ZKAccess3.

5 TimeSheet User Manual

Version: V1.0
Date: April, 2012

About This Manual

This document introduces ZKAccess3.5 Attendance Management Model

operation instructions.
 Contents

Contents
1. Navigation ..............................................................................................................1
2. Employee Schedule ................................................................................................1
2.1 Maintenance Timetables..............................................................................1
2.2 Management Shift Schedules ......................................................................8
2.3 Employee Schedule ...................................................................................10
2.4 Attendance Rule ........................................................................................20
2.5 Holidays Maintenances .............................................................................27
2.6 Leave Setting.............................................................................................30
3. Handle Attendance................................................................................................33
3.1 Employee Leaving on Business / Asking for Leave ..................................33
3.2 Handle Employee's Forgetting to Clock In/Out.........................................41
3.3 Coming Late /Leaving Early Collectively .................................................44
4. Search/ Print .........................................................................................................46
4.1 Attendance Record ....................................................................................46
4.2 Current Employee's On-Duty Status..........................................................53
4.3 Attendance Calculating and Reports..........................................................55
4.4 System Operation log ................................................................................80
5. Data Management.................................................................................................82
5.1 Import AC Data .........................................................................................82
5.2 Export AC Data .........................................................................................83

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 1. Navigation

1. Navigation

Double click the [ZKAccess TimeSheet] shortcut on the desktop, it will show

the [Navigation] main interface as below:

Common operations and other important information in the system all displayed

there. Click any icon on the [Navigation], it will shown corresponding interface.

2. Employee Schedule

2.1 Maintenance Timetables

Before Maintenance Shift Schedules, the Timetables must be set up to complete,

select "Maintenance/Options" menu, click on the " Maintenance Timetables" in
the main menu, can set Timetable which is used to arrange employees shift, the
interface as below:

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 ZKAccess3.5 TimeSheet User Manual

If you has not set the shift schedule while set the Timetable, the system will
auto-prompt you should go on shift scheduled management setting, shown as
following figure.

A. Click "Cancel" button, return main menu windows

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 2. Employee Schedule

B. Click on "OK" button, start to set Time Period, the window is following.

Setting the On/Off duty times in this organization, follow the guide to set Timetable
and shift schedule.

According to the company real condition, the method of on-duty and off-duty is
selected, is twice attendance (On duty in morning. Off duty in afternoon.), or is

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 ZKAccess3.5 TimeSheet User Manual

four times (On duty and Off duty in morning and afternoon.), input correspond
to on- duty and off-duty time, click "Cancel" button, return main windows click
"Next" button to continue setting.

If chose twice attendance, click "Next" button to continue setting, the window is
following.

This windows may set the beginning times for C/In and C/Out, definite the time
range of clock-in(C/In) and clock-out(C/Out), and whether at this time employee
must be C/In and C/Out, if want to select this item, just put tick in the selection box,
also can set different option depending on different department and employee, click
"Next" the window is following:

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 2. Employee Schedule

On the window, set regard as coming lately time and regard as leaving early time,
click on "Next" button to enter next window.

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 ZKAccess3.5 TimeSheet User Manual

On the window, the system prompt that it will add a timetable named "Daytime" and
a shift schedule named "Normal". If before operation had chosen "On duty and Off
duty in morning and afternoon". System will add two new Timetables; each is
"A.M" and "P.M". There are three options on the window, according to need to
select, and then click on "Finish" button, and complete setup. User can chose
"Assign this schedule shift to employees who has not assigned any schedule" or
"Assign this shift schedule to ever department as default schedule", click on
"Finish" button, enter period of Shift Timetable Maintenance window.

The Shift Timetable Maintenance interface may be divided into two parts, left part
mainly are the Shifts Timetable list, right side is the Shift Timetable management.
May add, delete,and revise Shift Timetable.

Add: Single-click "Add" button to add a new Timetable, then input the Timetable
name, On Duty Time/Off Duty Time, recording the time as coming lately (Late
Time (Mins)), recording the time as leaves early (Leave Early Time (Mins)), etc.
The Time Attendance record is the effective record only within the hour of Clocking
in/out; take these recording as standard to statistics logs. Simultaneously definite this
Timetable, whether employee must Clock in/out or not. The input time format is
hh:mm, which separately corresponds the hour, the minute.

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 2. Employee Schedule

Delete: Selects the Timetable which has already existed, single-click "Delete"
button to delete the Timetable which has been selected.

Save: Single-click "Save" to renew, when revised or add a Timetable, clicks this
button to save the Timetable setting information.

The field of meaning in Timetable settings

Late Time (Mins): As above figure show, the setting value is 5 minutes,
Illustration's On Duty Time is 09:00. E.g. A. Clock In at 09: 03, B. Clock In at 09:
07, so the A is not coming late, because he check-in time is not over 5 minute, the B
is coming late for 7 minutes, because he check-in time is over for 2 minute.

Leave Early Time (Mins): It is the same as Late Time, depend on the difference
between the clocking out time and the Off Duty Time.

Beginning /Ending In: Must input. Within check-in range of This Timetable the
record regard as validity, outside this scope checking record is the invalid record.

Beginning/Ending out: Must input. Within check-in range of This Timetable the
record regard as validity, outside this scope checking record is the invalid record.
Begin and End Clocking out time can not overlay.

Count as workday: Refers to each Shift record how many working days, if here the
value has been set, the program will defer to the setting value to statistics working
day, otherwise according to Time Attendance rule in option statistics.

Count as minute: The period of this Timetable will be recorded how long time in
the Report, may set it by user. For example: a Timetable's reality length is 9 hours,
may record it as 8 hours, also records in the Report this Timetable is 8 hours.

Must C/In and Must C/Out: According to the different post and the different
request may definite the Shift Timetable whether has to check out/in.

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Change the Display Color: May change each Shift Timetable color, used to
differentiate each different Shift. Just left-click the color with the mouse, the color
will be modified.

2.2 Management Shift Schedules

After setting Timetable, Be able to set Shift Schedule, Select "Maintenance/Options"

menu, click "Management Shift Schedules" sub-item, and then you can enter shift
menu with the following window:

This interface may be divided into Shift name and Shift Timetable, the Shift name
box include Shift Name, Shift Beginning Data, Shift Cycle Num, Shift Cycle Unit.

Name: The shift name can't be repeated, and all the fields in the form can't be empty.

Beginning Data: Application Beginning Date is in the form of yyyy-mm-dd, for

example, April the 26th, 2012 is recorded as 2012-04-26.

Cycle Num: Shift cycling periodicity = Cycle Num * Cycle Unit.

Cycle Unit: Cycle unit consist of day, week, months

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 2. Employee Schedule

Shift Management Tool Bar to add, cancel, modify shift. Under the status of
adding or editing shifts (when " " button is valid), you may Add/Edit/Delete
Shift Time Periods.

Add: Single-click " " button to add a new Shift, the blank Shift

Timetable will appear in the right side, then click " " button, following

window will pop up:

Select a Timetable which has been setup in down-drag menu, add shift Timetable
directly. Which day are you on duty, you make a mark " " on the day you selected.
At same time sign the day as over time or not, then click "OK" button to save setup,
click on "Cancel" button to give up the action.

Delete Shift: Choose a Shift that want to be deleted, click " " button to delete.

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 ZKAccess3.5 TimeSheet User Manual

Edit: Choose a Shift that want to be edited, click " " to edit.

