Page 1 TOTALPASS PROXIMITY USER GUIDE TotalPass Small Business Premium Icon Time Systems, Inc. sales@icontime.com www.icontime.com...
Page 2 Reproduction of this document in whole or in part is strictly prohibited. This document may contain typographical or copy errors. TotalPass, Icon Time Systems, the Icon Time Systems logo, and all other Icon Time Systems product names mentioned in this document are registered trademarks of Icon Time Systems.
Page 3: Table Of Contents
TotalPass Small Business Premium User Guide Table of Contents Chapter 1: Getting Familiar with Your Time Clock ............7 Introduction....................................7 Welcome ................................7 System Requirements ............................. 8 Features ................................8 Available TotalPass Upgrades ........................9 Connection / Setup ............................10 http://www.icontime.com/images/docs/collateral/TotalPass_Wifi_Proximity_Time_Clock_QS...
Page 4 Employee Information ..........................31 Employee Settings ............................31 Lunch Time Deduction ..........................32 Web Punch Time Clock Settings ......................33 Create Payroll Export File ..............................35 Accrual Settings (Upgrade Required) ....................35 Delete Employee’s Punches ........................35 Chapter 4: Clocking In and Out ..................36 Time Clock Keypad Functions ............................
Page 5 Create Payroll Export File ..............................56 Chapter 8: Alternate Employee Entry Options ............... 61 Web Punch Employee Entry ..............................61 Setting Up Your Employees - Web Punch Time Clock ..............61 Punching In/Out Using Web Punch Entry.................... 62 Clocking In/Out from GPS Enabled – Location Tracking ............... 63 IP Address Restriction ..........................
Page 6 Download Backup ............................77 Restore Backup .............................. 77 Enable Upgrade ............................. 77 Reset Password .............................. 77 Erase All Memory ............................78 Convert to Child ............................. 78 Download Log ..............................79 Additional Child Clock Supervisor Mode Settings ...................... 79 View Parent IP..............................79 Force Connect ..............................
Page 7 Remote Connection Frequently Asked Questions ....................101 Troubleshooting Remote Connection Problems ...................... 102 Standard Remote Connection Setup Diagram ......................103 Connect Clocks Remotely with Multi-clock Diagram ..................... 104 Warranty Information ....................105 FCC Part 15 ........................107...
Page 8: Chapter 1: Getting Familiar With Your Time Clock
Our mission is to provide our customers with ease-of-mind through our quality products and excellent customer service. All of us at Icon Time Systems wish to thank you for placing your trust in our products. We pride ourselves on being innovators in the time and attendance industry, by developing products that are quick to install, simple to operate and reliable.
Page 9: System Requirements
• Features The TotalPass Small Business Premium Proximity is the perfect fit for a growing business that requires a time clock that can keep up with changing needs. This time clock is ideal for those companies looking for a feature-rich product that is fully supported by a nationwide network of experts.
Page 10: Available Totalpass Upgrades
Configurable for remote Internet access • Paid break tracking • Import employees to the time clock from a CSV file • Email supervisor alerts of high/low hours worked, or approaching overtime • Automatic backup of time clock data, via email •...
Page 11: Connection / Setup
Connection / Setup Refer to the TotalPass Quick Start Guide for instructions on setting up your employee time clock's connection and logging into your time clock for the first time. You can find a copy of the Quick Start Guide at the link below: http://www.icontime.com/images/docs/collateral/TotalPass_Wifi_Proximity_Time_Clock_QSG_W eb.pdf Logging In...
Page 12: Register Your Time Clock
Register your Time Clock The first time you log in to your time clock, you will be prompted to register it. Register your time clock to ensure that you receive email notification of free software updates, your manufacturer’s 1 year hardware warranty, and 30 days of free technical support. Navigating the Time Clock Software The time clock interface is designed to allow you to quickly and easily complete your tasks and run your reports.
Page 13: Lists Menu
Lists Menu Use the Lists menu for adding, modifying or deleting employees, departments, supervisors, or enabling or disabling additional time clocks connected to the system. Refer to...
