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User Manual
XTime Elite
V2.17.10.0
XTime Elite User Manual V2.17.10.0 Page 2 of 169
1 REVIEW SEQUENCE
Version # Date Editor
V2.16.04.1 2016-04 Cindy-Lee TR Group FOLO delay, Biometrics | General | Reader Image Display, System
Parameters | Pay Calculation | Standby takeover
V2.16.04.2 2016-05 Cindy-Lee Clockpoint Checkpoint settings
Leave added to Work Location and employee settings
V2.16.06.0 2016-06 Cindy-Lee Training module on system Parameters | Modules screen
Adding Equipment: Updated screens
V2.16.10.0 2016-10 Cindy-Lee
Parade Categories, HID Manual tag capture, Active master record with
fingerprints check, Temporary PIN valid duration system parameter, Third
Party custom event types, Fatigue Windows on the Payrule, Leave codes
expansion, Access | General | Ignore Leave Validation, Clock Points | Settings
| Routing
V2.16.10.1 2016-11 Cindy-Lee Clockpoint Certificate options
V2.16.10.5 2016-12 Cindy-Lee Batch and Sagem Engine port & IP config in system Params
PayCat on Recalc screen
V2.17.01.0 2017-01 Cindy-Lee System Parameters | User Config – Early warning days before expiry
V2.17.01.1 2017-02 Cindy-Lee
Codes | Configuration | Controller Engine, Server & Status
Codes | Access | Terminal Exception Message
Codes | Access | Lockdown Area
Codes | Access | Employers – Params tab
V2.17.01.2 2017-02 Cindy-Lee Codes | Time | Pay Cats – Export Types
Codes | Time | Pay Rule – Flexi Time
V2.17.04.0 2017-04 Cindy-Lee
Facial Recognition
Visitor Equipment and Required Equipment
Employee | Post Dates | Parades & codes | Configuration | System
Parameters | System |Employee | Parades editable
Codes | Configuration | Controllers | Controller Tokens
V2.17.07.0 2017-07 Cindy-Lee Codes | Config | Holiday Category & Codes | Time | Payrule
Codes | Config | Sysparams | User Config | Active Directory
V2.17.07.1 2017-08 Cindy-Lee Codes | Config | Controllers – Mandatory FA, IP Address read only
V2.17.10.0 2017-09 Cindy-Lee
Right click code maintenance
Codes | Config | Controllers – FA mandatory & IP address read only
XTime Elite User Manual V2.17.10.0 Page 3 of 169
INDEX 1 REVIEW SEQUENCE ..................................................................................................................................................... 2
2 DEFINITION OF VARIOUS BUTTONS FOUND IN XTIME ................................................................................................ 7
3 LOGGING ON TO XTIME900 FOR THE FIRST TIME WITH A NEW USER ....................................................................... 8
4 EMPLOYEES ............................................................................................................................................................... 12
4.1 GENERAL ................................................................................................................................................................... 12
4.2 PERSONNEL ............................................................................................................................................................... 13
4.3 GROUPS..................................................................................................................................................................... 15
4.4 CAPTURING A PHOTO ............................................................................................................................................... 15
4.5 ADDING A TAG .......................................................................................................................................................... 16
4.5.1 IMPRO ISR REGISTRATION READER .............................................................................................................. 16
4.5.2 IPB2 OR OMNIKEY UNIT ............................................................................................................................... 17
4.5.3 WITHOUT A SCANNER .................................................................................................................................. 17
4.6 CAPTURING FINGERPRINTS ....................................................................................................................................... 18
4.6.1 FINGER PLACEMENT ..................................................................................................................................... 19
4.6.2 ENROLLING SAGEM FINGERPRINTS .............................................................................................................. 19
4.6.3 ENROLLING SECUGEN FINGERPRINTS .......................................................................................................... 22
5 UPDATING EXISTING EMPLOYEES DETAILS ............................................................................................................... 25
5.1 GENERAL ................................................................................................................................................................... 25
5.2 PERSONNEL ............................................................................................................................................................... 26
5.3 ACCESS ...................................................................................................................................................................... 28
5.3.1 GENERAL ....................................................................................................................................................... 28
5.3.2 ACCESS GROUPS ........................................................................................................................................... 29
5.3.3 TIME RECORDING GROUPS .......................................................................................................................... 29
5.3.4 CERTIFICATES ................................................................................................................................................ 30
5.3.5 PERMIT ......................................................................................................................................................... 30
5.3.6 RESTRICT CLOCK REASONS ........................................................................................................................... 31
5.3.7 OVERRIDE SETTINGS ..................................................................................................................................... 31
5.4 GROUPS..................................................................................................................................................................... 32
5.5 CLOCKS ...................................................................................................................................................................... 32
5.6 PAY HISTORY ............................................................................................................................................................. 33
5.6.1 DETAILS ......................................................................................................................................................... 33
5.6.2 PAY TIMES .................................................................................................................................................... 34
5.6.3 PAY CLOCKS .................................................................................................................................................. 34
5.6.4 ALLOWANCE ................................................................................................................................................. 35
5.6.5 HISTORY CALENDAR ..................................................................................................................................... 36
5.7 POST DATES .............................................................................................................................................................. 36
5.7.1 LEAVES .......................................................................................................................................................... 36
5.7.2 OVERTIME .................................................................................................................................................... 37
