cards View
Select the period to view.
Select the visitor to view.
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Version 4.0
Enrolling Staff Fingerprint
You can enroll a staff fingerprint for use in punching in/ou via Server software -> Setup -> Staffs
-> Edit Staff -> Biometric Fingerprint -> Enroll
Importing Staff Fingerprint Template
Alternative, you can enroll the staff fingerprint on another computer and save it as a template to be
imported into the Server software.
To enroll staff fingerprint and save it to a template, use the BePunctual Biometric Fingerprint
Scanner Software.
You can then import the staff fingerprint template into the Server software via Server Software ->
Setup -> Staffs -> Edit Staff -> Biometric Fingerprint -> Import
Verifying Staff Fingerprint
To verify a fingerprint that has been enrolled or imported:
Server software -> Setup -> Staffs -> Edit Staff -> Biometric Fingerprint -> Enroll
Identifying Staff Fingerprint
To check if a fingerprint is enrolled in the system:
Server software -> Tools -> Identify Fingerprint
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6
Organization Information
You can view and edit your organization information in the Setup Organization View.
7
Departments
You can group your staff into departments. Examples of departments are human resource, R&D etc.
When a department is created, you can select one of the staff as its head of department. The head
of department will be the manager of the staffs within that department.
To add a staff to a department, edit the staff information and select his department
Once you have setup a department and its staffs, you can query information based on department
names.
Adding a New Department
You can add a new department via Setup Tab -> Departments -> Add
Enter the following information into the Add a Department window:
•
•
•
Department Name
Department Code
Head of Department
Staff Types
Staff Type is another way to group your staffs. Examples of staff types are cleaner, receptionist etc.
To add a staff to a staff type, edit the staff information and set his staff type.
Once you have setup a staff type and its staffs, you can query information based on staff type.
Adding a New Staff Type
You can add a new staff type via Setup Tab -> Staff Types -> Add
Enter the following information into the Add a Staff Type window:
•
Staff Type Name
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8
Staffs
Staffs are your organization employees or workers. The following groups of information can be store
and set for each staff:
•
General information like full name, display name, staff ID, department, staff type,
supervisor etc.
•
•
•
•
Punch in/out settings like punch ID and punch PIN
Working days and hours
Pay information
Contact information
Adding a New Staff
You can add a new staff via Setup Tab -> Staffs -> Add
A Add a Staff wizard will guide you through the following pages:
•
•
•
•
•
Staff General Information
Staff Punch In/Out Settings
Staff Working Days & Hours Settings
Staff Pay Settings
Staff Contact Information
Staff General Information Page
This page lets you enter a staff's general information and add a photo for the staff.
Item
Description
Title
Dr./Mr./Mrs./Mdm./Ms.
Enter the full name of the staff here.
Staff Full Name
Staff Display Name
This optional display name of the staff, if set, will be displayed in the
punch station software.
Staff ID
This is the staff ID as given by your organization.
Select the staff type the staff belongs to.
Enter the designation of the staff here. E.g. Manager, Senior Engineer etc.
Select the department the staff belongs to.
Select the staff's supervisor here.
Staff Type
Designation
Department
Supervisor
Photo
Click this to select a photo for the staff.
Delete
Click this to delete the staff photo.
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Staff Punch In/Out Settings Page
This page lets you configure a staff's punch in/out settings.
Item
Description
Punch ID
Set the staff punch ID here.
This must be set.
Punch PIN
Set the optional staff punch
PIN here.
Disallow this staff from punching in/out
Check this option if you want
to disallow this staff from
punching in/out.
Maximum number of punch in and out sets per day.
This is the number of times
the staff can punch in and
out per day.
Staff Working Days & Hours Settings Page
This page lets you configure a staff's working days and hours.
Item
Description
Staff works the same times on every working day
Check this option if the staff
has the same working times on
every working day
Working Day (Monday to Sunday)
Half Working Day Check Box
Select the days the staff
works.
Check this option if any of the
working day is a half working
day.
Half Working Day (Monday to Sunday)
Alternate Week Check Box
Select the days which are half
working days.
Check this option if any of the
working day is an alternate
week working day, i.e. staff
works on alternate week for
that day.
Alternate Week (Monday to Sunday)
Can Work Overtime Check Box
Can Work Overtime (Monday to Sunday)
Flexi-Time Check Box
Select the days which are
alternate week working days.
Check this option if the staff
can work overtime.
Select the days which the staff
can work overtime.
Check this option if the staff
works flexi-time, i.e. the staff
has flexible reporting and
knock-off times.