Delete Time Period: Click on " " button, selected Time Period will be deleted.

Save: After a Shift has been edited or added, click " " button to save related
information.

2.3 Employee Schedule

If employee has not been scheduled, then at finally system is unable to statistic the
Time Attendance records, if a employee did not belong to shift the system will be
unable to distinguish his Time Attendance record which was goes to work or gets off
work, and fail to count his Time Attendance.

After setting the Timetable and the Shift Management, Select Maintenance/Options menu,
click "Employee Schedule", open the window of Schedule Employee's AC Here, you can
maintain data related to employee's shifts.

Left side of the page demonstrates that shift schedule depending on the department.
Click department name with mouse, can show all employees and its Shift Schedule

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 2. Employee Schedule

in the right side employee module.

1. Assign Employee Shift by department
According to the different department's characteristic to assign employee shift,

Single-click Department Schedule button " " on the left angle, the following

dialog box appears

Default schedule: Select a shift from down-drag menu, make it as default Shift
which is used for enrolling new employee, after enrolling new employee it will give
new employee a shift.
May used schedules: Able to display name of current setup shift in the shift schedule
list, when arrange department shift, the shift will not display list until selected shift.
2. Normal Assign employee Shift
The part of the page in right side is the assignment employee shift the module. Assign
employee shift not only individual all, but also by the batch. Click "all choice" button to
assign all employees shift. in the employee's list interface, hold down the "Ctrl" key and
with the mouse single-click the employee to complete the multiple-choice, choose the

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 ZKAccess3.5 TimeSheet User Manual

employee who needs to be assigned to shift ,then click Arrange Employee's shifts button

" " the following interface appears:

Clock in/out: May set whether employee has to Clock in/out, according to the
corresponding time Period to judge whether need to Clock in/out the setting
privilege in this project is higher than one in Shift Timetable setting.
Attendance Active: Refers whether Time Attendance is effective or not, after
choosing this item, according to the Time Attendance rule and the shift schedule,
total of Time Attendance record is available, otherwise, this employee will not
participate in Time Attendance, whose records regard as normal work. For example
some leaders do not need to count the Time Attendance for normally go to work.
Count OT: After choosing this item, ability to calculate this employee's working
overtime.
Holiday: After choosing this item, this time the employee who has been assigned
shift will rest in the holiday, if he/she will go to work, his/her record will regard as
working overtime, otherwise, this time the employee who has been assigned shift

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 2. Employee Schedule

have to go to work in the holiday, if he/she does not go to work, his/her record will
regard as absence from work without an excuse records.
Registry for OT: Refers to employee's all working overtime which is this time to
assign employee shift must pass through the registration or the verification
only ,then it take effective.
In current arrange shift under the option to be allowed to examine this employee's

entire shift, may add and delete change employee's shift. Click " " add key,

the following interface appear:

All shifts and the shift Timetable display in this interface. Chooses a new shift from
these shifts which have been set, determine its Time Range, single-click "OK"
button to confirm the operation, single-click "Cancel" button to give up operation,
returns to the Arrange Employee Shifts window. After arranges successfully, the
corresponding shift name will display in employee's shift column, and time list can
show on-duty Time Period in the interface.
While an employee shift in Normal work hours, you can add a lot of item of
schedule. E.G.:
Starting date stopping date shift

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 ZKAccess3.5 TimeSheet User Manual

03-3-1 03-5-30 springs

03-6-1 03-9-1 summers

3. Auto- assign timetable

If assignment employee shifts or changing shifts schedule is too frequently, and
there is not the rule to follow, auto- assigning employee shifts is available, auto-
assign employee shift refers to employee does not has fixed shift schedule in the
definite time, but he /she has the Time Attendance record, the system may
automatically judge the Time Period which record belong to. After choosing the
auto-assigning employee shift, the following interface appears:

The auto-assignment employee's shift function is that, while employee who does not
assign shift to Time Period, but he/she has attendance record, the system will can
define automatically the Time Period. This function main use in more changes shifts.

Least time for Auto-assign: Choose the least time for auto-assign, the least time for

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 2. Employee Schedule

auto-assign employee shifts refer to after you have set the time, for instance 1 day,
the system only could not carry on the judgment by the shift Time Period until the
time which the employee has not arranged in groups is more than 1 day, otherwise
did not judge. Used timetable: This employee possibly shift Timetable, single-click

" " button, the choice shift Timetable appears, these shift Timetable are the

name list of the set shift which have already been set in shift management. Interface
as follows

Left-click shift names that select from display shift name list add selected shift. If
want to cancel shift where there are used period of time, first define period of time,

click on " " button, it will be canceled. Show below:

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After set up, click on "OK" to save setup, click on "Cancel" to give up action, return
attendance setting label
4. Employee temporary shifts
If one (or several) employee needs to change his/her work hours temporarily, his/her
shift can be arranged temporarily. Select employee, if you want to select a lot of
employees, can hold down "Ctrl" key, simultaneously click employee or use all

choice button, click Employee temporary arrangement button " ",

pop up dialog box, window is following:

Click "OK" button, enter temporary schedule, click "Cancel" button, return Schedule
Employee's AC window. First definite schedule hour, then click on Add Time Period

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 2. Employee Schedule

button " ", popup the following window:

Select shift category for this time period on the window of Add Shift Time Period,
and select data for adding this period. The operation method is the same in
Maintenance Shift Schedules to add period of time. Click "OK" button, to save Time
Period or click "Cancel" to cancel the action. If select Night (20:00-06:00), select all
day, then click "OK" button to save, and return Schedule Employee's AC window.
The temporarily schedule will appear in the shift schedule list. Show as below:

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 ZKAccess3.5 TimeSheet User Manual

Before saving this Temporary Shift, be allowed to select the Time Period, press "

" key to delete it, Press " " button to delete all Time Periods, click " "

button to save it. If this temporary shift you add have been saved, press " "

button to cancel temporary shifts during this period.

5. Shift schedule regularly change
There shift schedule regularly change that exist in most company, how to arrange the
shift schedule regularly change, To handle various Shift schedule regularly change is
a software's strong function.
Here ,illustrate change shift method with four shifts three times change a week,
example ,there are A, B, C, D four shifts, working hours schedule are divided into,
a.m shift, p.m shift, night shift, three Timetable, the application beginning date is 1.
As before instruction finish the operation, the following window appear

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 2. Employee Schedule

Employee working hours schedule list:

Date shift a.m shift p.m shift Night shift Have rest
1 A B C D
2 D A B C
3 C D A B
4 B C D A
5 A B C D
6 D A B C
7 C D A B
From schedule list, the regular are fund, cycle of all employee work hour is four day.
so, A, B, C, D four shifts' s four day working hours are divided into four shifts.
Other shift follows the instruction.

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Time Range: Refers to show all employees schedule time which day start, and which
day end Timetable in the below rolling region.

2.4 Attendance Rule

All attendance computation of statistical comply with attendance rule,

1. Select Maintenance/Options menu, click "Attendance rules" option, and this

window will popup:

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 2. Employee Schedule

This interface consists of four pagination pages;

It is required to set the beginning day for each week or the beginning date for each
month. Some companies calculate their attendance record from Sunday, and other
from the 26th, after these setup, it is convenience for calculation to select time.

If a shift expires 0:00, it should be defined which workday this shift belong to.

How many minutes are the longest time zone no more than? How many minutes is
the shortest time zone no fewer than?

