5M_TFS User Manual

Contents
1. Installation.................................................................................................................................................4
1.1 Steps………………………………………………………………………………………………..4
1.2 Notes……...………………………………………………………………………………………..8
1.2.1 Standalone Version.................................................................................................................8
1.2.2 Network Version.....................................................................................................................8
1.2.3 Description about MSDE........................................................................................................8
1.2.4 System Requirements to MSDE 2000....................................................................................8
1.3 Sign-in..…...………………………………………………………………………………………..9
2. Personnel..................................................................................................................................................11
2.1 Parameter Setting…………………………………………………………………………………11
2.1.1 Duty Setting..........................................................................................................................11
2.1.1.1 Introduction.................................................................................................................11
2.1.1.2 Steps............................................................................................................................11
2.1.2 Education Setting..................................................................................................................11
2.1.2.1 Introduction.................................................................................................................11
2.1.2.2 Steps............................................................................................................................11
2.1.3 Employee’s Additional Information......................................................................................11
2.1.3.1 Introduction.................................................................................................................11
2.1.3.2 Steps............................................................................................................................11
2.2 Department Setting……………………………………………………………………………….12
2.2.1 Introduction...........................................................................................................................12
2.2.2 Steps......................................................................................................................................12
2.3 Employee Registration...………………………………………………………………………….14
2.3.1 Introduction...........................................................................................................................14
2.3.2 Steps......................................................................................................................................15
2.4 Employee Department Transfer…………………………………………………………………..16
2.4.1 Introduction...........................................................................................................................16
2.4.2 Steps......................................................................................................................................16
2.5 Left Employee Management……………………………………………………………………...16
2.5.1 Introduction...........................................................................................................................16
2.5.2 Steps......................................................................................................................................17
2.6 Import Employee Information……………………………………………………………………17
2.6.1 Introduction...........................................................................................................................17
2.6.2 Steps......................................................................................................................................17
3. Fingerprint...............................................................................................................................................18
3.1 Fingerprint Machine Registration…………………………………………………………...……18

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 3.1.1 Introduction...........................................................................................................................18
3.1.2 Steps......................................................................................................................................18
3.2 Fingerprint Management……...…………………………………………………………………..20
3.2.1 Introduction...........................................................................................................................20
3.2.2 Steps......................................................................................................................................21
3.3 Collect Fingerprint Machine Data……...……………………………………………….………..25
3.3.1 Introduction...........................................................................................................................25
3.3.2 Steps......................................................................................................................................25
4. Attendance...............................................................................................................................................28
4.1 Attendance Parameters……………………………………………………………………………28
4.2 Shift Setting…………………..………………………………………………………..…………29
4.2.1 Introduction...........................................................................................................................29
4.2.2 Steps......................................................................................................................................30
4.3 Attendance Group…………..………………………………………………………..…………...35
4.3.1 Introduction...........................................................................................................................35
4.3.2 Steps......................................................................................................................................36
4.4 Scheduling…………………..………………………………………………………..…………..37
4.4.1 Introduction...........................................................................................................................37
4.4.2 Steps......................................................................................................................................37
4.5 Individual Scheduling Sheet…………………..………………………...……………..…………39
4.5.1 Introduction...........................................................................................................................39
4.5.2 Steps......................................................................................................................................39
4.6 Unscheduled Overtime…………………..…………………………………………...…………..40
4.6.1 Introduction...........................................................................................................................40
4.6.2 Steps......................................................................................................................................40
4.7 Leave/On Business/Vacation Registration…………………..………………………..………….41
4.7.1 Introduction...........................................................................................................................41
4.7.2 Steps......................................................................................................................................41
4.8 Computer Manual Sign-in…………………..………………………………………..…………..43
4.8.1 Introduction...........................................................................................................................43
4.8.2 Steps......................................................................................................................................43
4.9 View Raw Records…………………..………………………………………………..………….45
4.9.1 Introduction...........................................................................................................................45
4.9.2 Steps......................................................................................................................................45
4.10 Attendance Results Analysis………………………………………………………..…………..45
4.10.1 Introduction.........................................................................................................................45
4.10.2 Steps....................................................................................................................................46
4.11 Attendance Report…………………..………………………………………………..…………47
4.11.1 Introduction.........................................................................................................................47
4.11.2 Steps....................................................................................................................................47
5. Salary.......................................................................................................................................................53
5.1 Monthly Closing Date Setting…………………..……………………………………..…………53
5.1.1 Introduction...........................................................................................................................53
5.1.2 Steps......................................................................................................................................53

