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Lathem FaceIN FR700 User Manual

Ground-breaking contactless facial recognition system for time & attendance and access control
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  • Page 1 Model FR700 User’s Guide...
  • Page 2 Cet appariel numerique de la classe B est conforme a la norme NMB-003 du Canada. Lathem Time Corporation 200 Selig Drive, SW Atlanta, Georgia USA 30336 (800) 241-4990 (404) 691-0400 www.lathem.com Copyright © 2010 Lathem Time Corporation. All rights reserved. Revised 11-09-2010 Document Number: USG0094...

  • Page 3: Table Of Contents

    CONTENTS QUICK START STEPS ................... V WELCOME......................1 PACKAGE CONTENTS ................6 SYSTEM REQUIREMENTS ..............7 INSTALL THE FACEIN TERMINAL ............8 FACEIN TERMINAL STARTUP............10 FACE ENROLLMENT GUIDE.............. 13 ENROLLING EMPLOYEES AT THE TERMINAL ......15 USING THE FACEIN TERMINAL ............20 INSTALL THE PAYCLOCK SOFTWARE............
  • Page 4 Copyright © 2010 Lathem Time Corporation. All rights reserved. Reproduction of this document in whole or in part is strictly prohibited. This document may contain typographical or copy errors. PayClock, Lathem, the Lathem logo, and all other Lathem product names mentioned in this document are registered trademarks of Lathem Time Corporation.

  • Page 5: Quick Start Steps

    Quick Start Steps Verify the contents of your system. (For more detailed information turn to page 6.) Terminal Installation Install the mounting-plate to the Separate the mounting-plate wall using the supplied wall- from the FaceIN terminal by mount screws. Note: For best removing the Philips head visibility mount the terminal for screws.
  • Page 6 Terminal Startup -Set up the network communications- ·Press the MENU key, the Functions Menu will open. ·Press 4, the System Setting menu will open. ·From the System Setting menu, press 2 - Set Network. ·Enter the IP Address for the terminal and press OK.

  • Page 7: Software Installation

    CD is not recognized when inserted. -Open PayClock- Open the PayClock software by clicking on the PayClock Icon. The default password is lathem. (For more detailed instructions turn to page 31.) -Configure the PayClock software- Click Setup Now from the Get Started window to configure PayClock.
  • Page 8 -Add the FaceIN terminal- Click on the Terminal Manager tab and add the FaceIN terminal. (For more detailed instructions turn to page 39). -Add the Employees- Add employees using the Employees button under the Setup tab. To add a new employee, click New and then enter the employee data.

  • Page 9: Welcome

    P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Welcome Purpose of this User’s Guide The purpose of this user’s guide is not meant to be a complete manual for the product.

  • Page 10: Features And Specifications

    P A Y C L O C K & F A C E I N U S E R ’ S G U I D E IMPORTANT The FaceIN terminal operates independently from the computer where the PayClock software resides. The employee punches are retained in the terminal’s memory and when you are ready simply poll the terminal.
  • Page 11 • Customized reporting options • Multi-user capabilities Upgrading is as easy as visiting http://shop.lathem.com or open PayClock and click on the PayClock orb in the upper left corner and select Upgrade PayClock. Then select the options you would like to purchase and download your software upgrade.

  • Page 12: Troubleshooting

    Troubleshooting sections of this User Guide on page 74 and 76. Online and Email Support Lathem.com provides access to numerous support resources that will allow you maximize your use of PayClock. Help may be accessed by visiting the following link: http://support.lathem.com...
  • Page 13 • Extended parts and labor warranty helps you to save money on repairs needed after the regular product warranty has expired To learn more about annual support contracts and to make a purchase, contact us at (800) 241-4990 or visit http://www.lathem.com/support/support-plans.aspx...

  • Page 14: Package Contents

    P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Package Contents Please verify that your package includes ALL of the following items. If your package is missing an item, please call the help desk at 1-800- 241-4990.

  • Page 15: System Requirements

    P A Y C L O C K & F A C E I N U S E R ’ S G U I D E System Requirements You must verify that your system meets ALL of the minimum requirements listed below in order to run PayClock on your computer.