Flexi-Time (Monday to Sunday)
Hours to Work Check Box
Select the days which the staff
works flexi-time.
(Only for flexi-time) Check this
option if the staff has to work
a specific number of hours on
his flexi-time working days.
Hours to work (Monday to Sunday)
(Only for flexi-time days)
Select the number of hours the
staff has to work on his flexi-
time working days.
(Latest) Reporting Time (Monday to Sunday)
This is the time to report to
work on a working day.
For flexi-time working day, this
is the latest time to report to
work.
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1st Half Knock Off Time (Monday to Sunday)
(Only for full-working days)
This is the time a staff can
knock off from work when the
staff takes 2nd half of the day
leave.
2nd Half Reporting Time (Monday to Sunday)
Knock Off Time (Monday to Sunday)
(Only for full-working days)
This is the time a staff has to
report to work when the staff
takes 1st half of the day leave.
This the the time the staff can
knock off from work on a
working day.
For flexi-time working day, this
is the earliest time the staff
can knock off from work.
Minimum OT Hours Check Box
(Only when overtime is
allowed) Check this option if
the staff has to work a
minimum time before it is
consider overtime.
Minimum OT Hours (Monday to Sunday)
Maximum OT Hours Check Box
(Only when overtime is
allowed) Select the minimum
overtime hours for a working
day.
(Only when overtime is
allowed) Check this option if
there is a limit in the overtime
hours per day.
Maximum OT Hours (Monday to Sunday)
Alternate Week Start Day (Monday to Sunday
(Only when overtime is
allowed) Select the maximum
overtime hours for a working
day.
(Only when alternate week
days) Select the starting day
for the alternate week working
day. The starting day must be
the same day of the week as
the working day.
Staff Pay Settings Page
This page lets you configure a staff's pay.
Item
Description
Pay Type
Salary Basis, Daily Basis or
Hourly Basis.
Pay Period
Monthly, Semi-Monthly, Bi-
Weekly or Weekly.
Monthly Salary
Monthly salary amount for
salary based staff with
monthly pay period only.
Semi-Monthly Salary
Semi-monthly salary amount
for salary based staff with
semi-monthly pay period
only.
Bi-weekly Salary
Bi-weekly salary amount for
salary based staff with bi-
weekly pay period only.
Weekly Salary
Weekly salary amount for
salary based staff with
weekly pay period only.
Working Day Pay Per Day
Working day pay per day
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amount for daily based staff
only.
Working Day Pay Per Day By Day of Week
Check this option if the
working day pay per day is
different for one or more
days of the week. You will
then be able to enter the pay
for each day of the week.
Working Day Pay Per Hour
Working day pay per hour
amount for hourly based
staff only.
Working Day Pay Per Hour By Day of Week
Check this option if the
working day pay per hour is
different for one or more
days of the week. You will
then be able to enter the pay
for each day of the week.
Working Day Overtime Pay Per Hour
Working day overtime pay
per hour amount.
Set the amount to 0 if the
staff is not entitled to
overtime pay.
Working Day Overtime Pay Per Hour By Day of Week
Check this option if the
working day overtime pay
per hour is different for one
or more days of the week.
You will then be able to enter
the overtime pay for each
day of the week.
Set the amount to 0 if the
staff is not entitled to
overtime pay for a particular
day.
Non-Working Day Pay Per Hour
Pay per hour amount when
you staff comes to work on a
non-working day.
Set the amount to 0 if the
staff is not entitled to non-
working day pay.
Non-working Day Pay Per Hour By Day of Week
Check this option if the non-
working day pay per hour is
different for one or more
days of the week. You will
then be able to enter the pay
for each day of the week.
Set the amount to 0 if the
staff is not entitled to non-
working day pay for a
particular day.
Holiday Pay Per Hour
Pay per hour amount when
you staff comes to work on a
holiday.
Set the amount to 0 if the
staff is not entitled to holiday
pay.
Credit paid holiday hours
If this option is check,
whenever there is a paid
holiday, the staff will be
credited the number of
working hours as set in the
holiday settings.
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Staff Contact Information Page
This page lets you configure a staff's contact information.
Item
Description
Office Email
This is the staff's office email address.
Office Phone and Extension
Personal Email
Mobile Phone
This is the staff's office phone number and extension.
This is the staff's personal email address.
This is the staff's mobile phone number.
This is the staff's home phone number.
This is the staff's next-of-kin name.
Home Phone
Next-of-Kin Name
Next-of-Kin Phone
Home Address
This is the staff's next-of-kin phone number.
This is the staff's home address.
Staff Biometric Fingerprint Page
This page lets you enroll or import up to 2 fingerprint templates for the staff to use for punching
in/out.