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 5.2 Tax Information Setting…………………..…………………………………………..…………..53
5.2.1 Introduction...........................................................................................................................53
5.2.2 Steps......................................................................................................................................53
5.3 Fixed Salary Rules Management…………………..…………………………………..…………54
5.3.1 Introduction...........................................................................................................................54
5.3.2 Steps......................................................................................................................................54
5.4 Print Format Setting…………………..……………………………………………..…………..56
5.4.1 Introduction...........................................................................................................................56
5.4.2 Steps......................................................................................................................................56
5.5 Fixed Employee Salary Rules…………………..……………………………………..………….57
5.5.1 Introduction...........................................................................................................................57
5.5.2 Steps......................................................................................................................................57
5.6 Special Parameters Setting…………………..………………………………………..…………..58
5.6.1 Introduction...........................................................................................................................58
5.6.2 Steps......................................................................................................................................58
5.7 Employee Salary…………………..…………………………………………………..………….59
5.7.1 Introduction...........................................................................................................................59
5.7.2 Steps......................................................................................................................................59
6. System......................................................................................................................................................61
6.1 Modify Company Name………………………………………………………………………….61
6.2 Operator Management…………………..……………………………………………..…………61
6.2.1 Introduction...........................................................................................................................61
6.2.2 Steps......................................................................................................................................61

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1. Installation

1.1 Steps

1> Get the installation program. There are usually four parts in the package: Installation package
for system management, driver, specification and product key.
2> Run Setup.exe and start to install the system.
3> Select the language and click . Please see the following:

4> You can see the installation guide and start to install it.

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5> Enter the product key. (you can find out the product key in the package that you downloaded;
the file is named Product Key.txt)

6> Change the installation path and click “Next”.

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7> Make a choice about the shortcuts and click “Next”.

8> Finished setting. Click “Next” to copy files.

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 9> The program copies files automatically and creates the shortcut.
10> Display “Finish” window.

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1.2 Notes

1.2.1 Standalone Version

If the customer uses 5M standalone version, MSDE2000 should be installed and please refer to the
following steps:
1> Open MSDE.EXE file in CD and the system will automatically install MSDE.
2> After MSDE is installed, restart the computer and you can see the icon of sql server showing on the
right of the taskbar.

Note: If you have installed SQL Server or MSDE in you computer, it is unnecessary to select “install the
standalone database” in the installation.

1.2.2 Network Version

If you want to share the data on the website, you need to install SQL Server Enterprise Version.

1.2.3 Description about MSDE

MSDE is free and provided by Microsoft. It is compatible with Microsoft SQL Server 2000.
MSDE2000 is small and has low requirements to the system. It supports most functions of SQL Server
2000 except the graph management tool (enterprise management and search & analysis, etc.).

1.2.4 System Requirements to MSDE 2000

MSDE 2000 is specially designed for the following systems:
• Microsoft Windows 98
• Microsoft Windows NT Workstation 4.0 Service Pack 5 (SP5) or advanced version.
• Microsoft Windows NT Server 4.0 Service Pack 5 (SP5) or advanced version.
• Microsoft Windows NT 4.0 Server Enterprise Edition Service Pack 5 (SP5) or advanced version.
• Microsoft Windows 2000 Professional
• Microsoft Windows 2000 Server
• Microsoft Windows 2000 Advanced Server
• Microsoft Windows 2000 Datacenter Server
• Microsoft Windows XP
• Microsoft Windows Server 2003

CPU: 166 MHZ Pentium or higher.

Memory: at least 32 MB

Note: At least 44MB hard drive space.

Microsoft in Internet Explorer 5.0 or advanced version.
Before Internet Explorer 5.0 is installed, you must install Microsoft Windows NT 4.0 Service Pack 5 or
more advanced version.

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1.3 Sign-in

If this is your first time to install the software, please create the database first: tick “Create SQL
database in the local computer” and click “Ok” to re-log in the system.

If you have ever created the database for 5M system, you just need to input the server's name (the
computer's full name or its IP address), select the verification mode, and click “Ok”.

The initial password is empty, so you can directly click “Log on” to enter TFS.

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2. Personnel

2.1 Parameter Setting

2.1.1 Duty Setting

2.1.1.1 Introduction

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Set up the employees’ positions, including add, modify and delete positions.

2.1.1.2 Steps

a. According to the company’s structure, click “Add”, input the name of the position, and click
“Ok”.

b. If you need to modify the name, first select the position that you want to modify, click “Modify”, input
a new name and click “Ok”.

2.1.2 Education Setting

2.1.2.1 Introduction

Education setting is to add, modify or delete the employee’s diploma information.