Page 14: Reports Menu
Chapter 3: Setting Up Your Employees for instructions on setting up employees, and Chapter 5: Departments and Supervisors instructions on configuring departments and additional time clock supervisors. Reports Menu Your time clock comes with four reports that make it quick and easy to get the information you need to complete your work and process payroll.
Page 15: Help Menu
Chapter 2: Setting Your Time Clock Preferences. Help Menu The Help menu gives you quick access to the Help Center and to view the About Your Clock page for your time clock.
Page 16: Setting Your Pay Preferences
Chapter 2: Setting Your Time Clock Preferences Before accurate reports can be generated and employee punch details are calculated correctly, you must set your time clock rules and preferences: ✓ Setup your pay period and overtime rules ✓ Setup punch rounding and Employee Input options ✓...
Page 17: Setting Your Overtime Preferences
Semi-Monthly - Employees are paid twice per month • Monthly - Employees are paid once per month • 3. If you select the semi-monthly pay period, two additional date fields display that must be completed. Type the first day of the month that your pay period begins in the Start Semi-Monthly •...
Page 18: Setting Your Punch Preferences
pay in the Day OT1 After and the Day OT2 After fields as required. If your company does not pay daily overtime, type 99. 2. To set weekly overtime rules, type the number of hours an employee must work in one week before they receive overtime pay in the Week OT1 After and the Week OT2 After fields as required.
Page 19 An In punch of 8 minutes 00 seconds rounds forward Example: An In punch of 7:52 am would calculate as 7:45 am. An In punch of 7:53 am would calculate as 8:00 am. 15 Minute Slant (10/5 In, 5/10 Out): Quarter hour rounding similar to above except the •...
Page 20: Setting Employee Input Preferences
Chapter 3: Setting Up Your Employees , for additional information. 3. Check the Flag edits on reports checkbox to flag manually edited punches on reports. If checked, all edited punches are marked with E. 4. Type the number of minutes in Reject Like Punches within to reject the same type of punch at the time clock, within the minutes specified.
Page 21: Setting Your Device Preferences
5. If you would like to total the employee input data on the Timecard report, select the Show Totals check box. Note: Employee Inputs must also be enabled for each indivial employee. Refer to Assigning/Changing Departments on page 42 for instructions. Setting Your Device Preferences Select Settings | Preferences and click on the Device tab to go to the Device Preferences screen.
Page 22 3. Chapter 3: Setting Up Your Employees , for additional information. 5. Check the Hide Employee PIN checkbox to hide employee PINs (ID numbers) at the time clock terminal, preventing coworkers from viewing another employee’s PIN. 6. Use System Prompt 1, 2, and 3 fields to set up to three custom prompts at the employee time clock terminal.
Page 23 Note: You cannot enable SSL with a direct USB connection to the computer. The time clock must be connected to the network. 14. Use Popup Windows for Edits includes 3 options: 15. Yes - have a separate pop-up window display when editing a punch in a report screen. 16.
Page 24: Email / Backup Preferences
Configuration. Email / Backup Preferences: The TotalPass Small Business Premium application allows payroll reports and system alerts to be automatically e-mailed to one or more supervisors. The system will send email alerts if an employee has a photo punch that needs verification, as employees come and go, before they accumulate overtime, if they leave early, and more.
Page 25: Common Smtp Server Settings
3. Check the Use SSL checkbox to use data encryption when sending e-mails. Using SSL may be a requirement for some SMTP server providers and may require that you define the SMTP port. 4. Check the Use STARTTLS checkbox if you are using SSL and your SMTP service provider requires that you first connect to the server using a secure connection.
Page 26 Use Authentication: checked Username/Email Address: Account email address (user@hotmail.com) Password: account password From Email Address: account email address Gmail SMTP Server Address: smtp.gmail.com:587 Use SSL: checked Use STARTTLS: checked Use Authentication: checked Username/Email Address: Gmail account email address (user@gmail.com) Password: Gmail account password From Email Address: Gmail account email address...
Page 27: Setting Your Alert Preferences
Setting Your Alert Preferences 1. Select Settings | Preferences and click on the Alert tab to setup the alert notices displayed on the Home page. The Home page updates based on your time setting for the Check Alerts Every field described below. 2.