Item
Description
Finger 1 Enroll
Finger 1 Import
Finger 1 Delete
Finger 2 Enroll
Finger 2 Import
Finger 2 Delete
Identify Fingerprint
Start enrolling fingerprint for finger 1.
Import fingerprint template for finger 1.
Delete fingerprint template for finger 2.
Start enrolling fingerprint for finger 2.
Import fingerprint template for finger 2.
Delete fingerprint template for finger 2.
This is for identify a fingerprint to ensure that it is enrolled
into the system.
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9
Holidays
Holidays are non-working days for staffs. BePunctual takes into consideration of holidays when
generating reports and when calculating staff pay.
Holiday can be paid or not paid. For paid holiday, daily pay staff and hourly pay staff can be paid for
this holiday. The number of holiday working hours will be credited to staff with Credit Paid Holiday
Hours flag set in their pay settings.
If a staff reported to work on a holiday, he can be paid per hour of the holiday. This holiday pay per
hour amount is set in the staff's pay settings.
Adding a New Holiday
You can add a new holiday via Setup Tab -> Holidays -> Add
Enter the following information into the Add a Holiday window:
•
•
•
Holiday Date
Holiday Name
Paid Holiday - Whether it is a paid holiday. For paid holiday, daily pay staff and hourly pay
staff can be paid for this holiday.
•
•
Working hours to credit - This number of working hours will be credited to staff with
Credit Paid Holiday Hours flag set in their pay settings.
Remarks
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10 Leave Types
Example of leave types are Annual Leave, Medical Leave etc.
Leave can be paid leave or no-pay leave. For paid leave, pay will not be deducted from the staff
salary. For no-pay leave, pay for the day will be deducted from the staff salary.
Adding a New Leave Type
You can add a new leave type via Setup Tab -> Leave Types -> Add
Enter the following information into the Add a Leave Type window:
•
•
•
Leave Type Name
Leave Type Code - This is the code that will be displayed in reports.
Paid Leave - Whether it is a paid or no-pay leave.
11 Approved Leave
BePunctual lets you track your staff approved leave. Reports generated by BePunctual also takes
into account of your staff leave.
If a staff takes leave today, the Today view will show this information so that the rest will know
why the staff is not in today.
Adding a New Approved Leave
You can add a new approved leave via Setup Tab -> Approved Leave -> Add
A wizard will guide you through to enter the following information:
•
•
•
Staff
Leave Type
Apply Date: This is the date and time when the staff applies the leave. This information
lets you track if the staff has apply an "urgent" leave, i.e. apply leave after the leave is
taken.
•
•
•
Remarks
Date of Leave
Time of Leave - Full day, 1st half or second half of the day.
You can add multiple days of leave at one time.
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12 Punch Cards and Punch Entries
A punch card contains all punch entries of a staff. Each staff has his own punch card.
Each punch card entry contains the following information:
•
•
•
•
•
•
Punch In Date and Time
Punch In Remarks
Punch In Station
Punch Out Date and Time
Punch Out Remarks
Punch Out Station
If a staff forgot to punch in on a working day, there will be no punch entry for that day. Generated
reports will show that the staff is absent for that day. Before generating reports, you may add punch
entries for a staff on those working days that the staff did come to work but forgot to punch in.
If a staff did punched in but forgot to punch out, the punch entry will contain the punch in
information but not the punch out information. So looking at the staff punch card you will be able to
easily identify those days when the staff forgot to punch out. You may then enter the punch out
information for the staff before generating reports.
If a staff can punch in/out multiple times per day, there will be a punch entry for each punch in/out
set.
Viewing a Staff Punch Card
You can view a staff punch card via Punch Card Tab -> Select Period -> Staff
Adding a Punch Entry
You can add a new punch entry for a staff via Punch Card Tab -> Staff -> Add
Enter the following information into the Add Punch Card Entry window:
•
•
•
•
Punch In Date and Time
Punch In Remarks
Punch Out Date and Time - leave this empty if staff has not punched out.
Punch Out Remarks
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13 Punch Stations
Punch stations are software for staffs or visitors to punch in/out or for managers to retrieve
attendance data from the system. For better security of the BePunctual data, they are usually
installed in other computers in the network.
BePunctual Group Punch Station is for multiple staffs to punch in/out at a single location. One
group punch station can be run on the same computer running the Server software.
BePunctual Staff Punch Station is for each staff to punch in/out at his own office computer.
BePunctual Visitor Station is for visitors to register and sign in/out.
BePunctual Manager Station is for managers to monitor his/her staffs attendance.