  • Page 16: Install The Facein Terminal

    P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Install the FaceIN Terminal Step 1: Select a site to install your FaceIN terminal that will be convenient to employees clocking in and out.
  • Page 17 P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Step 3: Plug the RJ45 network cable into the Ethernet port and the Power Adapter plug into the Power Adapter port which is located in the compartment on the back of the terminal.

  • Page 18: Facein Terminal Startup

    P A Y C L O C K & F A C E I N U S E R ’ S G U I D E FaceIN Terminal Startup After completing the installation and power-up, the terminal will display the normal screen with the date, day of week and time. You are now ready to set up the network communications and define the initial administrator.
  • Page 19 P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Set up an Administrator After setting up the network communications you will need to set up at least one administrator.
  • Page 20 P A Y C L O C K & F A C E I N U S E R ’ S G U I D E When the face is successfully enrolled the terminal will display, “Add as User?”. Ask yourself this question. Will the administrator be using the door access function or punching In and Out on the terminal? Yes - The administrator will be using the door access function or...

  • Page 21: Face Enrollment Guide

    P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Face Enrollment Guide Follow these guidelines for trouble-free enrollments. During the enrollment process the employee should keep their eyes centered on the screen at all times.
  • Page 22 P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Slowly move your face Slowly turn your head closer until the white- fully to the right, and dashed frame appears then fully to the left, all and then move away until...

  • Page 23: Enrolling Employees At The Terminal

    P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Enrolling Employees at the Terminal The FaceIN terminal utilizes an “embedded facial recognition” system, meaning that employees will punch in and out by presenting their face in front of the terminal’s “Dual Camera System”.
  • Page 24 P A Y C L O C K & F A C E I N U S E R ’ S G U I D E • The administrator should present and position themselves for a facial scan. The Functions Menu will display upon a successful verification.
  • Page 25 P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Eye Glasses - It is recommended for the employee to register with the eye glasses on for half the process, then remove the eye glasses and complete the registration.
  • Page 26 P A Y C L O C K & F A C E I N U S E R ’ S G U I D E • The progress bar at the bottom of screen will display the process of the imaging. •...
  • Page 27 P A Y C L O C K & F A C E I N U S E R ’ S G U I D E • The image collecting screen will display, start the face recognition enrollment. • Perform 2 small head circles to the right. •...

  • Page 28: Using The Facein Terminal

    P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Using the FaceIN Terminal The FaceIN will be ready for use when the facial enrollment process is complete.
  • Page 29 P A Y C L O C K & F A C E I N U S E R ’ S G U I D E • When the employee’s face is in the correct position, a green lined frame will display on the screen, and a green bar will scan the employee’s image from top to bottom.
  • Page 30 P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Clocking IN/Out - Card & Face Verification • Move the badge over the badge reader symbol on the front of the FaceIN.
  • Page 31 P A Y C L O C K & F A C E I N U S E R ’ S G U I D E • Move the badge over the badge reader symbol on the front of the FaceIN. •...

  • Page 32: Install The Payclock Software

    P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Install the PayClock Software The PayClock install loads the client and server application as well as your database.
  • Page 33 • At the Installation Complete screen click Finished. Open PayClock • After installing, you can run PayClock by clicking its icon. The default log in is Admin with the password ‘lathem’. PayClock Product Registration • From the Getting Started window, register PayClock via the Internet or phone.
  • Page 34 P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Client Installation in a Multi-User System Follow these instructions when you want to run PayClock on more then one computer.
  • Page 35 • At the Ready to Install screen, click Next. • At the Installation Complete screen click Finished. Open PayClock • After installing, you can run PayClock by clicking its icon. The default log in is Admin with the password ‘lathem’.

  • Page 36: Setting Up A Multi-User System

    P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Setting up a Multi-User System PayClock is by default a single user system. You must purchase and enable the multi-user feature in order to access PayClock from other computers on your network.

  • Page 37: Using The Payclock Software

    P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Using the PayClock Software PayClock utilizes a sleek user interface that allows you to get more out of the functions you use most.
  • Page 38 P A Y C L O C K & F A C E I N U S E R ’ S G U I D E • Home Tab: The Home tab contains information on how to start using PayClock along with quick action buttons in a flow chart of the routine process of use.