Page 28: Alert Setup
Alert Setup Using the Alert Preferences set earlier, select Settings | Alerts Setup, and follow the instructions below to set up Home page and email alerts. Enabling/Disabling Alerts: To disable an alert, deselect the checkbox in the far left • column.
Page 29 Employee: These fields display on the bottom of each employee’s Edit Employee page. • Department: These fields display on the bottom of the Edit a Department page • Follow the instructions below to set your Custom Fields. 1. Type the title for the custom information in the Title for Field X field (X being the field number).
Page 30: Chapter 3: Setting Up Your Employees
✓ Adding employees ✓ Setting up automatic lunch deductions ✓ Set up Web Punch entry TotalPass Small Business Premium comes with a 50 employee limit and can be upgraded to handle up to a total of 500 employees. Employee List A list of your employees and their ID numbers are in the Lists Menu under Employees.
Page 31: Customizing The Columns
To make all employees inactive, click Select None. • To show inactive employees, click on the Show Inactive option. • Customizing the Columns Select the Columns link to hide or show columns on the Employee List. • Click on the column header to sort by a •...
Page 32: Employee Information
Employee Information Payroll ID: (Optional) Enter the employee’s payroll ID # provided by the payroll company. • This Payroll ID will be used when generating payroll exports. Note: This field is not required to be completed when using the QuickBooks Plug-in or ADP Export Utility.
Page 33: Lunch Time Deduction
For additional information on setting up departments, refer to Chapter 5: Departments Supervisors. Active: All employees default to an active status. Deselect this checkbox to make the • employee inactive and to hide their name from reports. Entry Method: This option determines the procedure for punching in and out by the •...
Page 34: Web Punch Time Clock Settings
Manually entering a lunch deduction will prevent an automatic lunch deduction from occurring that day. Web Punch Time Clock Settings Web Punch Time Clock Settings: The TotalPass Small Business Premium provides licenses for 5 employees to punch In/Out using Web Punch. Additional licenses may be purchased. For...
Page 35 Note: Email functionality requires that the clock is connected via Ethernet and that the SMTP Preferences be set. To create the export file, go to Payroll | Export Payroll: Ensure that each of your employees has an assigned Payroll ID. Employees without a Payroll ID will not be included in the payroll export file.
Page 36 QuickBooks Export Payroll process Users can use the Employees and Departments list boxes to filter and choose which employee hours are exported. Users will be able to review the data before submitting to QuickBooks Online. The final confirmation screen will have a total of the time activities exported.
Page 37 Configuring Payroll Navigate to Payroll | Configure Payroll Users will be able to configure payroll specific pay/earning codes. This applies to Paylocity, ADP Worforce Now, and QuickBooks Online QuickBooks Online Configuration QuickBooks configuration involves connecting to an online QuickBooks account and linking employees between QuickBooks and the time clock, or adding them from one application to the other if they don’t exist yet.
Page 38 Employees that don’t have a matching entry in either system can simply be added by highlighting them and clicking on either Add to Clock, or Add to QuickBooks. Linked employees can be unlinked by highlighting them and clicking Remove Link.
Page 39: Accrual Settings (Upgrade Required)
Chapter 8: Alternate Employee Entry Options. Accrual Settings (Upgrade Required) Accrual Settings: used with the benefit tracking and accruals feature included with the Benefit Tracking upgrade. Benefit Accruals allow you to track and manage Vacation, Sick, and Personal Time benefits. Benefit Tracking and Accruals allow you to automate maximum accrual amounts, yearly carryover, and borrowing of benefits.
Page 40: Chapter 4: Clocking In And Out
Chapter 4: Clocking In and Out This section describes employee functionality at the clock including: ✓ How to clock In and Out with a PIN, proximity badge, or through the web browser ✓ Transfer to break or another departments ✓ Entering Tips and Job numbers Time Clock Keypad Functions Clear Up / Down...
Page 41: Punching In And Out
Info - Displays daily and weekly hourly totals for the employee. • Break/Dept. Transfer - Used by the employee to transfer into a Department or Paid • Break. In/Out - Used by the employee to punch IN or OUT. • Punching In and Out The employee procedure to punch In and Out at the time clock may vary depending on the entry method selected.