A punch station needs to be connected to the BePunctual Server software in order to punch in/out.
When connected, the punch station status will be displayed in the Punch Stations View.
For your convenience, you can configure punch stations remotely at the Server software.
The Server software can broadcast messages to all punch stations or chat with a staff at a particular
punch station.
Punch stations that no longer in use can be deleted.
Connecting a Punch Station to the Server Software
To connect a punch station to the server software:
•
•
•
•
•
•
•
•
•
Ensure that the server software is already running.
Run the punch station.
Click Options at the top right to popup a menu.
Select Settings...
Enter the Administrator Password if prompted.
Click Next > until the Connection Settings Page is shown.
Enter the Computer Name or IP Address of the computer running the server software.
Enter the Network Communication Port Number as displayed on the server software.
Click the Test Connection button to test if the connection to the server software can be
established. If no, check the settings and also ensure that the software and port number is
not blocked by any firewall software running in this computer as well as the computer
running the Server software.
•
•
Once the connection to the server software is established, click Next > until the Display
Page is shown.
Click Finish to save the changes.
Configuring a Punch Station
You can configure a punch station remotely via Punch Stations Tab -> Select an active station ->
Configure Station
For details of what can be configured in the punch station, please refer to the punch station help file.
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Deleting an Inactive Punch Station
You can delete a no longer in use punch station via Punch Stations Tab -> Select an inactive
station -> Delete Station
Broadcasting a Message to Active Punch Stations
You can broadcast a message to active punch stations via Punch Stations Tab -> Select the active
stations required -> Broadcast
In the Broadcast Message to Stations window,
•
•
•
Select whether to broadcast to all or selected stations.
Select to show it as the Today's Message or to popup a window to show the message.
Click OK to proceed to broadcast the message.
Contacting a Staff on an Active Punch Station
You can contact a staff on an active punch station and chat with the staff via Punch Stations Tab -
> Select the active station required -> Contact Staff
In the Contact Staff window,
•
•
•
Enter the message to send and click Send.
Click Clear to clear any unsent text.
Click Close to close the dialog.
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User Manual of BePunctual Server
Version 4.0
14 Reports
BePunctual Server can generate the following report types:
•
•
Staff Working Days and Hours: This report shows the working days and hours details of
the staff for the selected period.
Attendance Report: This report shows the staff attendance over a selected period and
computes his attendance. This report allows you to check when a staff is absent and late for
work.
•
Punctuality Report: This report shows the staff punctuality over a selected period and
computes his reporting punctuality and knock off punctuality. This report allows you to
check and measures a staff punctuality.
•
•
Worked Hours Report: This report shows the days and hours worked for a staff. It also
computes the total days and hours worked.
Pay Report: This report calculates the gross pay of a staff over his pay period.
If you need to a custom report, we do provide report customization service. Please email us at
[email protected] with your requirements to get a quote.
Generating a Report
To generate a report:
•
•
•
•
•
•
Run and show the Server software.
Click Reports on the main menu to popup a menu.
Select the report type you want to generate.
A wizard will guide you to provide the necessary information.
The report will then be generated and displayed.
You can then save or print the report.
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15 Working Days and Hours Templates
For your convenience, working days and hours templates can be created and subsequently applied
to staffs.
Editing Default Working Days and Hours Template
You can edit the default working days and hours template via Setup -> Options -> Working Days
& Hours
Saving Staff Working Days and Hours as a Template
While editing a staff working days and hours, you can save the settings as a template to apply on
other staff.
To save a staff working days and hours settings as a template:
•
In the Edit Staff - Working Days and Hours Page, click Select Templates... to popup
a menu.
•
•
Select Save As Working Days & Hours Template
Enter a new name for the template in the Save As Working Days & Hours Template
Dialog
•
Click OK to save the template.
NOTE: You can also save the current settings as the default template by choosing Set As Default in
the popup menu.
Applying a Staff Working Days and Hours Template
While editing a staff working days and hours, you can apply a previously saved template to the
current staff.
To apply a staff working days and hours template to the current editing staff:
•
In the Edit Staff - Working Days and Hours Page, click Select Templates... to popup a
menu.
•
•
•
Select Apply Working Days & Hours Template.
Select a template in the Working Days & Hours Template Dialog.
Click OK to apply the template on the current staff.
NOTE: You can also apply the default template by choosing Apply Defaults in the popup menu.
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16 Staff Pay Templates
For your convenience, staff pay templates can be created and subsequently applied to staff.
The default staff pay template can be configured in the BePunctual Options Dialog while
additional templates can be saved in the Edit Staff - Pay Page.