In order to determine attendance status, verify record correctly, grant smart schedule
demanded, so that the least minutes of shift is not litter than few minute. Otherwise
the system will determine record as invalid.

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E.g. an interval of five minute, there is valid record at 8:10, so, among 8:10 between
8:15 records are invalid, it is valid record only after 8:15.

Out state:

There are four methods to be selected to handle leaving status:

Ignore the state: This status is ignored while attendance statistic to handle.

As Out: This out status is signed Normal out.

As Business Out: This status is sided on business out.

Audit it: make verification for record by hand, examine employee whether go out.

OT state: The over time consist of, counting over time, not counting over time,
administrator allowing and count over time, three status.

Ignore the state: attendance statistic does not count over time;

As OT directly: Over time does not need to be examined, count it directly:

Audit it: Make to verification for record by hand, in order to examine whether
employees have over time.

Examine operation (Audit it) is sub-item which attendance exception require and
record list other exception require.

2. Click Calculation pagination, calculation window appear, show as below:

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 2. Employee Schedule

You need to set that the work hour account by minutes; this value should be the
same with on-duty hour, because statistics result correct depends on this value.

In the step, how many minutes will be recorded as coming late after expire on-duty
time, how many minute will be recorded as leaving early before near off-duty, the
definition of time period must be the same with time period of the maintenance
setup, otherwise the statistics result is Not correct.

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For the clock-in record, how many minute means coming late of neglect work, for
the clock-out record, how many minute means leaving early or neglect work.

If you're coming late or leaving early is over to definite minutes, there will be regard
as absent work

3. Click Statistic Item pagination, and following window will pop up:

You can set statistical rules and symbols for employee leave on business, coming
late and leaving early, etc, on the pagination label.

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 2. Employee Schedule

Freely over time (FOT): Over time work is not registered in schedule, employee
attendance is regard as freely overtime.

Note: The system default setup only qualify with attendance situation which
one day is divided into two Time Period, if one day is divided into more than
three parts for attendance, please select all item and total them to ensure the
accuracy of the calculation.

Group by time periods: This item will define whether attendance record will be
distributed into their corresponding shift Time Period. E.g., select all items that are
without clock-in item and group them, then you will get the total of time without
clock-in and clock-out item.

Acc. by times: Only count the times, how many times are to display on the record
list, No time record.

Round up: when the statistic data have point, the system will make after point
figure to carry upward as 1. For stance, the min unit is 1-work hours, so that the
calculation result of 1.1and 1.9-work hour will be record 2-work hour.

Round off: If the left value which after point figure excess 5, the value add 1,
otherwise the left value is abandon

Round Down: Abandon the value No matter how many it is.

E.g. min unit is 1 work hour, so that the calculation result's 1.1and 1.9 count as 1
work hours.

4. Click the Weekend Set tab and the tab page appears as below.

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Set the date of weekend (for instance, the weekends of different countries are
different) and the weekend display symbols and color in the reports according to
actual requirements.

Attendance calculation

The Attendance calculation page is the most frequently used page. It can calculate
the attendance data under a specified clock in/out rule and generate the attendance
situation into a report for view and settlement.

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 2. Employee Schedule

The data fields in the attendance statistical report include Emp No., AC-No., No.,
Name, Schedule, Auto-Assign, Date, Timetable, On duty, Off duty, Clock In, Clock
Out, Normal, Real time, Late, Early, Absent, OT Time, Work Time, Exception, Must
C/In, Must C/Out, Department, NDays, WeekEnd, Holiday, ATT_Time, Ndays_OT,
WeekEnd_OT, and Holiday_OT. To select more items, right-click the list and select
"Column" from the context menu. All available options appear and the ticked off
items are selected fields.

2.5 Holidays Maintenances

In the legal holiday, according to the related laws and regulations the employee
will take the leave, the employee will be unable to Attendance for this period, in
usually situation, if employee has not checked record, these employee will be regard
as absent from work without an excuse by the system, moreover also the employee
holiday working overtime will be unable to take effective in the computation,
according to this kind of situation properly set management system. Choose the
Holiday List sub-item under Maintenance/Options menu, opens the Holiday List

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maintenance window, show as below:

This interface is mainly divided into the Holiday List and tool column option of
the Holiday List maintenance. May add, delete, and modify the Holiday List
through maintenance tool column.

Add: Click " " button, a blank which is used to add information appears in

the holiday list module. Input the Holiday Name, the Holiday Time, and the
Holiday Length into the corresponding blank. Following figure:

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 2. Employee Schedule

Note: when input holiday time, the format you input is 01/01/11, after input,
the default format 1/1/2011.

After correctly input the information that wants to be added, click " " button to

save this information.

Delete: Click " " button to delete the holiday information which does not need

to use.

Edit: When need to adjust to the holiday time which has been added, may click

" " button, to edit holiday information. Then click " " button to save the

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information which has been edited.

After adding the holiday list, while assign employee shift, the system cannot
schedule these Timetable. Because assign employee shift record does not exist,
therefore, set holiday period, in the Time Attendance report form, the system cannot
count this period of time the Time Attendance. If in holiday period had the employee
to carry on the Time Attendance registration, counted in the Time Attendance report
form for this employee freely working overtime.

2.6 Leave Setting

It is possible that when employee encounters the serious problem and needs to ask
for leave, cause the different reason, asking for leave can be automatic statistic in the
system. This system provides with the leave kind of maintenance function, click
"Leaving Class" in down-drag menu, following window pop up.

The system provides three kinds of ordinary default leave: Sick, Vacation, Other,

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 2. Employee Schedule

they can be deleted and edited. Click " " button to add the new common kind of
leave.
Add: Click " " button to add the new common kind. In the right side module may
define Leave Class Name, Statistical rule, and performance way of this leaves in the
report and whether counts for asking for leave. After filling this blank, click " "
button to save, or click " " button to abandon current operation.
While this process, the information which needs to add as follows:
Leave Class Name: A name which takes for this kind of leave.
Statistical rule: The certain rule in the Time Attendance report for counting the leave.
The kind of leave statistics rule: Min-unit, Round off control, Acc. By times, Round
at Acc.
The min-unit is the smallest unit of measurement for leave. The common unit is
Workday, Hour, Minute; there are several kinds of units of measurement in the
working day. Shown as following figure.

The Round-off control refers to if the hour of the leaves is not integer in the
attendance report while we calculate Time Attendance record , in order to get
convenience in the computation of the Time Attendance statistics, provides with one
computing mode. Round up, round off, Round down.
Acc. by times refers to this leaves statistics way in the Time Attendance report: The
employee asks for leave in a period of time by the number of times which asking for
leave takes the computing mode. If chooses this option, then the computation of the
Time Attendance calculation does not comply with min-unit and the round control in
the statistical rule. Shown as following figure

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Round at Acc is to accumulate all time of this project and converts it into the
corresponding statistical unit, then depending on the smallest unit to setup the
method for rounding off.
Symbol in report is the symbolic representation way of this leaves appears in the
report while print report.
Count to leave refers whether set this leaves for asks for leave. Attention, if put tick
in this option, then the date of asking for leave which is newly added will statistic as
the asking for leave in the this leave computation of Time Attendance report.
Deletion: Be allowed to delete a leaves. Selects a leave name which needs to be
deleted, click " " button to delete it.
Edit: Edit leaves. Select the leave name which needs to edit, click " " button;
modify the leave in the right side frame.