2.1.2.2 Steps

a. According to the company’s structure, click “Add”, input the diploma and click “Ok”.

b. If you need to modify the name, first select the diploma that you want to modify, click
“Modify”, input a new name and click “Ok”.

2.1.3 Employee’s Additional Information

2.1.3.1 Introduction

It is used for setting employee’s other information, such as height, weight, blood type and native place.
Maximum 20 items which are defined by users can be added as the employee’s additional information.
And you can use none of the items or all of them. Each item is for all of the employees. When you add
one, all employees have the item.

2.1.3.2 Steps

a. Click “Add”, input the name of the additional information and click “Ok”.

b. If you need to modify the name, first select the information that you want to modify, click
“Modify”, input a new name and click “Ok”.

2.2 Department Setting

2.2.1 Introduction

Department setting is to add and modify department’s information. We can build departments’ structure
chart of a company via this function. Click “Add” to create a new department; click “Modify” to change
related department’s information; and click “Delete” to clear the information.

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2.2.2 Steps

1> For the first use, select “Modify Company Name” in “System” (you can find “System” on the top of
the software interface). Input the company’s name and click “Ok”. Please see the following:

2> According to the company’s structure, click “Add” and input the name of the department. Please see
the following:

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3> For modifying the department’s No., name or superior department, you can select the department to be
modified on the left, click “Modify” to change the information and click “Ok”.

FAQ
Q: Why the department cannot be deleted?

A: If there is sub-department or staff under the deleting department, it cannot be deleted. You can
delete the sub-department first or transfer the staff to another department.

2.3 Employee Registration

2.3.1 Introduction

1> Add/Modify employee’s basic information, including: name, employee ID (job No.),
employee No., gender, nationality, employment date, ID card No., etc. (items with “﹡” are
required);
2> Input/Modify employee’s additional information (optional).

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2.3.2 Steps

1. Add new employee.

1> Finish the department’s structure before adding the employee;

2> Prepare the employee’s information, including at least name, department, employee ID (job No.),
employee No., gender, employment date, ID card No., etc. before adding the employee (items with “ ﹡”
are required);

3> If you want to add a photo for the employee, click “Browse” and select the image in the pop-up
window. Please see the following:

4> Select the department first and click “Add”. Input the employee’s information and click “Ok”.

Inquiry: it searches among all employees according to the job No. or name that you input. If you don’t
input neither job No. nor name, it will search all employees of the selected department on the left and its
sub-departments.
Advanced Query: it searches among all employees according to the information you input (including
employee No., gender, birth date range, employment date range, etc.)

Usual operation
1> Modify job No., name and employee No.

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2> Select the employee to be modified and click “Modify”
3> Re-write the information
4> Click “Ok”.

FAQ
Q: Why the employee cannot be deleted?
A: Since every employee has plenty of data (such as punch-in and punch-out records) in the system,
he/she must be registered as left employee and is deleted.

Note:
If you have EXCEL document which contains employees’ data, you can directly import the data from
EXCEL into the system.

Warning:

Because the system calculates from the employment date, the date must be input right. If the input
date exceeds the actual employment date, there will be no records before the input date. If the
input date doesn’t reach the actual one, there will be extra attendance records.

2.4 Employee Department Transfer

2.4.1 Introduction

It is used when the employee is transferred from one to another department in a company.

2.4.2 Steps

1> Enter “Employee Department Transfer” from “Personnel”, select and tick the employee to be
transferred (you can select one or more employees);
2> Click “Transfer Department”, select the department to which the employee will be transferred
and click “Ok”.

2.5 Left Employee Management

2.5.1 Introduction

1> Register resignation for one or more employees

2> Delete the resigned employee’s information

3> Check the resigned employee’s information

4> Reinstate the resigned employee after wrong operation

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2.5.2 Steps

1> Enter “Register Left Employee Information” from “Personnel”, select and tick the employee
from his/her department (you can select one or more employees).

2> Click “Transfer to Left”, select left type and input left time. There are two processing modes:

• Transfer the employee to the left employee sheet

• Delete all of his/her information from the personnel information directly: it will delete the
employee’s all information including attendance records and consumption records.

3> Click “Ok”.

4> Enter “Left Employee Management”. And you can delete the left employee whose data is no
need to be saved or reinstate the resigned/left employee caused by wrong operation.

FAQ

1> Q: How to delete all information of the resigned employee?

A: Enter “Left Employee Management”, select the employee and click “Delete”.

2> Q: Why some employees cannot be set as the resigned?

A: Employees can be set as the resigned only after quitting their cards in “Timecard
Management”.

Note: Please collect data before registering the resigned employee.

2.6 Import Employee Information

2.6.1 Introduction

It is used to import department’s and employees’ information from EXCEL sheet.