Page 42: Department Change (Punch In And Transfer)
Department Change (Punch In and Transfer) The TotalPass Small Business Premium can track time spent by an employee in a particular department. Employees can be assigned to multiple departments and will be prompted to select their department when punching In.
Page 43: Entering Tips, Job Numbers Or Piece Counts
Entering Tips, Job Numbers or Piece Counts The TotalPass Small Business Premium allows an employee to enter additional data at the clock (Employee Inputs) on either an In or Out punch. Employee Inputs are used to track employee tips, piece counts, or job numbers. This optional data will be recorded on the Timecard Report.
Page 44 2. Press Enter. 3. When prompted, enter the Employee Input value. 4. Press Enter...
Page 45: Chapter 5: Departments And Supervisors
✓ Assign an employee to a supervisor with custom supervisor permissions Departments The TotalPass Small Business Premium system has the ability to track and report labor on a departmental level. Hours worked and labor costs are included in these reports. Overall the system supports up to 99 different departments and each employee can be assigned to one, multiple or all 99 departments.
Page 46: Assigning/Changing Departments
5. If you have purchased the Benefit Tracking upgrade, you have the option to set Revision Zones by department. Revision Zones round punch hours to the start and end times of a specific shift. For additional information, refer to Revision Zones page 6.
Page 47: Supervisors
Supervisors The TotalPass Small Business Premium allows for each supervisor to have their own separate time clock software login. Supervisors can be assigned unique permissions settings to access different areas of the system and specific employees. Setting Supervisor Permissions Follow the instructions below to setup your supervisors.
Page 48: Supervisor Login
2. Select the appropriate supervisor from the list. 3. From the Edit a Supervisor page, select Assigned Employees. 4. Select one of the available options: Select All Employees to assign all employees to the supervisor. • Select Selected Employees to assign specific •...
Page 49 At the employee time clock Login page, have the new user enter their username and • password in the applicable fields. Click Submit to log in to the time clock software. If a supervisor attempts to access an unauthorized page or tries to edit a page with Read Only access, an Access Denied error message displays.
Page 50: Chapter 6: Generating Reports
Reports in your application are designed to be intuitive to read and edit; this creates ease and simplicity when generating your reports on payroll day. Reports Overview TotalPass Small Business Premium Proximity comes with the following standard reports: Attendance Report displays all employee punch data sorted by date. •...
Page 51: Adding Non-Work Hours (Holiday And Non-Worked)
Perform the following when adding a punch: 1. Confirm or select the correct employee. 2. Select the punch type to add from the Type drop-down menu. Automatic allows the time clock to select the appropriate punch type. • When adding or editing an Automatic punch in the TIME •...
Page 52: Editing A Punch
Perform the following when adding a non-work punch: 1. Select Add Non-Work from the Timecard report. 2. Select the employee(s) from the Select Employees list. 3. Select the applicable punch type that you want to add from the Type drop-down menu.
Page 53: Viewing Additional Reporting Details
1. Click on the In or Out time you want to edit. Each punch entry on the report is a link that will take you to the Edit a Punch window. 2. Follow the instructions in the Adding a Punch section to edit your punch data.
Page 54 o Click the appropriate predefined timeframe link or use the From and Thru date fields to enter a custom timeframe to run the report. o Click Submit after entering custom dates. Daily: This option displays the total hours worked for each day in a report. This is •...
Page 55: Using The Attendance Report
Using the Attendance Report To view the Attendance Report, go to Reports | Attendance. The Attendance Report is designed to give you a quick at-a-glance view of your employee’s daily attendance. Most companies use this report to view who has clocked In or Out for the day. Click on the date link in the upper left corner to choose the time period for the report.
Page 56: Using The Individual Timecard Report
Click Page Break at the top of the Timecard Report to create a page break between • employee timecards. This also displays an employee signature line when you print timecards. This option is often used by companies that keep a printed record of employee time and to show employee timecard approval.
Page 57: Using The Timecards By Department Report
