AB Soft Home Theater Server BePunctual User Manual

Version 4.0

User Manual

BePunctual Server

User Manual of BePunctual Server

Version 4.0

ORGANIZATION INFORMATION........................................................................................19

DEPARTMENTS........................................................................................................................19

ADDING A NEW DEPARTMENT ........................................................................................................19

STAFF TYPES....................................................................................................................................19

ADDING A NEW STAFF TYPE...........................................................................................................19

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

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

VIEWING A STAFF PUNCH CARD....................................................................................................27

ADDING A PUNCH ENTRY................................................................................................................27

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

REPORTS................................................................................................................................30

GENERATING A REPORT ..................................................................................................................30

WORKING DAYS AND HOURS TEMPLATES................................................................31

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

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

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RUN WHEN LOG

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

•

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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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

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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

http://www.bepunctual.com/bepunctual/Installation.asp

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.

If you forget the password, please send an email to [email protected] together with the file

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.

Knowing the User Interface

Main Application Window

The main application window consists of the following components:

•

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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Main Menu

Sub-Menu

Description

File

New Staff

Add a new staff

New Staff Type

New Department

New Approved Leave

New Leave Type

New Holiday

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 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

Click this save the changes.

Cancel

Click this to cancel the changes and revert to the

previous settings.

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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

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

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

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

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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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

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

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

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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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

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

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

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

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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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

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

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

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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:

•

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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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:

•

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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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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Organization Information

You can view and edit your organization information in the Setup Organization View.

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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User Manual of BePunctual Server

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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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User Manual of BePunctual Server

Version 4.0

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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User Manual of BePunctual Server

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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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User Manual of BePunctual Server

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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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User Manual of BePunctual Server

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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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User Manual of BePunctual Server

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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

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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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User Manual of BePunctual Server

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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

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

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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User Manual of BePunctual Server

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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.

Page 35 of 35

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