2.6.2 Steps

1> Enter “Import Employee Information” from “Personnel” and click “Select Excel Document” at the
left bottom. Search for the file which has the employees’ information, choose the range of column and
row of the sheet and click “Ok”.
2> Double click items below “Matching Items” (i.e. “Match the column of Excel”) to choose the
corresponding title for each column of Excel sheet.

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3> Click “Import information to the database”.

3. Fingerprint

3.1 Fingerprint Machine Registration

3.1.1 Introduction

Fingerprint Machine Registration is special for fingerprint terminal and time attendance devices, you can
use it to:
• Add/Delete Equipment: Register Fingerprint Time Attendance devices for the system
• Update Fingerprint Equipment: Modify equipment name, equipment No., etc
• Connectivity Test: Test whether the equipment has been connected to software or not
• Delete Administrator: If the administrator is not on-site or the administrator forgot the password, you
can delete administrator’s fingerprint or password
• Initialize Fingerprint Equipment: For the first use, it’s better to clear all data in equipment before
registering information on fingerprint.

3.1.2 Steps

1> Enter “Fingerprint”, open “Fingerprint Machine Registration”, click “Add” and then input Equipment
No. (it must be the same as Machine No. in fingerprint machine) and Equipment Name. The
Communication is selected according to the way you used.

2> For USB and RS485 communication, choose “Com Port” (for USB communication, you need to
install USB driver which is with the CD, find out which Port the USB is, and then choose the Com
Port), then click “Confirm”. Please see the following:

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After the equipment is added successfully, click “Connectivity Test” to check whether it has been
connected. Please see the following:

3> For TCP/IP communication, input IP address, IP Port No. and communication password (these three
must be the same as what you set in the machine) and click “Confirm”. Please see the following:

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Click “Connectivity Test”, it will prompt:

Note: For USB communication, you need to install USB driver which is with the CD, find out which Port
the USB is, and then choose the Com Port.

3.2 Fingerprint Management

3.2.1 Introduction

1) Fingerprint Backup: It is used to backup and save the templates of fingerprints registered via the
machine, so that the templates can be sent to other fingerprint machine.
2) Fingerprint Download/Delete: It is used to download the existing fingerprints’ templates to other
fingerprint machine.
3) Employee Name Download: It is used to download employee’s name to the machine, so the machine
can display the employee’s name when clock-in or clock-out.

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3.2.2 Steps

1) Fingerprint Backup

Enter “Fingerprint Management” in “Fingerprint” and select “Fingerprint Backup”. Click the right
machine on the left column and click “Backup All Templates”:

The right column will display: (i.e. templates are backuped in database)

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Option description for above picture:

1) Do not cover the fingerprint templates of the past backup: backup the selected machine’s templates
only.

2) Cover the fingerprint templates of the past backup: templates backuped before are going to be
covered.
3) Backup All Templates: all templates in selected machine are going to be backuped in database.
4) Backup One’s Templates: you can select the employee you want to backup his/her templates. Please
see the following:

Input the employee No. and click “OK”, as shown below:

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After that, it will display:

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Click “OK” to finish.

Note: the number input when you registered the fingerprint is the employee number

1) Remove All Templates: all templates backuped in database will be removed.

2) Remove One’s Templates: the selected employee’s templates in database will be removed.
3) Collect data (U disc): the fingerprints collected from USB memory will be imported to software’s
database to backup.

2) Fingerprint Download/Delete

Click “Fingerprint Download/Delete” and add the backuped employees to the middle column and tick
them. Then click another machine to be downloaded on the right and click “Download”, as shown below:

After that, click “OK” to finish.

Option description for above picture:

1) Download: download the fingerprints to the selected fingerprint machine.

2) Delete: add the employees to be deleted to the middle column, tick them, click the right machine
name and click “Delete”.
3) Download (U): it means the fingerprints in database can be imported to USB memory, so that the
fingerprints can be imported from USB memory to another fingerprint machine.

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3) Employee Name Download

Click “Employee Name Download”, add the employees to the middle column, tick them, select the right
machine on the right column and click “Download”. Then the employee’s name and registered number
(i.e. employee number) will be displayed when he/she presses the finger on the machine.

3.3 Collect Fingerprint Machine Data

3.3.1 Introduction

1) Collect New Data: collect the new data which does not exist in the computer.
2) Re-collect Data: collect all records from the fingerprint machine again (not recommended).
3) Erase Records: delete the data in the fingerprint machine.
4) Download USB disc data: the attendance data in USB memory can be imported to the software.
5) Data Output to TXT: output the data from the software to computer or USB memory.