5.7.3 STANDBY ....................................................................................................................................................... 37
5.7.4 PARADES ....................................................................................................................................................... 38
5.7.5 SHIFT CHANGE .............................................................................................................................................. 38
5.7.6 DEPT. TRANSFER ........................................................................................................................................... 39
5.7.7 OCCUPATION CHANGE ................................................................................................................................. 39
5.8 HOSTEL ...................................................................................................................................................................... 40
5.9 TAGS .......................................................................................................................................................................... 40
5.10 FINGERPRINTS ........................................................................................................................................................... 41
5.11 EQUIPMENT .............................................................................................................................................................. 41
5.12 SERVICE HISTORY ...................................................................................................................................................... 41
5.13 ASSETS ALLOWED ..................................................................................................................................................... 41
5.14 ALLOWANCES ............................................................................................................................................................ 42
5.15 ADDRESS ................................................................................................................................................................... 42
5.16 ADDITIONAL INFORMATION (Custom Menu’s) ........................................................................................................ 43
5.17 OFFENSES .................................................................................................................................................................. 43
5.18 PIN ............................................................................................................................................................................. 44
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6 ADDING EQUIPMENT................................................................................................................................................. 45
7 ASSETS ....................................................................................................................................................................... 47
8 VISITORS .................................................................................................................................................................... 48
9 VEHICLES .................................................................................................................................................................... 51
10 RESTRICTED PERSONS ............................................................................................................................................... 53
11 EMERGENCY AND LOCKDOWN ................................................................................................................................. 54
11.1 SETTING AREAS ......................................................................................................................................................... 54
11.2 SYSTEM SETTINGS ..................................................................................................................................................... 54
11.3 TERMINAL INPUTS: ................................................................................................................................................... 55
11.4 TERMINAL CONTACTS ............................................................................................................................................... 56
11.5 MANUAL ACTIVATION .............................................................................................................................................. 56
12 REPORTS .................................................................................................................................................................... 58
12.1 CHANGING EDITABLE REPORT IN XTIME .................................................................................................................. 59
12.2 EDITING THE COLUMN DESCRIPTION ....................................................................................................................... 59
13 BATCH (BULK) TRANSACTIONS .................................................................................................................................. 61
13.1 BULK PARADES .......................................................................................................................................................... 61
13.2 BULK PARADES DELETE ............................................................................................................................................. 62
13.3 CLEAR RANDOM PARADES ........................................................................................................................................ 63
13.4 CLOSE PAY ................................................................................................................................................................. 63
13.5 CRISIS MANAGEMENT............................................................................................................................................... 64
13.6 DAY OFF TO WORK DAY ............................................................................................................................................ 64
13.7 DEPARTMENT OVERTIME ......................................................................................................................................... 65
13.8 DEPARTMENT SHIFT CHANGE ................................................................................................................................... 65
13.9 DEPT TRANSFER ........................................................................................................................................................ 66
13.10 FREE MOVEMENT ..................................................................................................................................................... 66
13.11 LEAVE ........................................................................................................................................................................ 66
13.12 OVERTIME ................................................................................................................................................................. 66
13.13 SHIFT CHANGE .......................................................................................................................................................... 67
13.14 STANDBY ................................................................................................................................................................... 68
14 EXCEPTIONS ............................................................................................................................................................... 69
14.1 EXCEPTION REPORT .................................................................................................................................................. 69
14.2 EXCEPTION LIST ......................................................................................................................................................... 70
14.3 CANCEL PAGES .......................................................................................................................................................... 70
14.4 EXCEPTION CAPTURE ................................................................................................................................................ 70