  • Page 39: Logging Into Payclock

    You may upgrade PayClock to a “Multi-User” system. Refer to page 28 of this User’s Guide for information on upgrading to multi-user. 1. From the Log In window, choose Administrator from the User List. 2. Enter the default password: “lathem”.
  • Page 40 1. At the Log In screen, click the Change button. 2. Type in your Old Password (remember, the default is “lathem”). 3. Type in your New Password (the one you would like to create). 4. Confirm your new password by typing it in.
  • Page 41 1-800-252-2208. • Call the help desk at 1-800-241-4990 and select option number 1 from the telephone menu to speak with a representative. • Visit http://www.lathem.com/contact-us/register-your- product.aspx and follow the steps outlined.

  • Page 42: Setting Up Payclock

    P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Setting up PayClock How does PayClock calculate time? PayClock uses an open shift to define the start of the workday. An employee’s open shift starts with his/her first punch of the day and continues until the day change or for 14 hours if working past the day change.
  • Page 43 P A Y C L O C K & F A C E I N U S E R ’ S G U I D E From the Getting Started window click the Setup Now button or click the Setup tab on the ribbon bar. Use the buttons on the Setup tab to set up your basic company structure.
  • Page 44 P A Y C L O C K & F A C E I N U S E R ’ S G U I D E • To set up weekly overtime, select the pay code and set the limit. Click the Help button is you need assistance setting up the overtime.

  • Page 45: Additional Software Setup

    P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Additional Software Setup The Setup tab of the ribbon bar is used to configure the PayClock software for your company, pay period rules, departments, employees, shifts, payroll exports, PayClock users and preferences.
  • Page 46 P A Y C L O C K & F A C E I N U S E R ’ S G U I D E automatically deducted, or a combination of both. They can also be unpaid or paid. Breaks are applied to shifts. For example, you have a shift that starts at 7:30am and ends at 4:00pm with a 30 minute punched unpaid break that can be taken between 11:30am and 2:00pm.

  • Page 47: Add The Facein Terminal

    P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Add the FaceIN Terminal After completing the set up of your company and payroll policies you will need to open the Terminal Manager tab and add the FaceIN terminal.

  • Page 48: Add Employees And Assign Badges

    P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Add Employees and Assign Badges The Employees button under the Setup tab is used to maintain the employees in the PayClock software.
  • Page 49 P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Add New Employees General Tab After adding the employees click on the Terminal Manager tab and update your terminal(s).
  • Page 50 P A Y C L O C K & F A C E I N U S E R ’ S G U I D E 5. If your company uses an Employee Number, enter it here. Usually, payroll services require an employee number for exports. 6.
  • Page 51 P A Y C L O C K & F A C E I N U S E R ’ S G U I D E 15. The Enable Lockouts option is not supported with the FaceIN terminal. 16. Enter the employee’s hire date under Date of Hire. 17.
  • Page 52 P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Benefit Time Tab You use the Benefit Time tab to track an employee's benefits, such as how much sick or vacation time they have or have taken.