Using the Timecards by Department Report To view the Timecards by Department report, hover your cursor over Reports, and then click Timecards by Department. This report is designed to give you a report of each employee’s timecard, with hours grouped and totaled by department Creating Custom Reports The application offers advanced report functionality, allowing you to filter reports by employees, dates, or by departments.
Page 58: Generating Reports On Custom Field Values - Labor Distribution
Only Non-work allows you to select only Non-work or benefit time. In addition, you are • given the option to select which Non-work type, Holiday or non-worked, to display on the report. Select the employee(s) to view on the • report from the Select Employees list, or click Select All to run a report for all employees.
Page 59: Step 2: Assign The Custom Field Value To The Employee
Step 2: Assign the Custom Field Value to the Employee Go to Lists | Employees and find the employee(s) for which you would like to assign the custom field value. You will find the title of the custom field value under Employee Settings. Assign the custom field value for the employee, and press Submit.
Page 60: Chapter 7: Sending To Payroll
Chapter 7: Sending to Payroll TotalPass offers a few options for streamlining your payroll process ✓ Creating an export file ✓ Emailing timecards reports ✓ Sending individual timecards Create Payroll Export File At the end of the pay period, compile employee data and transmit to payroll for processing. The Payroll report option creates a payroll export file for the following platforms: Paychex Flex •...
Page 61 Select Click here for a List of Employees without IDs. • Customize the Payroll ID for each of the listed employees. • 2. Select Create An Export from the option What Do You Want to Do? 3. Select the timeframe from the drop-down menu. 4.
Page 62 QuickBooks Export Payroll process 1. Users can use the Employees and Departments list boxes to filter and choose which employee hours are exported. 2. Users will be able to review the data before submitting to QuickBooks Online. 3. The final confirmation screen will have a total of the time activities exported.
Page 63 Configuring Payroll Navigate to Payroll | Configure Payroll 1. Users will be able to configure payroll specific pay/earning codes. 2. This applies to Paylocity, ADP Worforce Now, and QuickBooks Online QuickBooks Online Configuration QuickBooks configuration involves connecting to an online QuickBooks account and linking employees between QuickBooks and the time clock, or adding them from one application to the other if they don’t exist yet.
Page 64 3. Linked employees will be displayed at the bottom in the Linked Employees list box. 4. Employees that don’t have a matching entry in either system can simply be added by highlighting them and clicking on either Add to Clock, or Add to QuickBooks. 5.
Page 65: Chapter 8: Alternate Employee Entry Options
Chapter 8: Alternate Employee Entry Options TotalPass offers various methods for employee punching ✓ Keypad with Custom PIN ✓ Proximity badge ✓ Web browser entry Web Punch Employee Entry The Web Punch Time Clock allows you to capture your employees’ time anytime, anywhere using a web browser from a device on the network (LAN, WAN) or Internet.
Page 66: Punching In/Out Using Web Punch Entry
4. Type a password for the employee to use when punching In/Out on the Web browser in the Web Punch Password field. 5. Type the IP address that this employee may punch from in the Authorized IP Addess(es) field. Leave this field blank to allow the employee to punch from any IP address.
Page 67: Clocking In/Out From Gps Enabled - Location Tracking
o Day Hrs: Lists the total hours the employee worked for the day. o Punch Hrs: Lists the total hours the employee worked for that punch pair. Clocking In/Out from GPS Enabled – Location Tracking If an employee clocks In/Out using a web browser, additional punch information is available. Note: A punch that includes GPS location information is flagged with a ‘G’...
Page 68: Setting Authorized Ip Addresses By Employee
Multiple IP Addresses: Put a comma between the authorized IP addresses to allow the • employee to punch from any IP address listed. Example: 192.168.3.6, 192.168.3.78 Range of IP Addresses: The employee can punch at computers with an IP address that •...
Page 69: Running Reports With The Web Punch Time Clock
Running Reports with the Web Punch Time Clock On your reports, web punches are flagged with a W after the punch time. If a punch comes from an unauthorized IP address, it is flagged with an X. By clicking on the punch, additional information about that punch displays. Web Punch IP Address: Lists the IP address of the computer/device the employee •...
Page 70: Locking The Time Clock Terminal Keypad