3.3.2 Steps

1> Connect the machine to the computer. Enter “Collect Fingerprint Machine Data” in “Fingerprint”.
Select the equipment name to be collected and select “Collect New Data”, as shown below:

The above picture will be shown after successful collection.

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2> If the machine collects data from USB memory, firstly plug USB memory into “USB DISK” port of
fingerprint machine. Enter “MENU” from fingerprint machine, select “Data Download” and use “▼”
button to select “USB Download”. Press “OK” to enter sub-menu of “USB Download”, as shown
below:

Use “▼/▲” to select relevant sub-menu and press “OK”.

- Glog: new attendance records are imported to USB memory from the machine and there will be a
file named “GLG_001.TXT” in USB memory. (Note: 001 refers to the machine No.)
- All Glog: all records are imported to USB memory from the machine and there will be a file
named “AGL_001.TXT” in USB memory. (Note: 001 refers to the machine No.)
- All Users: the fingerprint’s data is imported to USB memory from the machine and there will be a
file named “AFP_001.DAT” in USB memory. By the use of this file, you can backup the
fingerprint’s data to database or directly export the data from USB memory to another fingerprint
machine. (Note: 001 refers to the machine No.)
- Upload Data: the fingerprint’s data is imported to the machine from USB memory.

3> Pull out USB memory and plug it into computer. Enter “Collect Fingerprint Machine Data” and click
“Download USB disc data”. Find the relevant file in USB memory (e.g. GLG_001.txt) and click
“Open” to transfer the data to the computer, as shown below:

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Note: If the data that USB memory collected is all records, there will be “AGL_001.TXT” in USB
memory. When you download data from USB, open this file and you can transfer all records to the
software.

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4. Attendance

4.1 Attendance Parameters

Introduction

1) Attendance Type Setting: It is used to define, add, modify or delete overtime/leave/business

trip/vacation type. You can define nine types for each one (including default type) and set function keys.

Attendance Types:
1> Overtime: Overtime (Common Overtime), Weekend Overtime, Holiday Overtime
2> Leave: Sick Leave, Personal Leave
3> Business Trip: Common Business Trip, Be out on Business
4> Vacation: Common Vacation, Annual Leave, Marriage Leave.

2) Attendance Statistics Rules: to set up calculation rules for attendance.

• The Smallest Unit: The minimum unit for attendance statistics. (Set “Absenteeism” as an example, if
the smallest unit is 0.25hours, after absenteeism time is divided by 0.25, the remainder is rounded down
or rounded up according to what you set in “Round Up Control”. )
• Round Up Control
Round Down: to neglect the remainder after division.
Round: to round off the remainder.
Up (to rounding): to round up the remainder.
• Statistical rules of attendance/absence day(s): to set up calculation rules for “Attendance Days” and
“Absence Days” in report sheet.

3) Automatical Scheduling Rules Setting

If the employee usually changes shifts, you can pre-set 1~5 commonly used shifts for his/her to form an
automatically scheduling rule. And the system will automatically recognize the shift according to his/her
attendance records. Actually “Automatical Scheduling Rules” here is the combination of commonly used
shifts.

4) Unscheduled Attendance Rules

For employees who have no fixed timetable for work and you need to calculate the time of their
attendance, holidays and absence (less than 1 day), unscheduled attendance rules can be selected. It is to
process and summarize working hours for the records with on-duty and off-duty mark. And it has detailed
summarization for each piece of working hours. The final report mainly refers to working hours, not
including late, leave early and absenteeism. This mode is just to calculate working hours for employees
and has no other complicated options. It can be mixed with normal attendance mode, because these two

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modes are independent and will not affect each other.
Unscheduled attendance rules include normal setting and overtime setting.

There are two kinds of time-attendance records which have on-duty and off-duty mark. The first one is
that: if you select “In” (check-in mode) or “Out” (check-out mode) in “Access Mode” from “Equipment
Registration”, then all records will be regarded as “In” or “Out”. If “In/Out” is selected, then the records
will not be marked as “In” or “Out”. The second one is that: swipe card according to the function keys.
Press [F1], [F2], [F3] or [F4] before swiping card, and then define what do these function keys mean (on
duty or off duty).

4.2 Shift Setting

4.2.1 Introduction

The shift is original source of the scheduling. Each shift can include one or multiple periods (i.e.
segments); here you can set different shift and segment according to different situations of the company;
the result is strictly processed according to the shift in scheduling.

The segment mainly has three types: normal segment, overtime segment and extended overtime segment.

Normal Segment: The period in which employee normally works.

Overtime Segment: The period in which employee works overtime.