  • Page 53: Editing Timecards

    P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Editing Timecards The Timecards tab is used to manage employee punch data. You can view and edit employee punches as well as non-work time such as vacation time or dollar amounts such as tips.
  • Page 54 P A Y C L O C K & F A C E I N U S E R ’ S G U I D E employees, select which Pay Class to edit the data for, select the time period for the edits, export payroll data and clock the pay period. The Employee List and Toolbar The Employee List displays employees along with their summary data such as wages, regular time, overtime, vacation, etc.
  • Page 55 P A Y C L O C K & F A C E I N U S E R ’ S G U I D E • Department - From the list select the department or departments that hold the employees you want to display in the summary list.
  • Page 56 P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Employee Timecard and Toolbar The Employee Timecard is used to view and edit an employees punch and non-work data.
  • Page 57 P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Timecard and List Tabs The Timecard Table has two tabs, Timecard and List. Timecard tab - This tab is used for the typical editing and viewing of punch data.
  • Page 58 P A Y C L O C K & F A C E I N U S E R ’ S G U I D E • Light Red - A light red cell identifies that there is an exception associated with the cell or the day. In this example the employee arrived late for their shift.
  • Page 59 P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Timecard Timeline The Timecard Timeline is a snap-shot view of the shifts and punches for the selected date.
  • Page 60 P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Maintaining Employee Timecards The Timecards tab is used to manage employee punch data. You can view and edit employee punches as well as non-work time such as vacation time or dollar amounts such as tips.
  • Page 61 P A Y C L O C K & F A C E I N U S E R ’ S G U I D E • Type in the hour and the cursor will automatically move to the minutes. •...
  • Page 62 P A Y C L O C K & F A C E I N U S E R ’ S G U I D E • Select the Timecards tab on the ribbon bar and click on the desired employee from the Employee List, the employee’s timecard will display.
  • Page 63 P A Y C L O C K & F A C E I N U S E R ’ S G U I D E • Select the Timecards tab on the ribbon bar and click on the desired employee from the Employee List, the employee’s timecard will display.
  • Page 64 P A Y C L O C K & F A C E I N U S E R ’ S G U I D E If the Shift column is displaying in the timecard table, simply click in the cell for the desired day and from the list select the desired shift. The shift change will take affect immediately.
  • Page 65 P A Y C L O C K & F A C E I N U S E R ’ S G U I D E • At the Timecard toolbar click the Notes button, the Note Editor window will open. •...
  • Page 66 P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Selecting the Exceptions • At the timecard toolbar click the Exception button and select Exception Filter, the Exception Filter window will open.
  • Page 67 P A Y C L O C K & F A C E I N U S E R ’ S G U I D E This allows the PayClock user to verify that the correct employee presented the badge and no buddy punching has taken place. See the sample below.
  • Page 68 P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Exporting Data The Export button of the Timecards tab allows you to export your data to payroll.
  • Page 69 P A Y C L O C K & F A C E I N U S E R ’ S G U I D E is re-opened it will be recalculated using the rules at the time of the re-open if changes are made to an employee’s timecard data.
  • Page 70 P A Y C L O C K & F A C E I N U S E R ’ S G U I D E • Click the Re-Open button. When the Re-Open Procedures window opens verify that the dates for the pay period being re-opened are correct.

  • Page 71: Global Scheduling

    P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Global Scheduling The Scheduling tab presents a summary or snapshot of the estimated labor coverage in hours and dollars on a calendar. In addition the Scheduling tab is used to apply shifts to groups of employees, allowing shift assignments in mass rather than having to assign shifts to employees individually.

  • Page 72: Reports

    P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Reports The Reports tab of the ribbon bar is used to obtain reports on the information that is stored in the database.
  • Page 73 P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Including All Employees in the selected report To view a report with all of the employees simply double click on the report in the list.

  • Page 74: Setting Up Your Terminal

    P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Setting up your Terminal The Terminal Manager tab of the ribbon bar is used to maintain the terminals used to collect punch data.
  • Page 75 P A Y C L O C K & F A C E I N U S E R ’ S G U I D E • Select FaceIN from the drop down list and click OK. • The FaceIN terminal properties will display on the right. •...
  • Page 76 P A Y C L O C K & F A C E I N U S E R ’ S G U I D E 3. Click Update Selected Terminal to send the changes to the terminal. Assigning Employee •...
  • Page 77 P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Maximum days to store registrations on terminal: Select how many days to store punches in the terminals memory. The default setting is 90 days.
  • Page 78 P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Recover Terminal (button) - Click this button to initiate a recovery of all data in the terminal. Reset Admin Accounts (button) - Click this button to remove any admin accounts set up on the terminal.

  • Page 79: Update The Terminal

    P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Update the Terminal When you add an employee to PayClock they are automatically assigned to the FaceIN terminal(s). But before you can enroll the employee faces at the terminal you will have to update the terminal with the changes.

  • Page 80: Polling The Terminal

    P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Polling the Terminal When you poll a terminal, you retrieve the punch information from the terminal and the punches are placed in the database making the data available in the PayClock software.

  • Page 81: Automatic Polling

    P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Automatic Polling PayClock allows you to set up automatic polling of the FaceIN terminal(s). With automatic polling you are always working with the most current punch data.

  • Page 82: Hardware Troubleshooting

    The following section contains common questions and problems as well as their appropriate resolutions. To view a complete list of common problems and their solutions please visit our knowledge base located online at: http://support.lathem.com Issue Resolution -Make sure that all connections are secure and the I can’t communicate...
  • Page 83 P A Y C L O C K & F A C E I N U S E R ’ S G U I D E not communicating with the terminal, have the network administrator or IT person make sure there aren’t any issues with the network.