4. Wave the badge in front of the time clock keypad (the 6 key is the optimal location to wave the badge). The clock will display Assigned when the badge has been assigned to the employee. The employee can now use the badge to punch In and Out. Repeat the steps above for each employee.
Page 71: Chapter 9: Maintaining Your Time Clock
Chapter 9: Maintaining Your Time Clock Learn to maintain your time clock for optimal performance ✓ Setting up scheduled automatic backups ✓ Backing up and restoring data to your time clock ✓ Removing punches from your system ✓ Resetting the time clock passwords Setting up Scheduled Automatic Backups Backups of your time clock data can be automatically emailed to one or more recipients on a daily, weekly, or monthly basis.
Page 72: Creating A Data Backup
Creating a Data Backup It is important to make a backup (copy) of your employee time clock data periodically. Use this backup to restore your data in case of any data loss. We recommend creating a backup of your time clock data each pay period and prior to performing any updates to your time clock. Data Backup from the Software Interface Follow the instructions below to create a backup of your time clock's data: 1.
Page 73: Restore Time Clock Data Backup
Restore Time Clock Data Backup On occasion you may need to restore historical data to your time clock. Follow the instructions below to restore a backup of your time clock data. Important: Restoring a backup file will OVERWRITE the current data on the clock. Create a CURRENT backup of your data before attempting to restore and view "historical"...
Page 74: Removing Data From Your Time Clock
4. Click Cancel to go back to the time clock Home page. Updating Your Time Clock Occasionally, Icon Time Systems releases new updates for your employee time clock. These updates are provided for free and often include new features and improvements.
Page 75: Updating Your Time Clock Using A Usb Flash Drive
3. In the System Update screen, type your time clock password in the Current Password field. 4. Click Browse to locate and select the update.bin file in the File Upload screen. 5. Click Open in the File Upload screen. 6. Click Submit in the System Update screen. 7.
Page 76 Auto-Update Clock Admins and supervisors with System Update permissions will receive a New Update Available notification on the homepage with a recommendation to backup. They will be able to update right from the clock once a local backup file has been created. New Update Alert Saving a Backup Updating Clock...
Page 77: Resetting Your Time Clock Passwords
Resetting Your Time Clock Passwords Changing Your Time Clock Software Interface Password You can change the password by going to Settings | Change Password fr. 1. Enter your current password in the Current Password field. 2. Type your new password in the New Password field. 3.
Page 78: Resetting The Supervisor Mode Security Code
Resetting the Supervisor Mode Security Code The Supervisor Mode security code is set from the software interface. The default supervisor code is 00 00 00. It is recommended you change the default code to a new code using the steps below: 1.
Page 79: Chapter 10: Time Clock Terminal Supervisor Mode
Chapter 10: Time Clock Terminal Supervisor Mode Advanced Supervisor Mode Options ✓ Customize Network Settings ✓ Reset Software Admin Password Log Into Supervisor Mode 1. Enter into Supervisor Mode at your employee time clock terminal. o Press on the time clock terminal. o Enter in your security code - the default security code is "00 00 00".
Page 80: Network Settings
Network Settings LAN Settings Set IP Address Look up the Ethernet IP address assigned to the clock. Also allows for assigning a static IP address, subnet mask, gateway, and DNS. 1. To assign a static IP address, follow the instructions under Assign a Static IP Address to the Time Clock on page 98.
Page 81: View Serial
2. The Set Date option displays. o The Month field flashes. Use Up or Down to select the current month, and press Enter. o In the Day field, use Up or Down to select the current day of the month and press Enter.
Page 82: Reset Password
Reset Password If you forget your login password, this option is used to reset your password to default. Refer Changing Your Time Clock Software Interface Password on page 73. Erase All Memory Erasing all memory resets the clock back to factory default. Follow the instructions below to Erase All Memory.
Page 83: Download Log
Chapter 13: Multi-clock Configuration on page for more information on multi-clock systems. Download Log Download a log file and send to our support team, in instances where we must troubleshoot your system. Additional Child Clock Supervisor Mode Settings View Parent IP Displays the IP address of the Parent Clock.
Page 84: Chapter 11: Connect To The Clock