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3. Handle Attendance

3.1 Employee Leaving on Business / Asking for Leave

When an employee business trip or ask for leave are unable to attend Normal
attendance, in order to ensure end statistic result is correct, it is required that utilize
the function to set. Click "Employee leaving on business/Asking for leave"
command on menu, the window is following:

The option page of Employee Leaving on Business/Asking for leave may be divided into
two pages that are the Day View and List View. The situation of Employee Leaving on
Business/Asking for leave is able to be set in the Day View pagination.
Department: Through this drag-down box user can examine and to choose each department,
the default department in the system is the main corporation.
Employee: Through this drag-down box user can examine and choose the employee from
each department, default employee by the system is "Completely". When view the lot of

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record, may set option for employee business trip employee/ ask for leave by a department.
Note: the employee is in "Completely" by default, be unable to add the employee
business trip /asking for leave.
Employee list: The employees selected from the Employee option box are displayed
in the employee list.
Leaves view: Through the view all leaves name which exist this system will be
shown. Double-click name of leaves, may choose the color to distinguish the leaves.
Time Range: Is same with the majority module in beginning and ending time, all is
used to determine some Time Period, provide user with convenient to inquiry.
Report: Determined beginning and ending time, click this button to produce the
employee business trip /asking for leave data sheet which display by the report.

Export: Export the related record of all asking for leave in period of time into a
folder by the text or the list, for detailed operation, please sees also 3.6 Export Data.
Inquiry: This inquiry way is to demonstrate the record of all employees asking for
leave by the list in period of time, this function link with "List" page label, when
click this button, system will automatically jump to the page label, display the record
of asking for leave by list. Shown as follow:

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 3. Handle Attendance

Add: Add a record of business trip/ asking for leaves for an employee, there are two
methods to add leaving on business or asking leave
1) One way: After selecting departments, employee and date/time, left-click on the
box of Select Set Asking-for-leave Time, and hold, drag to draw a time period bar,
and then loosen the left button of the mouse, and the following dialog box of Select
Leave Types will pop:

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Choose leave type as Affair from the selected style box, type reason in the cause box,
or not to do, click "OK" button to save adding leave, click "Cancel" button to cancel
all action, after, the window is following.

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2) Another Way : Click " " button from tools column, determine Time Range,

choose the leave type, and input Reason in the reason box, click "OK" button to save,
or click "Cancel" button to abandon the operation, the pop-up window is following:

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Edit: You can edit one asking -for leave time period on the window.
Method one: You may move the cursor of the mouse to one end of the
asking-for-leave time bar, and when the cursor changes to " ", right-click and
hold, drag the mouse to edit asking-for-leave time, or move the cursor to the
asking-for-leave bar, and when the cursor changes to" ", click left key of mouse,
hold and drag to move the asking-for-leave time as a whole.
Method two: If you want to modify accurate time, and when the cursor changes to ,

double-left-click or click " " button on the setup window. The following dialog

box will appear.

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 3. Handle Attendance

Choose the date, time, leave style, then type into asking leave reason, click "OK"
button to save setup , click "Cancel" button to cancel the action. After saving, the
window appears as before way

Delete: If you want to delete one item setup, e.g. just click " " button

asking-for-leave will be deleted, Shown as following figure.

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Click "Yes" button to delete this item, or click "No" button to abandon the action; or
you can left-click on the "Asking-for-leave" bar, which wants to cancel, then click
"Del" key on the keyboard to delete.
Batch deletion: Delete the leave records of employees in batches. Click this button,
and the system displays a dialog box about the time range of batch deletion. Select a
time range for batch deletion, and click "OK" button.
When you add leaving on business time period, and if this time period overlap exited
time period, the following caution box will appear

Click "OK" button, the operation is invalid.

After setting, the added asking for leave/ business trip is invalid currently. After you
add the record of business trip/asking for leave successfully, then the shift detailed
situation will belong to the exceptional case in the Time Attendance report, the
situation of business trip /asking for leave will display in other unusual situations,
default business trip/asking for leave take effective, system can directly compute the
Time Attendance record , be allowed to business trip and asking for leave in here
the verification, verifies for invalid, then does not count in the report has verified for

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is invalid the time which business trip/asks for leave.

3.2 Handle Employee's Forgetting to Clock In/Out

Handle Employee's Forgetting to Clock In

If one employee forgets to check in due for some cause, this function of Forgetting
to Clock In can be used to add a clock-in record. Click "Forgetting to Clock
In/Out" under the menu of Attendance, and the following dialog box will pop-up:

You first select department and employee, and choose the record style you add, Set
record the date and time, click "Add" button to add a new clock-in record

When a new record has been added, the "Add" button becomes gray and invalid.
But it will become bright and valid again after the employee has been changed to
another one, or the clock-out time has been changed.

Click the close button " " to close this dialog box and return to the main menu.

There are many select statuses of not only clock-in and clock-out, but also other

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option in select box. The type of choice box is allowed to choose the condition that
not only has clocking in and clocking out, but also includes other options, if had to
operate other types only to need to choose the different type, other types step of
operation and handle the employee forget checking the sequence of operation to
be same, interface as follows:

If need to handle all employees to forget clocking-in, click Select All button " ",
shown as following figure:

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 3. Handle Attendance

Press Unselect button " ", the cursor to return to the previous condition before
clicks Select All with mouse. If there are lot of employee, this module has provided
with the function to inquiry to the employee, the operating procedure is in the
employee view directly input employee's register number, the name, the name
Pinyin as well as the name Pinyin first letter, press the "Enter" key or left click

" " with the mouse. If want to inquiry employee named Simon, with name

Pinyin first letter method inquiry, shown as following figure:

The goal which after press the enter key or the left key click on inquiry symbol

" " appears must search.

Handle Employee's Forgetting to Clock Out

If one employee forgets to clock- out due to some special reasons, this function of
handle employee forgetting to clock-out can be used to add a clock-out record, the
operation process is the same with operation of to employee forgetting to clock-in.
See up part.

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3.3 Coming Late /Leaving Early Collectively

1. Coming late collectively

If part or the entire employees of one department come late, this function can be
used to modify employee clock-in time, click "Coming late collectively" on the
down drag of Attendance menu, and the following dialog box will pop up:

In the department option, select the department to which the employee who come
late collectively belong and then click the employee of your choice in the employee
option box, if you want to choose employee more than one, you can click the mouse
while press "Ctrl" key. Click Select All button " " to select all employees, click
unselect all button " " to call off all selected employee.

Selected style consists of "Coming late" or "Leaving early", when you select, only
lift-click on item you select.

Neglect clock-in record means to neglect selected employee all clock-in record
during the time period is defined by the From time box and the To time box.

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Clock-in time after modification means the time of the clock-in records to be adds
in.

Click "OK" button to delete all neglect clock-in records or add clock-in record after
modification, and to return the main menu.

Click "Cancel" to abandon this action and return main menu.

2. Leaving early collectively

If part or all of the employee of one department leaving early with reason , this
function can be used to modify employee clock-out time, the operation process is the
same with to handle coming late collectively , it is only to select leaving early
collectively.

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4. Search/ Print

4.1 Attendance Record

This module is used to inquiry all employee attendance record which is downloads
from the device, the computation of all attendance statistical bases on this record.
Click "Attendance Record" sub-item on the main window of "Search/Print" and the
following window will pop up

1. Search
1) Only search attendance record
Department: Display all departments in this unit.
Employee: Display all employees in this unit; through drag-down box choice needs
to inquire sub-item.
Time Range: Determine time scope that needs to inquire.

