User Management

<< Click to Display Table of Contents >>

Navigation:  Time Control Module > Further Topics > Terminal Menus - TFT500 and TFT600 (First Gen.) > Main Menu (First Generation) >

User Management

The best way of inserting new Employees onto the terminal/s is to enter the information into the Belina Time Control Module.  However, it is also possible to use the terminal to make changes.

 

User Management (Employee Clock User Management): Use this menu option to Insert, Change or Delete a Users’ basic information, including :

•User ID (Unique number used to identify the Employee on the Terminal)

•Name of the Employee

•Fingerprint Capture

•Card (proximity card allocation)

•Password (allows the Employee to use the terminal without using a fingerprint or proximity card), and

•Privileges (determine whether the Employee has Administrator or just User access to the terminal features)

Also used for Work Codes and card management.

 

The menu screen four menu options explained below:

 

TerminalUserManagement

tog_minus        New User

Select this menu to insert a new User at the terminal.  

 

User ID's

New Users are more easily captured on the Belina Time Control software and uploaded to the terminal.  When a New User is created in the Belina software a User ID is generated and this same number should be used at the terminal.  This is normally transferred automatically if the Users are created on Belina Time Control and these records uploaded to the terminal.  If the User is being entered manually into the terminal then care should be taken to record the correct User ID.  This User ID is critical if transaction data is to go to the right person.

 

TerminalNewUser

tog_minus        Transfer of New Employees from Belina Time Control

The best way of inserting new Employees onto the terminal/s is to enter the information into the Belina Time Control Module and to Upload the data to the terminal.  It is easier because:

•Although it possible to use the T9 Input method using 9 buttons on the terminal, it is cumbersome and not easy.

•It is far easier to use the Belina Time Control Module where there is the Sync routine and easy data capture all on your standard QWERTY keyboard.

The Sync Facility is a system that synchronizes data on the terminal with data in Belina PayrollHR.  

In this way employee names can be captured with relative ease in Belina Payroll and downloaded to the biometric terminal/s.  Likewise data captured on the terminals, including employee fingerprints, is uploaded to Belina Payroll and stored there.  

The Belina SQL database then becomes a backup system for the terminal .  If the terminal develops a fault, is damaged, or replaced for whatever reason the fingerprints previously captured can be downloaded from Belina to the new terminal without having to recapture fingerprints.

tog_minus        Manual entry at Terminal

Under normal circumstances, there is no advantage of entering employee's manually on the terminals if you are using the Belina Time Control software.  If you are using other software, unfortunately, as far as we are aware you will need to capture the data at the terminal.

 

To enter a new employee at the terminal:

•From the Main Menu Select 'User Management, then 'New User' menu options

•The terminal will bring up a screen where you need to fill in details

ID No.

The ID number that comes up on the terminal should not be used if it is being linked to the Belina Time Control Module.  The Belina ID number should be entered. This would mean entering the employee first on the Belina Time Control Software and then entering the employee onto the terminal.  

Name

Enter the name of the Employee

Enrol FP

Enrol the Fingerprint of the Employee (See Detail below)

Enrol PWD

Password)(See Detail below)

Enrol Card

(See Detail below)

Purview

(assign User privelages)

 

tog_minus        Enrol Fingerprint

To enrol a fingerprint for a new Employee at the terminal:

•From the Main Menu Select 'User Management, then 'New User' menu options

•The terminal will bring up a screen where you need to fill in details of the employee

•Highlight the 'Enrol FP' menu option and press the 'OK' button on the terminal

•Get the employee to place their selected finger on the terminal scanner to enrol the fingerprint

•In the example, below the quality is too low and the fingerprint is not captured.

 

TerminalsEnrolFP

 

•If the fingerprint is scanned successfully a large green tick is displayed on the terminal and it gives an indication to the quality of the scan.  The higher the scan quality the better the fingerprint recognition will be in the future.  A scan quality of 50% is the minimum.

 

TerminalsEnrolFP2

 

tog_minus        Enrol PWD (Password)

Each employee may be allowed to use a password which enables them to clock in and out using their password rather than a fingerprint.  This may be a temporary measure whilst a person's finger is injured, or their fingerprint for some reason does not capture well or cannot use their finger for a specific reason.