Chapter 11: Connect to the Clock Multiple connection options to access your time clock in no time: ✓ Easily connect to your wireless network over Wifi. ✓ For a faster more reliable connection, connect to your Network with Ethernet. ✓ For simply access from one computer, connect using Direct Connect Ethernet or USB. Wifi Connection TotalPass offers a few Wifi connection options, for your convenience: Using the Clock Interface...
Page 85: Connecting Using A Wps Button
3. Press Enter. 4. Find WiFi Settings. 5. Press Enter. 6. Use the up or down arrows to scroll until you find View Networks. 7. Press Enter. A list of available wireless networks displays. 8. Use the up or down arrows to scroll until you find the appropriate network, then press Enter.
Page 86: Connecting Using A Wps With Pin
7. Press Enter. 8. Use the up or down arrows to scroll until you find Push. 9. Press Enter. Press the WPS key on your wireless router within 2 minutes. 10. When connected, a confirmation displays with the IP address. 11.
Page 87: Connecting Using The Software Interface
6. Open a Web browsers on your PC. Type in the IP address in the Web browser URL bar, press Enter. 7. You should be directed to the time clock Login page. Connecting Using the Software Interface In order to connect your time clock to the wireless network using the software interface, you must first have it connected to your network or computer using the Ethernet or USB cable.
Page 89: Chapter 12: Software Upgrades
Chapter 12: Software Upgrades Available upgrades that will allow your system to expand with your business ✓ Increase employee and web punch entry capacity ✓ Automate tracking and accruing benefit time Software upgrades can be applied at any time. All software upgrade packs for your TotalPass system can be unlocked immediately by simply entering the software key provided by your reseller.
Page 90: Employee Capacity Upgrades
Employee Capacity Upgrades The TotalPass Small Business Premium Proximity comes standard with a 50 employee limit. You can easily upgrade the employee capacity to the next available level to 100, 250 or 500 employees per system.
Page 91: Non-Worked Hours And Benefit Time (Vacation, Sick, Personal)
Automate maximum accrual amounts, yearly carryover, and borrowing of benefits. • Enhanced Overtime Preferences Customize overtime multipliers; allows you to pay time-and-a-half, double time, or other custom defined overtime rates. Revision Zones Round punch (shift) hours to the start and end times of a specific shift. Employees will not get paid for punching In early or Out late.
Page 92 Customizing Benefit Accrual Rules Benefit Tracking and Accruals allow you to automate maximum accrual amounts, yearly carryover, and borrowing benefits. Benefit balances are available for each day of an employee’s employment, letting you deliver real-time balances to managers and employees. Accrual rates and tracking are customized for each employee, which allows for the maximum in flexibility.
Page 93 The Reset Amount is the quantity of hours that an employee is to receive at the • beginning of each new accrual year. Most companies would leave this field set to zero. If your company allows the employee to borrow benefit hours that they have not yet •...
Page 94 10. If the employee does not have enough accrued time, an error page will appear. Accrual Summary Report To generate the Accrual Summary Report, go to the Reports icon and select Accrual Summary from the drop-down menu. This report lists the total benefit accrual hours available and the hours used in real time, for each employee.
Page 95: Chapter 13: Multi-Clock Configuration
Chapter 13: Multi- clock Configuration Connect up to 32 time clocks together, accessed through one software interface, through your local area network or over the Internet. ✓ Connecting the Child Clock(s) to the Parent Clock ✓ Additional multi-clock settings ✓ Updating the multi-clock system ✓...
Page 96: Set Up The Child Clock(S)
Note: It is recommended that the Parent Clock be setup at the location of the person processing the timecards. For instructions on assigning a static IP address, refer to Assign a Static IP Address to the Time Clock. Set Up the Child Clock(s) 1.
Page 97: Continuing Multi-Clock Setup
Connect Your Child Clock via IP Address 1. Press Down to select By IP Address, press Enter. 2. Enter the IP address of the Parent Clock, then press Enter. If connecting over a LAN or WAN, enter • the IP address used for accessing the software interface.
Page 98: Multi-Clock Software Settings And Optimal Configuration
Child Clock Connection Symbols Refer to the chart below for the meaning of the symbols found on the Child Clock display. Child Clock is Unable to establish a Connection to ͞ the Parent Clock. Child Clock is Connected to the Parent Clock, but Disabled.