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 4. Search/ Print

Search: Choose the department, employee, and determine the time range, then
single-click "Search" button, the result in lower part the window to show the
employee's of your choice attendance record in period of time will display in result
box in low side of windows.

List has the department name, Name, No., Data/Time, Location ID, ID Number etc
eight fields. The user also may choose the attendance statue, and the working code.
Display Statue: The attendance statue will display in list. "Clock –in/out so on"
In order to distinguish the clocking in and clocking out, this module give clocking-in
and clocking-out with the different displaying color
Note: When device does not have the condition key, then attendance condition
completely display as clock-in.
If needs to revise the displaying color for the clocking -in and the clocking out
record , with the mouse single-click left-key on the color code block, pop up choice
box of the color, choose the properly color, save it .
Display Work code: Display work code in this row.

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Note: The work code is a symbol to differentiate the employee different classes of
working; only the device has the work code function the machine (need to
custom-made) only able to demonstrate the corresponding symbol.
Support simple calc: After selecting a interface, be allowed to see that some software
simply class process the original record in this interface, completely show
employee's record by the day

Attendance for photo

If the software features is designed to support for attendance photos function, when
search employee attendance checking records, employee's the attendance photos is
available to see at the same time in View the attendance records interface

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If the options Display Images is taken by tick in the Application List click on an
attendance record, if there is a the corresponding attendance photos, the system will
be displayed.
2. Preview and print
The module provide user with convenience to view the time &attendance report,
print, save and so on. Operation step as following
Click "Preview" button to preview report in user's favor, shown as following:
(1) Attendance Records (4 Columns)

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(2) Attendence Records

For printing report, only need to left click on the Printing button " " in report left
side.
3. Export
(Please refer to appendices 3.6 Export Data)
4. High-level exports
This function is equipped with exporting data that has the strictly requirement, here

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will be allowed to export attendance record depending on the user setting. For
detailed operation please see appendix 3.7 Advanced Export.
5. Modify Log
If the use has revised the original Time Attendance record, the system provides a
convenient way to inquiry the Time Attendance record which has been revised, and
reverses the disoperation.
Click "Modify Log" button, enter "Record changing Logs" window, shown as
following interface:

1) Search
The search method and to search the record of user's attendance is similar. After
choosing the department, the employee, determined the Time Range, single-click
"Search" button, the result in lower part the window to show the employee of your
choice the modified attendance record in period of time will display in result box in
low side of windows.

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2) Preview
The content of list to preview and print is available. Click "Preview" button to view
the report style, shown as following:

3) Export
Single-click "Export" button, may search result to export file, the operating
procedure and the attendance record to export are completely same.

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 4. Search/ Print

4) Restore records
Some times, as a result of the disoperation or the actual situation change, user has to
abolish modified to the Time Attendance record, by now through function to restore
record the to realize. Only select the record list which must be restored, single-click
the restore record to completes, then inquire it again, may get this record of
attendance.

4.2 Current Employee's On-Duty Status

Click Current Employee's On-Duty Status sub-item, under Search/Print menu.

The following window wills popup:

After select Department and Time, click "Query" button, check the result, show as
below:

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Click "Preview" button, preview the style of report, show as below:

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 4. Search/ Print

Preview the report, on this window, user can print and save file, etc. Click print
button " " on the leftward of the top tool bar, can print report.

4.3 Attendance Calculating and Reports

In attendance management, we usually need to search attendance calculation and to

print various attendance records.
Through the Attendance Calculating and Reports, to search and modify attendance
exception and record list is available; there are four operation windows which are
Clock Inz/Out Log Exceptions, Shift Exception, Misc Exception and Calculated Items.
Click exception search on the main window, or exception search sub-item under
"Search/print" and the following window will appear.
Select department firstly, choose the employee who is your choice, determine
beginning/ending time, click "Search" button to view the statistical record of time &
attendance.
A) View the department through drag-down box

B) Select employee
There are two way to select employee, one way is to select employee through
drag-down box, if you need to search a lot of employees at same time, you can put
tick in front of employee of your choice, show as below:

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C) Determine the Time Range, show as below:

D) After selecting, click "Calculate" button, the record of attendance is available.

Shift Exception
The Shift Exception mainly view coming lately, leaves early, the absent no cause
and the working overtime, working on/off hour and Clock-in/clock –out time, may
relaxed carry on the computation of each month statistical, checkup and calculates
whether has error. And handle employee business trip / forgetting the clocking out in
this page setting, Shift Exception shown as following interface:

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 4. Search/ Print

The defaults data in the shift exception list include the AC-No., Name, Date, On
duty, Off duty, Clock In, Clock Out, Late, Early, etc.
1) Item explanation
Timetable: The employee Clock-in/clocking-out time corresponding Timetable's name.
Late: The difference value between On duty and Real Time, if did not clock in, and
the time when employee go to work without clocking-in record will be regard as
coming x1 minute late in the Attendance rule asking, its item will be able to
corresponding display. If has set option in the Attendance rule, the coming lately
time is bigger than a x2 minute time will be regarded as absence from work, when
x2 is smaller than x1, coming lately time will not display, record it as absenting from
work on cause; When x2 is bigger than x1, coming lately time correspondingly show
the x1 minute.
Early: The difference value between the Off duty and Clock Out, if did not clock out,
and the time when employee gets off work without clocking-out record in the
Attendance rule , the record time will be regard as leave early x1 minute, then the
leaving early time correspondingly display. If has set option in the Time
Attendance rule, the leaving early time is bigger than a x2 minute time will be
regarded as absence from work, when x2 is smaller than x1, leaving early will not
display, record it as absenting from work on cause; When x2 is bigger than x1, the
leaving early time correspondingly show the x1 minute.
Work Time: The difference value between On duty and Off duty, if there are coming

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lately or leaving early time, use the difference value to reduce the coming lately or
leaving early time.
Exception: Record exception; Sick leave, business trip and so on. For other item,
please refer to item explanation about Time Attendance statistical table
2) Tool column
Change color: In order to better distinguish each kind of displaying statue; be able to
change various statues appearance.
Filter by Exception: Single-click the here, the choice menu appears, which exception
may be selected to demonstrate, which didn't display, Put the tick in the item which
is selected.
Filter by Timetable: Single-click the here, the choice menu appears, may choose the
Timetable will display, which Timetable is in exception, when there is tick " " in
front of the Timetable name, that the express this Timetable is selected, and in
exception.
Maintenance AL/BL: The operations of Employee Leaving on Business/Asking for
Leave are same with handle Attendance.
Clock In/Out Log Exceptions
The page of Clock In/Out Log Exceptions is to examine original record statue which
download from the equipment and revise to the Time Attendance record states.
1) View the Attendance record
After searching and calculating, chooses the Clock In/Out Log Exceptions
pagination, shown as the following figure:

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 4. Search/ Print

In the Clock In/Out Log Exceptions the default data row includes the Name, the
register number (AC-No.), Attendance time (Time), the working statue (State), the
correction statue (New State), the Exception and Operates 7 items, if wants to
display more, may right- click on the list, then click "Columns" sub-item in the
dropdown list, put a tick in front of the row that needs to be demonstrated. Shown as
following figure:

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After change the setting of Columns displaying, save the columns setting, later
directly write down the columns setting is available.
Employee serial number "EMP-No": in employee maintained option, every time add
employees, the system will assign a number to the employee.
Register number "AC-No": number which manager assigns to the employee.
Checking time "Time": The employee clock in or clock out by fingerprint the time.
Checking Status "State": there are six kinds of status: check-in, check-out, overtime
check-in, the working overtime check-out, business trip, Business returns.
Note: If the device has the status option, the checking status will show
corresponding statue in the Time Attendance record; If the device does not have the
statue option, all show as "checking-in" in attendance this row, the system depend on
the Time Period setting in management program to judge the Time Attendance statue,
display in the correction status.
Correction Statue (New Statue): When the Time Attendance machine has option
setting, this rank is in empty; Otherwise, in the correction statue system depend on
the assigned employee the shift Timetable and the fingerprint verification time to
judge whether the employee is in clock In, clock Out, late or early, system
computation of the statistics by this status.
Exception: There are 8 kinds of situations: The normal record, the invalid record, the
duplicate record, the statue is wrong, frees working overtime, working overtime,
business trip, the auto-assign employee shift.
Invalid record: the clocking-in, clocking-out beyond shift Time Period the time
scope the record completely regard as invalid. The invalid record will be regarded as
this record does not exist; during Time Attendance statistician it will not to be count.
Repetition of record: when the Time Period of the Time Attendance record is smaller
than the effective interval of "Time Attendance rule", the record regard as repetition
of record.
Free overtime: The employee has checking-in/out record within the Time Period which
has not been assigned to employee, and maintains this employee's Time Attendance

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setting page in the employee "to count working overtime" the item to select.
Overtime: there is a statue setting in the device, the Time Attendance record the
attendance statue as the overtime-in, the overtime-out, the demonstration is working
overtime in the abnormal state column.
Business trip: there is a statue setting in the device, the Time Attendance record the
attendance statue as business trip, the demonstration is approval absence in the
abnormal state column.
Auto-assign employee shift: Employee's checking-in/out record does not exist in the
Time Period that has been normally assigned to the employee, but the record is in
the employee auto-assigned the Time Period, then this record show as auto-assign
abnormal state column.
Corresponding Time period: Is one kind of sign in the software interior (do not
display it, has nothing to do with user operation)
Operation: show the operation for record of your choice.
Department: The employee is at department.
2) Revises the Attendance record
Choose the corresponding operation to revise the Attendance record with tool
column in the right side page.
Tool column
Change color: May change each kind of condition that express color, single-click the
here the following interface appear

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Single-click color block in front of each kind of condition may choose the color
which you needs in this interface, after selecting, Be sure to single-click "OK"
button to save.
Change filters condition: Definite that status record in displaying box, click "Change
filter" the following window will appear:

Make a check it to show it selected status, appear on the display box, utilize clicking
" " to switch status between selected and unselected.
Change status: Able to make a present status of selected record to become a select
status, after selected a record, click "Change state" the window is following:

Because Attendance statue all is clock/in record, therefore this statue is impossible to
use, may single-click other statue to select.
Delete selected: May sign the attendance record of you select as deletion condition,
after using this function, in the tool column can add two items, show as below:

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 4. Search/ Print

Apply all: After selected this item, all setting operation which display in operation
column is valid before this;
Cancel all: After select this item, all setting operation is invalid before this, all
operation will disappear in operation column.
Cancel operation for selected: Only cancel current record operation.
Change records which auto assigned timetable to OT record: Make system smart
schedule record to overtime.
Append Clock in/Out Log: The process is the same as Attendance handling
operation.
View operation history: The process is the same as Attendance Record operation of
search/print.
Right key menu
On the Attendance Record window, right-click the mouse, the following menu will
appear:

Export data: Is same as "Export data" button function in the interface, for detail
please see 3.6 Exporting Data.

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Create report current grid: Is same as "Report" to establish current data record list
function, make searched attendance record as record list to export. Able to list prints
to export, save, and search for in list, etc. operation
Copy Data (from first to current): Searched record result copy directly, form
duplicating to current position, and can patch in Excel list directly
Copy Data (from current to last): Searched record result copy from current copying
position to ending, and can patch to Excel list directly.
Column "Data row": Select item name on the searching window appearing, click
pop up menu is following
Show all Columns: All item name of data row display on search window.
Hide all columns: All item name of data row except surname and name hide on the
search window, only show surname and name.
Save grid layout: The item name on which the search window appears can be saved,
load data row setting to use.
Load grid layout: According to store data row to show item.
Advance Export: Export the list as file. See also 3.7 Advance Export.
Misc Exception
Misc exception is used to verify and appraise employee hour of overtime and
business trip, default leave, sick leave, home leave are effective; overtime, free
overtime, business trip, approval absence, are invalid by default, it need a calmer
appraisal of whether effectively, writes down in the statistical report. Misc exception
interface show as follow:

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In Misc Exception list , the default data include department, name, enroll number
(AC-No.), start time, end time, exception, Audited, Old audited, Time long, Valid
time, Date. If you want to show much more item, just right-click "columns" item of
your choice, if you want to show anther row, put a tick in front of the row you have
selected.
Start time: Start time for abnormal statue.
End time: End time for abnormal statue.
Exception: There are 8 kinds of statue: free overtime work, overtime work, business
trip, approval absence, sick leave, leave, home leave.
Audited: After the verification, show that overtime work or is in invalid statue.
Old audited: Unaudited statue.
Time long: The difference value between end time and start time.
Assigned shift work day: The exception situation across the working day which has
assigned shift.
Tool column
If the Attendance rule limit the business trip and the overtime work statue must
through verification, then verified statue column is empty, if has regulated the statue
of verification, the corresponding statue column will appear in the verified column.

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Restore: This operation does not take effective unless the record has been audited,
return record statue to initial verification state. After the return to original status, be
sure to re-inquire and compute.
Cancel all OT: Exception list shown that the overtime work record all regard as
invalid record.
Promote all Free OT: The system regard personnel's, who has not assigned to
Timetable, Time Attendance record (who must own clocking-in/clocking-out record
simultaneously) as free OT , if this item in choice, systems judge all free overtime
work will be showed as overtime work.
Count all OUT to BOUT: All employees' out record regard as business.
Cancel all BOUT: All the business trip record will be canceled; this record will be
generally egresses or according to the actual situation handle it.
Invalidate selected: Change the record statue of your choice to be invalid.
On the displaying window of Attendance Calculation, right-click to be possible to
operate is same as the Clock In/Out Log Exceptions.
Calculated items
The calculated items pagination is the page which commonly used, count all item in
the employee assigned time to produce report, is easy to examine and settlement.