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Extended Overtime Segment: Sometimes employee works after normal off-duty time (including the
time after overtime segment). In this situation, it is called extended overtime. The segment including
extended overtime is called extended overtime segment.

Extended overtime segment usually includes two parts: normal segment and overtime segment.

Note:

1. For extended overtime segment, it is unnecessary to clock out after normal segment. You clock out
when you finish working. In addition, if the clock-out time is less than the set time, it will be excluded
from overtime.
2. The shift can be regarded as the combination of working periods. Each employee can only have one
shift everyday.

4.2.2 Steps

1> Normal Segment Setting

On Duty Time: the time regulated in the segment when you begin working.

Off Duty Time: the time regulated in the segment when you end working.

Whether to Punch in/Punch out: if “Punch in” is selected, you must clock/punch in before working.
Otherwise it is regarded as absenteeism.

Time of normal punch in/punch out: set time range of normal punch in/punch out.

Absenteeism: if you punch in between late time and leave early time, or you do not have a punch during
the time range, you will be regarded as absenteeism.

Working hours of the segment: set working hours of the segment.

As shown below:

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2> Overtime Segment Setting

Enter “Shift Setting”, select a shift, enter “Set of classes” and click “Add Overtime Segment”.

Option description:

Start/End Compulsory Overtime: Set the valid punch in/punch out time; summarize time range for
late/leave early.

Start/End overtime: Time range of late/leave early is not to be summarized in overtime segment; it only
sets a valid time range for punch.

The start time of overtime is recorded as per the actual punch time: The working hours are calculated as
per the actual punch time.

Start time of overtime is calculated by “N” minute(s): Round number for punch-in time; the default is 5
minutes.

End time of overtime is calculated by “N” minute(s): Round number for punch-out time; the default is 5
minutes.

Valid punch-in/punch-out time of overtime: Set valid time range for punch-in/punch out in overtime
segment.

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Work Rules (On Duty/Off Duty): Set rules for on/off duty time.

Other Rules: In the time range, set a certain range as other overtime type, or set a subsidy for overtime.

Select “Opening”, as shown below:

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3> Extended Overtime Segment Setting

Click “Add Shift” and input extended overtime’s Shift Mark and Name.

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Click “Set Automatic Overtime Segment” (i.e. Set Extended Overtime Segment), as shown below:

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The red part is for setting extended overtime segment.

Start Time of Extended Overtime: The starting time when you extend the working after the overtime.

Punch Time of after Overtime: The last moment when you finish the working and punch out after the
overtime.

After the setting, click “OK”.

Other settings:

Change Shift: modify shift mark or name.

Delete Shift: delete the information of the shift.

Set of Classes: modify the segment setting under the shift. Select the shift name to be modified, enter “Set
of Classes” and select the segment to be modified, as shown below:

Click “Modify Segment” to modify the time setting of the segment. After that, click “Save and Return”.

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4.3 Attendance Group

4.3.1 Introduction

If some employees from different departments usually work in the same time-period, you can use this
function to place them in the same attendance group. Attendance group can be regarded as the
combination of departments which have the same working type and attendance time. It targets
departments, other than employees.

4.3.2 Steps

Add Attendance Group: To create a new attendance group. Select departments of the group, click “Ok”
and then “Save”.

Modify Attendance Group: To change group number, group name and department.
Delete Attendance Group: To delete attendance group. When the group is deleted, please make sure that
there is no department included in the group.

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Note: Every department can only be added into one attendance group.

4.4 Scheduling

4.4.1 Introduction

Scheduling is to set the shift for an employee for a certain period. It is the precondition to correctly
analyze the employee’s attendance results.

4.4.2 Steps

Specify the employees to be scheduled. The system provides two options: Employee Scheduling and
Attendance Group Scheduling.

1> When “Attendance Group Scheduling” is selected, all attendance groups will be listed. Next, select
one or more groups. When the group is selected, all employees under this group will use this way (i.e.
Attendance Group Scheduling) as the default scheduling, as shown below:

2> If “Employee Scheduling” is selected, add the employee to be scheduled to the middle column and
select one or more employees. Next, select the date range and “Scheduling by week”

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3> Scheduling by week: In the date range, the employee is scheduled according to the scheduling from
Monday to Sunday.

4> Scheduling by day: In the date range, the employee is scheduled according to cycle days.

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Next, click “Scheduling”.

Note:

1. You can inquire/modify employee’s scheduling in the process of scheduling.

2. “Employee Scheduling” is more preferential than “Attendance Group Scheduling”. When both of
them exist, “Employee Scheduling” has the priority. Only when “Employee Scheduling” is deleted, it
will be scheduled by “Attendance Group Scheduling”.