14.5 PAY RECALCULATE .................................................................................................................................................... 71
15 EXPORTS .................................................................................................................................................................... 72
15.1 PAY EXPORT .............................................................................................................................................................. 72
15.2 TIME WORKED .......................................................................................................................................................... 72
15.3 AWOP EXPORT .......................................................................................................................................................... 73
15.4 BONUS SHIFTS EXPORT ............................................................................................................................................. 74
15.5 PHOTOS ..................................................................................................................................................................... 75
15.6 RISK EXPORT.............................................................................................................................................................. 75
16 IMPORTS .................................................................................................................................................................... 76
16.1 EMPLOYEE NUMBER IMPORT ................................................................................................................................... 76
16.2 CERTIFICATE IMPORT ................................................................................................................................................ 76
17 USERS ........................................................................................................................................................................ 77
17.1 MAINTENANCE .......................................................................................................................................................... 77
17.1.1 USER ............................................................................................................................................................. 77
17.1.2 DEPARTMENTS AND GANGS ........................................................................................................................ 77
17.1.3 LEAVE CAPTURE ............................................................................................................................................ 78
17.1.4 ACCESS GROUPS ........................................................................................................................................... 79
17.1.5 ADD | REMOVE FUNCTION .......................................................................................................................... 79
17.1.6 TIME CODE RESTRICTION ............................................................................................................................. 79
17.1.7 EVACUATION AREA ...................................................................................................................................... 79
17.1.8 WORK LOCATION .......................................................................................................................................... 80
17.1.9 DEVICE ACCESS ............................................................................................................................................. 80
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17.1.10 EXPIRY ........................................................................................................................................................... 80
17.2 CHANGE PASSWORD ................................................................................................................................................. 81
17.3 PREFERENCES ............................................................................................................................................................ 81
18 TAGS .......................................................................................................................................................................... 83
18.1 PRINT BADGES .......................................................................................................................................................... 83
18.2 FUNCTION BADGES ................................................................................................................................................... 83
19 CODES ........................................................................................................................................................................ 84
19.1 EMPLOYEE ................................................................................................................................................................. 84
19.1.1 ALLOWANCE ................................................................................................................................................. 84
19.1.2 DEPARTMENTS ............................................................................................................................................. 84
19.1.3 DISCIPLINARY ACTION .................................................................................................................................. 86
19.1.4 DISCHARGE REASON ..................................................................................................................................... 86
19.1.5 GANGS .......................................................................................................................................................... 86
19.1.6 GROUPS ........................................................................................................................................................ 89
19.1.7 LEAVE ............................................................................................................................................................ 90
19.1.8 OCCUPATION ................................................................................................................................................ 90
19.1.9 OFFENSES ..................................................................................................................................................... 91
19.1.10 SUSPEND REASONS ...................................................................................................................................... 91
19.1.11 WORK LOCATION .......................................................................................................................................... 91
19.2 ACCESS CODES .......................................................................................................................................................... 93
19.2.1 CERTIFICATES ................................................................................................................................................ 93
19.2.2 CLOCK REASON ............................................................................................................................................. 93
19.2.3 EMERGENCY AREA ........................................................................................................................................ 93
19.2.4 EMPLOYER CAT ............................................................................................................................................. 94
19.2.5 EMPLOYERS .................................................................................................................................................. 94
19.2.6 EVACUATION AREAS ..................................................................................................................................... 96
19.2.7 EVENT TYPES ................................................................................................................................................ 96