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In the Calculated items pagination the default data include name, enrolling number
(AC-No.), late, early, sick leave, etc. If you want to show much more, may right
click on "Columns" the option in the table, show other rows of your choice, there is
a tick in front of the row.
Should arrive (Normal): Depending on the employee shift, count the employee's
working day which should go to work between the start and end time. The defaults
unit is the working day, may change the statistical rule in the "Normal" of the Time
Attendance rule calculation page
Actual arrive (Actual): According to The Clocking in/Clocking-out record , statistic
the employee working day which actually goes to work between the start and end
time. The Defaults unit is the working day, able to change the statistical rule in the
"Normal" of the Attendance rule calculation page
Coming lately (Late):
1) according to the "Coming lately "statistical rule in the Time Attendance rule in
and the shift manages to record is late x time which in the time establishes to
calculate, after namely if employee's registration time surpasses x time to record for
is late, is late when the length is the registration time with the work hours bad value;
2) non- registration recording, according to Time Attendance in the rule Time
Attendance computation to go to work, the non-registration recording time mark to
be late xx minute; Result which obtains in the beginning and end time all situations
statistics. The default unit is the minute, able to change the statistical rule the Time
Attendance rule computation project page "Late".
Leaves early (Early):
1) According to the statistical rule in the Time Attendance "leaves early" rule and the
time setting in the Shift management record the leaves early time, after namely if
employee's clock-out advance x hours to record as leaves early, hours of leaves early
is difference value between the Clock-out time and the work off time;
2) if there is not the clocking-out record, according to the Time Attendance rule, in
the computation of attendance statistical, when employee get off work without the

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clocking-out record the time regard as leave early xx minute;

Obtain result from all situations to statistic among the start and end time. The default
unit is the minute, able to change it under the "Leaves early" statistical rule in the
computation of Time Attendance rule page.
Absence without an excuse (Absent):
1) According to "Absence without an excuse" statistical rule under Time Attendance
rule, if employee does not have the checking-in/out record, who's attendance record
regard as absence without an excuse;
2) According to the Time Attendance rule, in the computation of Time Attendance
time , hours of late is bigger than xx minute, employee record as absence without an
excuse, hours of leaves early is bigger than xx minute, employee-record as absence
without an excuse .
Obtain result from all statistical situations between the start and end time.
The default unit is the working day, can not change it.
Overtime Work (OT):
1) According to the "working overtime" statistical rule of Time Attendance rule, as well as
the computation of the Time Attendance rule, employee gets off work after x minute, whose
work is recorded as overtime work, obtain hours of overtime from the accumulation;
2) In the Shift management there is a Time Period which directly to be recorded as
the overtime work, idea the minutes of overtime work is the hours of overtime;
3) According to the option situation in the Time Attendance setting/maintenance, the
employee's work record as overtime work, in other exception situation list the
overtime work and the free overtime is verified as effective work to statistic; obtains
two results among the start and end time all accumulation situations. The default
unit is the hour, able to make a change under the "Overtime work" statistical rule in
the computation of Time Attendance rule page.
Egresses (OUT): According to "Egress" the statistical rule in the Attendance rule, as
well as the approval absence is effective in other exception situation list; carry on
the computation of the statistics.

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Obtain result from all statistical situations in the start and end time. The default unit
is the hour, able to change it under the "Egress" statistical rule in the computation of
Time Attendance rule page.
Business Trip (BOUT): According to "Business trip" the statistical rule of it he Time
Attendance rule, as well as the approval absence is effective in other exception
situation list; carry on the computation of the statistics.
Obtain result from all statistical situations in the start and end time. The default unit
is the hour, able to change it under the "Business Trip" statistical rule in the
computation of Time Attendance rule page
Hours of work (WTime): The computation of attendance depends on the time of
employee clock-in/out. Obtains the result from completely accumulation between
the start and end time.
Should checking-in times (Times): According to the Timetable, total of the
Clocking-in/out times between the time range.
Clock/In (VIn): Actual clock/in times between the time range.
Clock/Out (VOut): Actual clock/out times between the time range.
No clock/in (N/In): No clock/in times during the time range.
No clock-out (N/Out): No clock/out times during the time range.
Asking for leave (AFL): Accumulate all kinds of vacation, and statistics result. The
default unit is hour, able to change it under the "Leave setting" statistical rule in the
computation of Attendance rule page.
Approval Absence (BLeave): According to "Approval absence" statistical rule in the
Attendance rule, as well as the approval absence take effective in other exception
situation list, carry on the computation of the statistics. Obtain result from all
statistical situations between the start and end time. The default unit is the working
day, able to change it under the "Approval absence" statistical rule in the
computation of Attendance rule page.
Sick leave (Sick): According to the sick leave statistical rule under kind of Leave
setting, as well as the sick leave take effective in other exception situation list by

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verification, carry on the computation of the statistics. Obtain result all from
statistical situations between the start and end time, the default unit is the hour, be
able to changes the "Sick leave" statistical rule under leaves setting.
Affair: According to the leave statistical rule under leaves setting, as well as for the
leave is effective in other exception situation list to by the leave verification, carry
on the computation of the statistics. Obtains Result from all situations statistical
between the start and end time. The default unit is the hour, be able to changes the
"leave" statistical rule under leaves setting.
Workday (NDays): Depending on the clock in/out record, statistic employees'
actually work day from Monday to Friday beyond holiday between the time ranges,
the default unit is working day, ability to make a change under "Normal" statistical
rule in the Attendance statistical rule page.
Weekend: Depending on clock in/clocking-out record, statistical employees actually
from Saturday to Sunday beyond holiday between the time ranges; the default unit is
working day, ability to make a change under "Normal" statistical rule in the
Attendance statistical rule page
Holiday: The holiday in which day employee actually takes work, the default unit is
working day, ability to make a change under "Normal" statistical rule in the
Attendance statistical rule page.
Working Hours (Att_Time): Depending on clock /in and clock/out record, total of
employee's hours of on duty between the time range, the default unit is hour,
accurate figure inhere after point two digital
Overtime work (NDays_OT): Depending on the "overtime work" statistical rule in
the Attendance rule, as well as the overtime and free overtime is effective in other
exception situation list; carry on the computation of the statistical working hours
from Monday to Friday beyond holidays between the time ranges.
Obtain result from all statistical situations in the start and end time. The default unit
is the hour, able to change it under the "Overtime Work" statistical rule in the
computation of Attendance rule page.

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Weekend overtime work (Weekend_OT): Depending on the "overtime work"

statistical rule in the Attendance rule, as well as the overtime and free overtime take
effective in other exception situation list; carry on the computation of the statistical
working hours from Saturday to Sunday beyond holidays between the time ranges.
Obtain result from all statistical situations in the start and end time. The default unit
is the hour, able to change it under the "Overtime Work" statistical rule in the
computation of Attendance rule page
Holiday Overtime (Holiday OT): Depending on the "Overtime work" statistical rule
in the Attendance rule, as well as the overtime and free overtime is effective in other
exception situation list; carry on the computation of the statistical working hours in
holidays between the time ranges.
Obtain result from all statistical situations in the time range. The default unit is the
hour, able to change it under the "Overtime Work" statistical rule in the computation
of Attendance rule page
NoShiftUserAll
The NoShiftUserAll page facilitates the manager to view unscheduled employees
and schedule for them.

The data fields in the NoShiftUserAll page include Emp No., AC-No., No., Name,

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Schedule, Auto-Assign, Date, Timetable, On duty, Off duty, Clock In, Clock Out,
Normal, Real time, Late, Early, Absent, OT Time, Work Time, Exception, Must C/In,
Must C/Out, Department, NDays, WeekEnd, Holiday, ATT_Time, Ndays_OT,
WeekEnd_OT, and Holiday_OT. To select more items, right-click the page and
select "Column" from the context menu. All available options appear and the ticked
off items are selected fields.
Report
Not only search and modify these Attendance Records in Clock in/out log exception
List, but also able to preview and print these Attendance records, these following list
include, Daily Attendance statistical report, Attendance General report, Department
Attendance Statistical Report, Staff's on-duty/off-duty Timetable, Daily Attendance
shifts, Create report for current grid, click "Record " button, pop up following menu:

1. Daily Attendance statistical report:

Daily Attendance statistical report is used to list the definite employee daily
attendance status in assigned period of time in the table, and the statistics absence
without excuse, coming lately /leaves early, working overtime, asking for leave,
business trip, convenience of the checking whether has the discrepancy with the
actual situation.
Note: In the table it is only can show detailed attendance status from the inquiry time
from the month time, the report form may count in the start and end time situation
which the user chooses, the start and end time scope appear on the right cancer.