Editing Default Staff Pay Template
You can edit the default staff pay template via Setup -> Options -> Pay
Saving Staff Pay as a Template
While editing a staff pay in the Edit Staff - Pay Page, you can save the settings as a template to
apply on other staff.
To save a staff pay settings as a template:
•
Click Select Templates... in the Edit Staff - Working Days and Hours Page to popup a
menu.
•
•
•
Select Save As Staff Pay Template
Enter a new name for the template in the Save As Staff Pay Template Dialog
Click OK to save the template.
NOTE: You can also save the current settings as the default template by choosing Set As Default in
the popup menu.
Applying a Staff Pay Template
While editing a staff pay in the Edit Staff - Working Days and Hours Page, you can apply a
previously saved template to the current staff.
To apply a staff pay template on the current editing staff:
•
•
•
•
Click Select Templates... in the Edit Staff - Pay Page to popup a menu.
Select Apply Staff Pay Template.
Select a template in the Staff Pay Templates Dialog.
Click OK to apply the template on the current staff.
NOTE: You can also apply the default template by choosing Apply Defaults in the popup menu.
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17 Visitor Types
Visitor Type is way to group your visitors. Examples of staff types are parents, contractors etc.
To add a visitor to a visitor type, edit the visitor information and set his visitor type.
Once you have setup a visitor type and its visitors, you can query information based on visitor type.
Adding a New Visitor Type
You can add a new visitor type via Setup Tab -> Visitor Types -> Add
Enter the following information into the Add a Visitor Type window:
•
Visitor Type Name
18 Visitors
The following groups of information can be store and set for each visitor:
Item
Description
Visitor Type
Title
Select the staff type the staff belongs to.
Dr./Mr./Mrs./Mdm./Ms.
Visitor Full Name
Visitor Display Name
Personal ID
Vehicle Number
Enter the full name of the visitor here.
This optional display name of the visitor.
This is the visitor's personal ID as defined by your organization.
This is the visitor's vehicle number. This can be use to sign in/out for
visitors.
Contact Number
Email
This is the contact number of the visitor.
This is the email of the visitor.
Details
This is any other details about the visitor.
This is the company of the visitor.
This is the designation of the visitor.
This is the address of the visitor.
Company
Designation
Address
Sign In Alert
If set, this alert message will be displayed at the Visitor Station when
the visitor sign in.
Sign Out Alert
Photo
If set, this alert message will be displayed at the Visitor Station when
the visitor sign out.
This is the visitor’s photo.
Adding a New Visitor
You can pre-register for a visitor by adding a new visitor via Setup Tab -> Visitors -> Add
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User Manual of BePunctual Server
19 Customizations
Version 4.0
Run When Log On Windows
BePunctual Server has a Windows service (BePunctual Server Service) module that is run in the
background when the computer is power up with or without log on. This ensure that the punch
stations can connect to it and perform punch in/out without having to log on into the computer.
However, if for staff at punch station to contact the administrator at the server software using the
built-in instant messaging function, the BePunctual Server software itself has to be running.
If you want the application itself to automatically run each time you log on to Windows, you can
enable this option via Setup -> Options -> General -> Run BePunctual Server when log on
Windows
Show Icon in Taskbar Notification Area
You can set the server software icon to displayed in the taskbar notification area as an indication
that it is running.
You can enable this option via Setup -> Options -> General -> Show icon in the taskbar
notification area
When this option is checked, closing the application will only hides it in the background.
When this option is unchecked, closing the application will exit it.
Prevent Standby and Hibernate
By default, the Server software prevents the computer from going into standby or hibernation so
that punch stations can always connects to it for punching in/out.
When this option is enabled and standby or hibernate is activated, the Server software will turn off
the monitor to save power.
You can change this option via Setup -> Options -> General -> Prevent system from going
into standby or hibernate
Prevent Changing of System Time
You only need to enable this option if the punch station software and the server software is running
on the same computer and the punch station software is running in an Windows XP administrator
account.
You can change this option via Setup -> Options -> General -> Prevent system time from
being changed
NOTE: When this option is on, time can still be change +- 8 minutes from the current time. Is is to
allow Windows to automatically adjust the system time.
Connection Port Number
This is the network communication port used for communication between the Server software and
the punch station software.
Change this settings (9000 to 9099) only if the punch stations cannot connect to the Server
software.
Ensure that this port number is opened and not blocked by any firewall software or router.
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You can change the connection port number via Setup -> Options -> General -> Connection
Port Number -> Port Number
After changing this value, all punch stations will be disconnected and has to reconfigure with this
port number.
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