19.2.8 GROUPS ........................................................................................................................................................ 97
19.2.9 LOCKDOWN AREA ........................................................................................................................................ 98
19.2.10 REASON CODES ............................................................................................................................................ 98
19.2.11 TERMINAL EXCEPTION MESSAGE ................................................................................................................. 98
19.2.12 TIMES ............................................................................................................................................................ 99
19.2.13 VISITOR CATEGORY ...................................................................................................................................... 99
19.3 TIME CODES ............................................................................................................................................................ 100
19.3.1 ATTENDANCE .............................................................................................................................................. 100
19.3.2 COST CENTRES ............................................................................................................................................ 100
19.3.3 PAY CATEGORIES ........................................................................................................................................ 100
19.3.4 PAY RULES .................................................................................................................................................. 104
19.3.5 SHIFT CYCLE ................................................................................................................................................ 113
19.3.6 SHIFTS ......................................................................................................................................................... 114
19.3.7 TIME CODE REASONS ................................................................................................................................. 117
19.3.8 TIME CODES ................................................................................................................................................ 117
19.3.9 TR. GROUPS ................................................................................................................................................ 118
19.4 CONFIGURATION .................................................................................................................................................... 121
19.4.1 ASSET TYPE ................................................................................................................................................. 121
19.4.2 CANTEEN .................................................................................................................................................... 121
19.4.3 CARD DESIGN.............................................................................................................................................. 123
19.4.4 CLOCK POINTS ............................................................................................................................................ 124
19.4.5 CP EMERGENCY .......................................................................................................................................... 130
19.4.6 COMMAND CENTER ICONS ........................................................................................................................ 130
19.4.7 COMPANY ................................................................................................................................................... 131
19.4.8 CONTROLLER ENGINE ................................................................................................................................. 131
19.4.9 CONTROLLER SERVER ................................................................................................................................. 132
19.4.10 CONTROLLER STATUS ................................................................................................................................. 133
19.4.11 CONTROLLERS ............................................................................................................................................ 133
19.4.12 COURSES ..................................................................................................................................................... 137
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19.4.13 ENGINES ..................................................................................................................................................... 137
19.4.14 EQUIPMENT TYPE ....................................................................................................................................... 137
19.4.15 EVENTS AND ACTIONS ................................................................................................................................ 138
19.4.16 HOLIDAYS ................................................................................................................................................... 139
19.4.17 HOSTEL ....................................................................................................................................................... 140
19.4.18 PICTURES .................................................................................................................................................... 140
19.4.19 REMOTE SITES ............................................................................................................................................ 141
19.4.20 ROUTES ....................................................................................................................................................... 142
19.4.21 SITES ........................................................................................................................................................... 142
19.4.22 SYSTEM PARAMETERS ................................................................................................................................ 142
19.4.23 MODULES ................................................................................................................................................... 157
19.4.24 SHIFT WINDOWS ........................................................................................................................................ 158
19.4.25 ACCESS ........................................................................................................................................................ 158
19.4.26 BADGE PRINTING ........................................................................................................................................ 159
19.4.27 CLEANUP..................................................................................................................................................... 160
19.4.28 TERMINAL EVENTS ..................................................................................................................................... 163
19.4.29 TERMINALS ................................................................................................................................................. 164
19.4.30 TITLES ......................................................................................................................................................... 167
19.4.31 TRANSLATE ................................................................................................................................................. 168
19.4.32 ZONES ......................................................................................................................................................... 168
XTime Elite User Manual V2.17.10.0 Page 7 of 169
2 DEFINITION OF VARIOUS BUTTONS FOUND IN XTIME There are three states of the new buttons: browse, inactive and hover
Insert Add a new item to a selected category
Edit Enter into edit mode to allow you to make changes to a selected entry.
Delete Delete the entry you currently have selected. You will receive a warning
box before the deletion becomes final.