Page 99: Child Clock Connection Data
clock In or Out using non-validated punches. They will need to select whether they are punching In or Out. If punching In or Out takes longer than preferred, disable this option by unchecking the box. The Child Clock synchronizes data at set intervals, as described below. Child Online sync delay - This option allows you to set a time interval (in seconds) for •...
Page 100 this occurs, follow the instructions on \* MERGEFORMAT Updating Your Time Clock Using a USB Flash Drive on page PAGEREF Updating_Your_Time_Clock_Using_a_USB_Fla \h...
Page 101: Chapter 14: Configure The Time Clock For Remote Access
Chapter 14: Configure the Time Clock for Remote Access Connect to your time clock away from the office ✓ Work from home ✓ Multiple locations ✓ Employee remote punch Follow the instructions below to set your time clock up with remote access, using Port Forwarding.
Page 102: Step 1: Set Up The Totalpass On The Local Network
Important: For a nominal fee, Icon Time Systems offers an optional service to assist in setting up port forwarding/remote connection to your time clocks. Step 1: Set Up the TotalPass on the Local Network Follow the instructions on the TotalPass Quick Start Guide to set up your time clock on the Local Network.
Page 103: Set Up Port Forwarding On The Router
Example: 192.168.004.155 6. Enter the Subnet Mask - press Enter. Example: 255.255.255.000 7. Enter the Gateway address - press Enter. Example: 192.168.004.001 Note: If you an unsure of the gateway address, it is typically the same IP address as your router. 8.
Page 104: Step 3: Connect To Your Totalpass Over The Internet
2. Enter the router’s username and password. Below are some default router logins Linksys Router – "admin" for both username and password • Netgear Router – "admin" for username and "password" for password • D-Link Router – "admin" for username and (leave blank) for the password •...
Page 105: Remote Connection Frequently Asked Questions
On a computer on the same network as your clock, go to www.ipchicken.com. Your • external/public IP address will be displayed on the page. Use the Port Forwarding Tester link below to verify if port 80 or port 9844 is open. If the •...
Page 106: Troubleshooting Remote Connection Problems
Dynamic DNS allows you to use the same assigned name as a web link in your web browser without concern about the actual public IP address of the router. List of Dynamic DNS Service Providers: o dyn.com o no-ip.com o dnsdynamic.org o changeIP.com Troubleshooting Remote Connection Problems If you are unable to connect to your time clock using the external/public IP address you will...
Page 107: Standard Remote Connection Setup Diagram
Use an open port checker, like www.yougetsignal.com to check your external IP address • and detect the correct open ports on your network. For additional troubleshooting steps refer to www.portforward.com. Select your router by model name and number for specific port forwarding instructions. Standard Remote Connection Setup Diagram...
Page 108: Connect Clocks Remotely With Multi-Clock Diagram
Connect Clocks Remotely with Multi-clock Diagram...
Page 109: Warranty Information
ICON TIME SYSTEMS, INC. offers the original purchaser a warranty for One (1) Year on Parts and Labor. ICON TIME SYSTEMS will repair and exchange parts for your unit free of charge in the USA in the event of a...
Page 110 This warranty gives you specific legal rights and you may also have other rights that vary from state to state. If a problem with your ICON TIME SYSTEMS unit develops during the warranty period, contact ICON TIME SYSTEMS SERVICE DIVISION, at the address below.
Page 111 FCC Part 15 This equipment has been tested and found to comply with the requirements for a Class B digital device under Part 15 of the Federal Communications Commission (FCC) rules. These requirements are intended to provide reasonable protection against harmful interference in a residential installation.

Icon Time Systems TOTALPASS Small Business Premium User Manual

Chapter 1: Getting Familiar with Your Time Clock

Chapter 2: Setting Your Time Clock Preferences

Chapter 3: Setting up Your Employees

Chapter 4: Clocking in and out

Chapter 5: Departments and Supervisors

Chapter 6: Generating Reports

Chapter 7: Sending to Payroll

Chapter 8: Alternate Employee Entry Options

Chapter 9: Maintaining Your Time Clock

Chapter 10: Time Clock Terminal Supervisor Mode

Chapter 11: Connect to the Clock

Chapter 12: Software Upgrades

Chapter 13: Multi-Clock Configuration

Chapter 14: Configure the Time Clock for Remote Access

Warranty Information

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Summary of Contents for Icon Time Systems TOTALPASS Small Business Premium

Table of Contents