 

To enter the password:

•From the Main Menu Select 'User Management, then 'New User' menu options

•The terminal will bring up a screen where you need to fill in details of the employee

•Highlight the 'Enrol PWD' menu option and press the 'OK' button on the terminal

•Enter the password for the employee and then confirm the password (as shown below), then

•Press the 'OK' button on the terminal

 

TerminalsEnrolPWD2

 

tog_minus        Enrol Card (RFID or Proximity Card)

The Belina biometric terminals are able to recoginize RFID or Proximity cards.  This allows Employees to present proximity cards to the terminal rather than having to use fingerprint or password manual entry at the terminal.  One of the advantages of proximity cards would be in a healthcare environment where they are very conscious of transfer of bacteria.  

 

There are major disadvantages, however.  These include:

•Potential for buddy clocking - an employee can pass their card to another person to do the clocking.  

•There is no biometric evidence of attendance.

•The cost of the cards themselves

 

To enrol a RFID or Proximity card:

•From the Main Menu Select 'User Management, then 'New User' menu options

•The terminal will bring up a screen where you need to fill in details of the employee

•Highlight the 'Enrol Card' menu option and press the 'OK' button on the terminal

•Swipe the card against the terminal

 

TerminalsEnrolCard2

 

•When the card has been successfully read by the terminal a green tick is displayed.

 

TerminalsEnrolCard3

tog_minus        Administrator Setup (Purview)

The Purview is used to assign privelages to a particular User.  This includes either being an Administrator or a standard User.  It is recommended that a responsible, trustworthy User is assigned Administrator status from the start bearing in mind that that person will have ability to access and manipulate clocking data.

 

Administrator Setup

An Administrator will have:

•Access to the Terminal menus, and

•Make changes to the setup of the terminal

•Ability to Enrol New Users

•Ability to Adjust clocking transactions (although the adjusted entries will be highlighted as such).

 

The Terminal Administrator, on the entry of an Admimistrator Password, can not only check daily attendance but may also enter the Menu Screen and have access to all the menu options.

 

Standard User

The Standard User simply has the ability to clock in and out and use the function keys on the terminal.

 

IMPORTANT: If a Terminal Administrator has not been set-up then any Standard User of the terminal can add or delete Users, including Administrators.  No person, including an Administrator can alter transaction data.  No individual transaction can be deleted or altered once captured by terminal.  The only way of deleting data is to delete, or download, all the data on the the terminal.

 

An Standard User can check their day's clocking record by pressing the Menu Key immediately after scanning their fingerprint.

 

tog_minus        Manage

The Manage menu allows the Editing of existing User details and records on the terminal.

 

This includes:

•Capturing new fingerprints

•Deleting fingerprints

•Deleting Users (and their fingerprints)

•Change the User details and privelages

 

To access the Manage menu:

•From the Main Menu Select 'User Management', then 'Manage' menu options

•A list of employees is displayed.

•Scroll down to the employee required

•If you Press the 'OK' button on the terminal you will be able to alter the Employee details and add fingerprints

 

TerminalsNames

 

TerminalsNamesEdit

 

•If you Press the 'Menu Key' more options will be available to you:

 

TerminalsNamesMenu

 

Select these menu options to:

Search User

Find an Employee by Name or by ID Number.  

Record

Adjust the attendance log for the selected Employee

Edit

Change the User's full Details including Name, Password, Fingerprint, Card and Privileges.

Del User

Delete a User and/ or fingerprint.

New User

Add a new User

User Access

Allow the User access as well as time and attendance.

 

tog_minus        SMS

This option is not currently being used on the Terminals.

tog_minus        WorkCode

The ability to work with Work Codes or Job Cost Codes is a major feature of the Belina Time Control software and terminals.  The ability to accumulate time to particular Jobs or Work Codes can give many organizations a handle on specific projects.

 

Managing Work Codes can be done on the terminal, but as with managing Users it is best done in the Belina Time Control Module.  See the Work Codes section of this manual.

 

TerminalsWorkCodes1

 

In the following example we are setting up Job Code 093432.  Employees can clock in and out at the start and end of the shift, but during the course of the day they can clock into and out-of particular Jobs and therefore accumulate time on  those particular jobs.  Since Belina Payroll is often linked to the Time Control Module actual labour costs are available which gives an accurate cost of labour for the jobs.

 

TerminalsWorkCodes3

 

The Belina Time Control Module has a number of reports which brings this information to life.  Reports such as the 'Productivity' and the 'Hours Valuation' reports are just two examples.