Save Save the information you have entered / edited.
Exit or Cancel Exit without saving changes.
Run or Process Processes selected function e.g. export.
Print Preview Displays on screen a preview of that pages that will be printed.
Print Sends the information to the default printer.
Print to Excel Prints the Report to an Excel Workbook
Save to csv From the print preview the report can be saved as a csv file
Reload Reload tables on controllers
Reset Reset controllers
Copy Copy data
Unlock | Clear Clear a password
Down Arrow Move selected data down
Left Arrow Move selected data left | go back
Right Arrow Move selected data right | go forward
Up Arrow Move selected data up
Mail Mail icon
Refresh data Refreshes data when dates or other parameters are changed
Browse Enables you to search the directories on the computer for a file / picture.
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3 LOGGING ON TO XTIME900 FOR THE FIRST TIME WITH A NEW USER Double click on the Xtime900.exe logo which is located on your desktop.
The Xtime900 screen will appear with a User Id and Password field request. Enter your username in the User Id field
and click on Login button:
If this is the first time you are logging in, a pop-up message appears that informs you that you need to change your
password. Click on the Yes button to enter a new password.
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A new screen will appear to enter your password and also to confirm your new password.
If the system administrator has set prerequisites on the password lengh, type of characters needed, your password will
have to meet these prerequisites before you can save it. The prerequisites will be shown on the screen by means of a
red dot.
In the example below, the password must consist of 1 number, 1 other character - !@#$%^&*(), and 2 capital letters.
The minimum length of the password must be 5 characters.
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As the user types the password, and uses one of the prerequisites, the red dot will turn green to indicate that the
prerequisite has been fulfilled.
The green save button will not become active until all the prerequisites have been met.
Clicking on the save button without retyping the password in the Confirm Password field, or typing in a password
different to the one in the New Password field will result in the following message:
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Clear the Confirm Password field if you have already filled it in and retype the password until the screen goes back to
the version history listing. Log out and log in again with your username and password.
Depending on the version running, the landing screen will be the version history, or the splash screen that shows the
company Logo (if one is loaded). The menu will display on the left hand side and will vary from user to user depending
on the rights assigned to you.
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4 EMPLOYEES To engage a new employee or make changes to the personal records of an existing employee, select the Employees
option from the main menu on the left of the screen. Before trying to add a new employee, ensure that all the codes
needed to complete the engagement have been pre-configured. These include:
Pay Cat – CODES | TIME | PAY CATEGORIES
Department – CODES | EMPLOYEE |DEPARTMENTS
Occupation – CODES | EMPLOYEE | OCCUPATION
Select the blue insert button at the lower right of the screen to engage a new employee or contractor. You will be
presented with various forms that must be completed
4.1 GENERAL This form requires basic personal information regarding the employee. Fields that are highlighted are mandatory and
must therefore be completed in full before you will be able to save the employees details. Note that at this stage you
cannot capture a photograph for the employee.
Fields with (*) are mandatory – they are highlighted in yellow above:
Employee Number (*)
Enter a new and unique employee number. The system does not allow duplicate
employee numbers. It only allows letters and numbers to be used as an employee
number. These can be automatically generated by the system. See IMPORTS |
EMPLOYEE NUMBER IMPORTS
Industry Number Additional number for an Employee (used mainly on the mines)
Title Select a title e.g. Mr, Mrs, Dr, Ms from the drop down menu. Titles are maintained
under CODES | CONFIGURATION | TITLES
Surname (*) Enter the employees surname | last name
First Name Enter the employees first name or names
Initials (*) Enter all the employees initials
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ID Number (*) Enter the employees 12 digit SA identity number. If Passport numbers are used, no
validation will be done on the number.
Gender Select male | female from the drop down menu.
Contractor If the employee is a contractor, then select this check box. You can then enter the
name of the contractors’ employer and a category if needed.
Engagement Date (*) You can either enter a date manually or select a date from the calendar on the drop
down.