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In the table all shifts Timetable which each person uses will be list, and illustrate
attendance status in the corresponding time and shift with the mark, for mark explain,
and please see at the end of each page (In identification mark setting in Attendance
computation rule).
Should arrive "Working day": The working day of the employee should arrive in the
assigned time. The working day is the unit of measurement "Recommend", able to
make a change in the Attendance rule. According to result in Attendance statistical
table, output this item.
Actually arrive "Working day": The working day of the employee actually arrive in
the assigned time. The working day is the unit of measurement "Recommend", able
to make a change in the Attendance rule. According to result in Attendance statistical
table, output this item.
Absence without an excuse "Working day": The day of the employee in the assigned
time, who is absence from work without an excuse? The working day is the unit of
measurement "Recommend", able to make a change in the Attendance rule.
According to result in Attendance statistical table, output this item.
Coming lately "Minute": Total hour of the employee in the assigned time come late,
the minute is the unit of measurement "Recommend", able to make a change in the

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Attendance rule. According to result in Attendance statistical table, output this item.
Leaves early "Minute": Total hours of the employee in the assigned time leave early,
the minute is the unit of measurement "Recommend", able to make a change in the
Attendance rule. According to result in Attendance statistical table, output this item.
Working overtime "Hour": Total hours of the employee in the assigned time
overtime work. The hour is the unit of measurement "Recommend" able to make a
change in the Attendance rule. According to result in Attendance statistical table,
output this item.
Ask for leave "Hour": Total hour of the employee in assigned time ask for leave. The
hour is the unit of measurement "Recommend", able to make a change in the
Attendance rule. According to result in Attendance statistical table, output this item.
Really until "Working day": The employee business trip in the assigned period time.
The working day is the unit of measurement "Recommend", able to make a change
in the Attendance rule. According to result in Attendance statistical table, output this
item.
Report upper tool column

1) Scale: Click " " button, and then choose the displaying proportion,

preview report form.

2) Opens report: Click " " button to open the report file which has saved before.
3) Save: Click " " button to save the current report to the directly of your choice.
4) Prints report: First connect with the printer, then click " " button to print the
report form.
5) Find text: Click " " button, pop-up the search text dialog box, input the text
you look up, click "OK" button, the cursor will locate to the text which you search.

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6) Close preview: Click " " button to close preview.

2. Attendance General Report
Attendance General Report "The sum total of the Attendance statistical result table"
is used to show the definite employee attendance statistical status in the assigned
time, carry on the sum computation of employee attendance status, convenience of
paying wages depending on the Attendance situation.

The computation of should arrive, actual, absence without an excuse, come late,
leaves early, working overtime, asks for leave, business trip, the sick leave, leave,
home leave same with daily calculating in the Time Attendance statistical table.

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Working hours: Depending on daily employee clock-in/out time. Count the employee
working hours Obtains result from all accumulation between the start and end time
Attendance rate: divide the employee actually goes out on duty the number of times
by employee should go out on duty the number of times. Above the report tool
column is same with the Daily Attendance Statistic Report.
3. Department Attendance Statistical Report
Department Attendance Statistical Report "The sum total of the Department Attendance
statistical result table" take the department as the unit, sum total of all employees in the
assigned department and period of attendance status, may know the sum attendance of
department, facilitates reduces the scope, carries on the detail inquiry.

The computation of should arrive, actually arrive, absence without an excuse,

coming lately, leaves early, working overtime, asking for leave, business trip, sick
leave, leave, home leave same with daily Time Attendance statistical table. Only
completely accumulate each department's personnel's situation.
Above the report tool column is same with Daily Attendance Statistic Report.
4. Staff's On-Duty/Off-Duty Timetable
The time in which each employee actually come and go to work produce report,
corresponding date and shift. Convenient for the administrator viewing, and may print.

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The most right side row corresponds the shift, list the all employee shift, which
correspond date, the time of clocking-in /out display in the table.
Above the report tool column is same with Daily Attendance Statistic Report.
5. Daily Attendance shifts
List the employee's shift which is used in Attendance every day, corresponding date,
provide convenient for the administrator viewing shift, and printing.

Above the report tool column is same with Daily Attendance Statistic Report.

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6. Create report for current grid

The create report for current gird refers to produce report according to the current
screen demonstrated format, provide convenient for the administrator reading, and
printing
Clock In/Out Log Exceptions' current data report page:

If need to show much more rows, may right-click the data row of your choice in the
statistical result detailed situation page .
Shift Exception page's current data report pages:

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If need to show much more rows, may right-click the data row of your choice in the
statistical result detailed situation page.
Misc Exception page's current data report pages:

If need to show much more rows, may right-click the data row of your choice in the
statistical result detailed situation page
Calculated items page's current data report page:

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If need to show much more rows, may right-click the data row of your choice in the
statistical result detailed situation page.
Export data
Export the data you inquire to Excel or the text file, backup and save it, in order to
consult in the future. For detail operation please see also appendix 3.6 Export Data.

4.4 System Operation log

There provide with complete record about all operator operate trip and event when
this software is apply to, maybe view the log in the future:

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5. Data Management

5.1 Import AC Data

To import attendance record to another machine or old record to the current

attendance software, click this command on the menu and this operation window
will pop up:

1. Import from Files

All information of original database can be import to Attendance system database

file; to import attendance clock/in employee attendance data is imported.

Select import from USB flash-disk, click "Import" following windows pup-up:

2. Import from database

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Import from database means to import attendance data from attendance database
backups, and the data include employee information, shift information, clock-in
records, etc. You can import the data from databases of previous version, or
databases of the same version. For the data format of database files of versions
previous to 1.2 differs from that of Version 1.2X, if the version of the database file
that you want to import is below 1.2 (Not including 1.2), please select versions
before1.2 option; Otherwise please select 2.2 x options.

Note: Before importing data, if it is unnecessary to remain the data in your

system, please first select initialize the system. This is because if some data
remaining in the current system overlap with the data that will import, errors
will appear when importing data and data's importing speed will slow down.

Click versions1.2 or version 1.2x button, and a file manager will pop up. Enter the
path and file name of the database to import, and click "Open", the system will
import data automatically.

If your database is SQL Server database, you can click button to begin settings. For
detailed information please refer to Database Setup.

After importing data, click " " to go back to the main menu.

5.2 Export AC Data

This function is mainly used to back up all attendance data in the current attendance
system or clock/in data, click this command on the menu and the following
operation window will pop up:

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1) Export to Files

Export four file style: secret attendance data (*.abt), attendance clock-in data (*.txt),
back up attendance data (*.attbackup.mdb) and attendance system database file
(*.mdb). Click " " button, a file manger menu will pop up confirm the path and
file name for the back file and click "Open".

2) Conditions and Range for Exporting Data Records

Export data records during the time range.

Note: you must choose a new filename if the file has existed, the system will
suggest you to define new file name.

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Exporting record will not lead to clean data in database. After finish to export data,
click " " button to close window, and then return main menu.

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