4.5 Individual Scheduling Sheet

4.5.1 Introduction

It is mainly to display the shift by monthly report sheet and every single employee’s shift can be shown in
the form of report. If you want to modify one day’s shift, double click the date in the report and it will
show the detailed attendance information on that day. Then you can modify the shift.

4.5.2 Steps

1> Enter “Individual Scheduling Sheet”, select an employee from the left column and it will show his/her
shift report in the current month. And you can also view other month’s shift report, as shown below:

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2> If you want to modify one day’s shift for the employee, click the date from the report, select the shift
from pull-down menu and click “Modify Shift”.

4.6 Unscheduled Overtime

4.6.1 Introduction

It is used to register employee’s overtime.

You can manually register employee’s overtime date and time, and select overtime type. Meanwhile you
can select whether to check his/her attendance records in overtime analysis by ticking “Punch in” or
“Punch out”.

4.6.2 Steps

1> Enter “Unscheduled Overtime”, input “Overtime” and decide whether the employee needs to swipe
card (ticking “Punch in” means the employee needs to swipe card when he/she begins working;
ticking “Punch out” means the employee needs to swipe card when he/she finishes working).

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2> Click “Add Unscheduled Overtime” and then “View (delete)” to view (or delete) the overtime sheet.

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4.7 Leave/On Business/Vacation Registration

4.7.1 Introduction

It is used to register employee’s leave, on business and vacation.

There are two kinds of time calculation for registration: “Calculate by days” and “Calculate by hours”.

4.7.2 Steps

1> Enter “Leave/On Business/Vacation Registration”, add the employee to the middle column and tick
them. Select “Type” and “Sub-type”, click “Calculate by days” and select the date.

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Next, click “Add”.

2> If the time of leave/vacation is less than one day, you can select “Calculate by hours”, as shown
below:

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Next, click “Add”.

4.8 Computer Manual Sign-in

4.8.1 Introduction

It is used to re-write the time when employee forgot to check in or check out on the equipment. Re-write
time and attendance records which are made on the equipment can be distinguished in the system, so that
you can view both of them at any time. In this way, it avoids cheating.

Sign-in records can be viewed or deleted. For saved sign-in records, you can select one or more and click
“Inquiry/Deletion” to delete them.

4.8.2 Steps

Enter “Computer Manual Sign-in”, select the employee to the middle column, tick them, input date and
time and click “Sign-in”. You can also click “Inquiry/Deletion” to view or delete sign-in records.

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4.9 View Raw Records

4.9.1 Introduction

After collecting records from the equipment, enter “View Raw Records” and click “Inquiry” to view
records.

4.9.2 Steps

Enter “View Raw Records”, select the department or select the employee by using “Sort by job No.” or
“Sort by name”, input “Date” and click “Inquiry”.

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There are two models for “Inquiry”: “Simple Model” and “Detailed Model”.

4.10 Attendance Results Analysis

4.10.1 Introduction

Check attendance report in a certain data range, including late, leave early, absenteeism, overtime, leave,
business trip, etc.

4.10.2 Steps

1> Enter “Attendance Results Analysis” in “Attendance”, add the employee to the middle column, select
them and click “Analysis”, as shown below:

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2> After the analysis, there will have attendance results, as shown below:

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 4.11 Attendance Report

4.11.1 Introduction

Check the analyzed attendance report, including employee’s attendance details, overtime details,
leave/business trip/vacation, absenteeism, etc.

4.11.2 Steps

Enter “Attendance Report” and you can select a certain department’s staff, select all staff or a single
employee. Select the date range and click “Horizontal report”, as shown below:

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Horizontal Report: As shown above, it refers to employee’s detailed report during a period according to
the employee’s sequence, including that day’s working state, shift name, segment, overtime, etc. You can
also check the “Absenteeism” report only (the “Absenteeism” report is at the side of “Generating the
horizontal report”).

Vertical Report: As shown below, it refers to employee’s detailed report during a period according to the
date order, including that day’s working state, shift name, segment, overtime, etc. You can also check the
“Absenteeism” report only (the “Absenteeism” report is at the side of “Generating vertical report”).

Overtime: check overtime details during the date range.

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You can also check the overtime statistics during the date range. Click “Overtime statistics” (it is at the
side of “Overtime list”) and it will display:

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Leave/Business Trip/Vacation: Click “Leave/Business trip/Vacation” to enter the report. The first item
is “Leave” report, and then “Business trip”, “Vacation”, “Leave statistics”, “Business trip statistics”,
“Vacation statistics” and “Leave/Business trip/Vacation statistics”. Click to check the relevant report.