Employer
If the Contractor checkbox is ticked, the name of the company that the contractor
works for can be selected here. These employers are maintained under CODES |
ACCESS | EMPLOYERS
Employer Category This is a non-mandatory field that can be assigned to an Employer. These codes are
maintained under CODES | ACCESS | EMPLOYER CAT.
Certain fields on the forms, highlighted in yellow, are mandatory and must be completed to enable you to process the
entry. Should there be a mandatory field that does not have the selection you want, you can right click in the field and a
sub menu will appear:
Close the dropdown and right click in the box
Select Code maintenance. This will open the code screen where you can add your missing code:
Click the save button and close the code window. Now click on the dropdown again and select the newly created code:
4.2 PERSONNEL This form requires you to select an employee’s personnel information from pre-set options. Again there are highlighted
fields which are mandatory. Once you have completed this form, the green save button will be active at the lower right
of the screen. This will enable you to save the employee record before proceeding further and will enable you to
capture a photograph of the employee.
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Pay Cat
The Pay category is the highest level in XTime. It contains the pay export details, a payrule, a
shift cycle and time and attendance translates that correspond to the payroll. This can be used
for sites that do not have a detailed department and sub-department structure. Pay categories
are pre-configured under CODES | TIME | PAY CATEGORIES
Department This is the second level in the XTime structure. Departments are pre-configured under CODES |
EMPLOYEE | DEPARTMENTS
Gang
A gang is a sub group which falls under a department. Only the gangs assigned to the
department selected above will be shown. Note that once an employee has been assigned to a
gang or department he will be placed on the shift cycle appropriate to that department / gang if
this has been set-up. Gangs are pre-configured under CODES | EMPLOYEE | GANGS
Occupation Select the employees’ occupation from the drop down list. These occupation codes are pre-
configured under CODES | EMPLOYEE | OCCUPATION.
Payrule What pay conditions applies to the employee. The payrules are set up under CODES | TIME |
PAYRULES. See Item 36 for understanding payrules.
Environment
If this option is left as <inherited>, then it will obtain the environment setting from the selected
department / gang or pay category. This is a pre-defined list and is not editable and is mainly for
the mining industry.
Cost Code Dropdown selection of pre-configured cost centres located under CODES | TIME | COST CENTRES
Work Location The work area the employee is working. These are pre-configured codes located under CODES |
EMPLOYEE | WORK LOCATION
Current Shift Cycle Displays the current cycle for the employee.
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4.3 GROUPS These are custom groups that will be set-up by the system administrator. They can be anything that is relative to the
business and can be used as a filter option for reporting purposes. These groups are maintained under CODES |
EMPLOYEE | GROUPS
Click on the green save button once you have selected groups. The employee | contractor details will be saved to the
database and the user can now capture a photo, a tag and | or fingerprints.
4.4 CAPTURING A PHOTO **NOTE: A working Webcam must be installed to the Computer or a laptop webcam.
Add New Photo for Employee
When clicking on the photo capture button the Webcam Interface will appear with the live picture on the left. When
the user is happy with the positioning of the face, click the freeze button to capture the image. If the image is correct
click on the green save button to save the image to the details screen.
If you are not happy with the image, simply click on the unfreeze button to active the live streaming again. Repeat this
process until you are happy with the image.
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4.5 ADDING A TAG 4.5.1 IMPRO ISR REGISTRATION READER Settings in the properties file are as follows:
The scanner port = the comm port on the PC. Check that when the unit is plugged in, which port it is using in the device
manager:
In the example above, the port is 3, so you would have to edit the properties file to be 3, the same as the device
manager. It is recommended not to use a port higher than 3 for this device.
Click on the tags tab. Any tags that are issued to the employee will be list here.
To add a new tag, select the blue insert button.
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If the window on the left appears, place the tag on the reader. The details will appear in the grid.
If the window on the right appears, it means that the scanner is not functioning correctly, or the drivers are not installed
correctly. Contact your system administrator for assistance.