  • Page 84: Software Troubleshooting

    Issue Resolution What is the password to The default password is “lathem”. login to the software? If you have changed the default password, and can’t remember your new password, contact the help desk for assistance in resetting your password.

  • Page 85: Appendix A - Exporting Punches To A Usb Drive

    P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Appendix A - Exporting Punches to a USB Drive The USB Functions menu allows you to export punch data to a USB thumb drive and then import the data into the PayClock database using the PayClock software.
  • Page 86 P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Import the data into PayClock • Plug the USB Flash Drive into a USB port on your computer. •...

  • Page 87: Appendix B - Adding Employees At The Terminal

    P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Appendix B - Adding Employees at the Terminal Employees can be added at the FaceIN terminal first and then added in the PayClock software later.
  • Page 88 P A Y C L O C K & F A C E I N U S E R ’ S G U I D E • Using the index/numeric keys enter a name. This should be the same as the first name you will enter into the PayClock software.
  • Page 89 P A Y C L O C K & F A C E I N U S E R ’ S G U I D E • Move the face back until there is 9 to 25 inches between their face and the terminal.
  • Page 90 P A Y C L O C K & F A C E I N U S E R ’ S G U I D E press ESC, ESC and ESC again to return to the normal time/date screen. Card & Face Verification Method When enrolling employee faces, take the following into consideration: Eye Glasses - It is recommended for the employee to enroll with the...
  • Page 91 P A Y C L O C K & F A C E I N U S E R ’ S G U I D E • Resume small head circles to the right (if adjust positioning message is still displaying). •...
  • Page 92 P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Appendix C - Connecting the FaceIN Directly to the Computer’s NIC This document describes the steps to configure FaceIN terminal to communicate with the PayClock database server when connecting directly into the computers wired NIC.
  • Page 93 P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Step #4 - At the PayClock software • Open the PayClock software and click on the Terminal Manager tab.
  • Page 94 P A Y C L O C K & F A C E I N U S E R ’ S G U I D E • Choose Use the following IP address. • Enter the values outlined in this document. •...
  • Page 95 P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Appendix D - FaceIN WAN Installation These instructions identify the steps to configure the FaceIN terminal to communicate with the PayClock database server across the internet.
  • Page 96 P A Y C L O C K & F A C E I N U S E R ’ S G U I D E FaceIN WAN Installation • At the remote site install mount and connect the FaceIN terminal to the network.
  • Page 97 P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Appendix E - PayClock Client Software WAN Installation These instructions identify the steps to configure the PayClock Client software to communicate with the PayClock database server across the internet.
  • Page 98 P A Y C L O C K & F A C E I N U S E R ’ S G U I D E • From the menu select Support Assistant. • In the Support Assistant window, select Connection Info •...
  • Page 99 P A Y C L O C K & F A C E I N U S E R ’ S G U I D E • At the Install on Single PC or Network window select I need multiple computers that can run PayClock and click Next to continue.
  • Page 100 P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Accessories, 3 Add the FaceIN terminal, 39 Adding a FaceIN, 66 Adding a New Employee, 41 Adding a Note, 56 Adding Amounts, 56 Adding Employees, 40...
  • Page 101 P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Editing Timecards, 45 Employee PIN, 42 Employee Advanced Tab, 44 Employee Button, 40 Employee List and Toolbar, 46 Employee Number, 42 Employees Tab - FaceIN, 67 Enrolling Employee Faces, 15...
  • Page 102 P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Install the PayClock Software, 24 Installing the FaceIN, 8 List Tab - Timecard, 49 Logging In, 31 Maintaining, 52 Messages Tab, 44...
  • Page 103 P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Recover Tab - FaceIN, 69 Registering PayClock, 32 Re-opening a closed pay period, 61 Reports, 64 Reports Tab, 30 Rounding, 36...
  • Page 104 P A Y C L O C K & F A C E I N U S E R ’ S G U I D E Telephone Support, 6 Terminal Installation, v Terminal Manager Tab, 30 Terminal Startup, vi Terminals Tab, 44 Timecard Color Legend, 49 Timecard Ribbon Bar, 45 Timecard Timeline, 51...

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