Leave Report:

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Business Trip Report:

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Vacation Report:

You can also continue to select other reports according to your need. For example:
Leave Statistics: summarize the employee’s leave status during the date range.
Business Tip Statistics: summarize the employee’s business trip status during the date range.
Vacation Statistics: summarize the employee’s vacation status during the date range.
Absenteeism: check the employee’s absenteeism status during the date range, as shown below:

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5. Salary

5.1 Monthly Closing Date Setting

5.1.1 Introduction

It is used to set the pay day of monthly salary. (If employees get their salary every month, you can use
this function to set which day of the month is the pay day)

5.1.2 Steps

Enter “Monthly Closing Date Setting” and input the pay day.

5.2 Tax Information Setting

5.2.1 Introduction

It is used to set up threshold, final amount and rate of individual income rate for employees.

5.2.2 Steps

1> Enter “Tax Information Setting” and input “Individual Income Tax Threshold”.
2> Input “Sequence”, “Final Amount”, “Tax Rate” and click “Ok”.

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3> Click “Ok”.

5.3 Fixed Salary Rules Management

5.3.1 Introduction

It includes items setting for salary sheet and computing formula setting. You can understand it as: after
setting fixed salary rules, a blank salary sheet has been formed. You can create multiple salary rules for
the company according to your need. There is no limit for the quantity of salary rules.
In the left column, there are “Fixed Rules No.” and “Fixed Rules Name”; in the right column, there is
salary setting. The setting of salary items in the right column is the core of Fixed Salary Rules
Management.

5.3.2 Steps

1> Create New Fixed Rules

Click “Create New Fixed Rules”, input “Fixed Rules No.” and “Fixed Rules Name”, and click “Ok”.
Note: “Actual Salary” is system’s reserved item.

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Double click the rule in the left column and you can modify “Fixed Rules Name”.

Delete Fixed Rules: To delete the selected rules.

Add Item: After clicking “Add Item”, input “Sequence”, “Salary Item”, “Decimal Digits” and “Initial
Value” to ease the operation of initial value setting.

2> Click the added rule’s name and then “Add Item”. Input “Sequence”, “Salary Item”, “Decimal Digits”
and “Initial Value” and then click “Computing Formula”.

“Computing Formula” offers formula for the calculation of salary items. After it is set, the salary to be
paid off will be calculated automatically.
Making good use of “Computing Formula” can help you improve working efficiency greatly. And the
system has user-friendly individual tax setting (it can be modified according to the need).

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5.4 Print Format Setting

5.4.1 Introduction

After items are set in Fixed Salary Rules Management, the system will automatically form reasonable
payroll format. But maybe the width of the item in payroll does not meet your demand, so you can
modify it in Print Format Setting.

5.4.2 Steps

1> Enter “Print Format Setting”, tick items below “Print?” and set printing sequence.

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2> Click “Ok”.

5.5 Fixed Employee Salary Rules

5.5.1 Introduction

The system supports multiple fixed salary rules, so you can set different salary rules for different
employees.

5.5.2 Steps

1> Enter “Fixed Employee Salary Rules” and select a department, employee(s) and a fixed salary rule.

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2> Click “Ok”.

5.6 Special Parameters Setting

5.6.1 Introduction

Although some employees belong to a fixed salary rule, there may be some difference in items between
these staff and others who also belong to this rule. So you can use this function to modify it.

5.6.2 Steps

1> Enter “Special Parameters Setting”, tick employee(s) and input content to be modified (it will turn to
be red).

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2> Click “Save”.

5.7 Employee Salary

5.7.1 Introduction

It is used to generate payroll.

5.7.2 Steps

Enter “Employee Salary”, select a department, input the month to be checked and click “Calculate” to
check the payroll.

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6. System

6.1 Modify Company Name

Steps

1> Enter “Modify Company Name”, input the company’s name and click “Ok”. Please see the following:

2> Re-log in the system and you can see the modified company name.

6.2 Operator Management

6.2.1 Introduction

It is used to add/delete operators, set operator’s password and privileges.

6.2.2 Steps

1> Sort out the staff that needs to use this system and their privileges. We recommend you to set up it as
following:
Top Grade: Admin (the system already has this account and Admin can do any operation)
Ordinary Grade: You can set up other privileges for this grade

2> According to the sorted-out privilege list, Admin adds operators and assign privilege(s) for them. The
default password is “123” and it can be modified by the user.

Note:
1> If the system is operated only by one user, you do not have to add operators.
2> It is better to assign an account for each operator according to the privilege.

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3> For some important operations, it is better to assign privilege only to Admin.
4> Try to input some meaningful name for operator.
5> Each operator should keep password in mind.
6> Admin can not be deleted and it has all privileges.

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