4.5.2 IPB2 OR OMNIKEY UNIT This is for sites that use HID 32 bit tags that can store fingerprints on the tag. There are specific drivers that need to be
loaded for this unit to work properly. The instructions for this installation can be found in the G4S User Manual -
Biometrics Guide V9 – 20160316
Assuming that the drivers and the Xtime.Biometrics installation has been done (in cases where the site will use finger on
card) the following settings in the properties file must be entered:
The previous ISR reader settings must be commented out with a #, and the HID Scanner.type = OMNIKey added.
The tag enrolment looks the same as with the ISR reader, except that the tags are loaded as type 10 = HID
4.5.3 WITHOUT A SCANNER A tag can be added manually if you have the tag number. If there is no scanner attached to the PC, click on the add
button to get the capture screen:
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Type in the tag number in the Tag edit box and click on the save button:
To add an HID tag manually, there is a parameter that needs to be enabled under SYSTEM PARAMETERS | ACCESS:
This parameter must be on when adding an HID tag. This is because the tag code is converted to be read with a facility
code. This parameter skips this conversion and gives the correct tag code if no HID facility is used. When manually
adding an HID code, ensure to change the Type to 10.
4.6 CAPTURING FINGERPRINTS Refer to the User Manual – Biometrics V2.15.07.0 or above for detailed instructions on installing the drivers for the
biometric devices. Assuming that the correct drivers are installed for the Sagem or Ipulse fingerprints and the following
entry is in the properties file: FINGER.TAKEON.TYPE=Bio+ or Bio- go to the fingerprints tab:
Click on the fingerprints tab:
Click on the blue + button at the bottom right of the screen to capture the fingerprints.
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4.6.1 FINGER PLACEMENT It is very important that the below placement of a finger is used as it will result in the best quality fingerprint image.
Please use this method at all times.
4.6.2 ENROLLING SAGEM FINGERPRINTS The Xtime.Biometrics exe will open and search for the Sagem device with a valid licence:
Once the software has found the device and validated the licence, the following window will appear with 3 blank blocks.
Place the employees first finger on the MSO300 device and his fingerprint will appear in the first block. Keep the finger
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on the reader until the message under the blocks says “remove your finger”. Place the same finger on the reader again
and repeat until all three blocks have an image in them.
If you want to recapture the first 3 templates above, click on the Acquire button, but if you are happy with the first 3
templates, click the Next button:
If you have selected Next, the verify window will appear. Place the same finger on the reader to verify the fingerprint:
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Once the finger is successfully verified, click the Next button to continue to the 2nd finger template. If you want to verify
the finger again, click on the Verify button to bring up the verify window:
Capture the 2nd finger template in the same manner as described above for the first finger:
When both finger templates have been successfully captured, click on the Save button to save into the database.
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Depending on the settings for fingerprint capture, the employee record will show that finger templates are captured:
4.6.3 ENROLLING SECUGEN FINGERPRINTS Place the employee’s finger on the scanner in the manner shown above. Once the finger is placed on the scanner, it will
continue to scan until the finger capturing the best image possible, which can be seen in the live capture block. It is
recommended that you roll the finger from side to side slightly, without lifting it, to gain the best image.
If the quality does not reach the minimum requirements, the image and template score indicators will remain red and
the message will read: “Quality below minimum requirement” as shown below. If one or both of the scores remain red,
it is best to try a different finger.
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Once the minimum thresholds are met, the image will appear in the top small block to the right of the live capture block
if it is the first scan, or underneath in the second block if it is the second scan. The blue vertical line indicates which scan
you are busy with:
To start capturing the second image of the first finger, lift the finger from the scanner as indicated by the message.
When you place your finger again, you will see that the blue indicator has moved to the bottom image block. Should
you try to capture a different finger to the first saved image; the app will indicate this in the message bar:
Once the 2nd
image for the first finger is above the threshold and appears in the 2nd
image block, the app will indicate
that you can place the same finger again to get a better image, or you can click next to continue to verify the finger:
If you place the same finger back on the scanner, it will scan and capture again for the first image. If you lift the finger
and place it again, it will move to the second image. Click next when you are satisfied that you have captured the best
possible images for the finger. If you are struggling with the second finger to get it over the threshold and you are busy
with the second image and decide to try a different finger, simply click the clear button below each image and you will
be able to capture a different finger.
VERIFY FINGER 1
Place the same finger on the scanner to do verification. If you place the incorrect finger as captured on the first screen,
you will be notified by the following message:
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Placing the correct finger will verify and allow you to continue to the second finger capture screen. Notice that you can
always go back to a previous step, but cannot move on until the finger is correctly verified.
ENROLL FINGER 2
This process is a repeat of 1 – ENROLL FINGER 1 but with a different finger. If you try to capture the same finger twice,
the following message will be displayed:
VERIFY FINGER 2
This is the same process as described in 2 – VERIFY FINGER 1.
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When clicking next, you will be prompted to save the templates. Click on the save button.
Click on OK and the employee’s fingerprints will be captured.
NOTE: If the employee has bad fingerprints that cannot be captured, a pin and password can be used, but then there
must be no fingerprints captured on the employee record. Also the Pin validation must be activated globally under
system parameters (see page 110) and on the terminals (see page 126) that will be used.
5 UPDATING EXISTING EMPLOYEES DETAILS 5.1 GENERAL This screen displays the employee’s general information as well as a photograph of the employee if one has been
captured. Should any information change then you can update it by selecting the edit button at the lower right of the
screen.
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Employee
Number
A combination of 20 numbers or alphabet letters can be used for the employee number. No
special characters like !, @, # or spaces are allowed. There must be at least 1 letter or number in
order for the system to accept and save.
Industry
Number Additional number for an Employee (used mainly on the mines)
Title Select a title e.g. Mr, Mrs, Dr, Ms from the drop down menu. Titles are maintained under CODES |
CONFIGURATION | Titles
Surname Enter the employees surname | last name
First Name Enter the employees first name or names
Initials Enter all the employees initials
Id Number Enter the employees 12 digit SA identity number. If Passport numbers are used, no validation will
be done on the number.
Gender Select male | female from the drop down menu.
Contractor If the employee is a contractor, then select this check box. You can then enter the name of the
contractors’ employer and a category if needed.
Engagement
Date You can either enter a date manually or select a date from the calendar on the drop down.
Discharged
If discharged is selected, a pop-up message appears:
Once the user has selected OK, a discharge reason drop down and a free text box is displayed
Discharge
Reason
If the discharge parameter is checked, this reason field will display which is mandatory:
Select a reason from the drop down, if the reason is not there, it can be added under CODES |
Free text box
If the discharge parameter is checked, this free text box is also available to enter some text:
Employer
If the contractor parameter is enabled, this employer field will display.
Select the employer company from the dropdown. If the company is not in the list, it can be
added under CODES | ACCESS | Employers.
Employer Cat.
An employer category can also be selected from a list of pre-defined options:
This field is not mandatory and more options can be added under CODES | ACCESS | Employer
Cat.
5.2 PERSONNEL This screen displays the employee’s personnel information. To the right of the screen the shift cycle to which the
employee has been assigned, is displayed. This shift cycle is inherited from the department / gang in which the
employee works. To change any of the information displayed on this screen, select the yellow edit button at the lower
right of the screen. Should the employee be moved to a new department / gang, he will automatically be assigned to
the new shift cycle relevant to that department / gang.
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Pay Cat
The Pay category is the highest level in XTime. It contains the pay export details, a payrule, a
shift cycle and time and attendance translates that correspond to the payroll. This can be used
for sites that do not have a detailed department and sub-department structure. Pay categories
are pre-configured under CODES | TIME | PAY CATEGORIES
Department This is the second level in the XTime structure. Departments are pre-configured under CODES |
EMPLOYEE | DEPARTMENTS
Gang
A gang is a sub group which falls under a department. Only the gangs assigned to the
department selected above will be shown. Note that once an employee has been assigned to a
gang or department he will be placed on the shift cycle appropriate to that department / gang if
this has been set-up. Gangs are pre-configured under CODES | EMPLOYEE | GANGS
Occupation Select the employees’ occupation from the drop down list. These occupation codes are pre-
configured under CODES | EMPLOYEE | OCCUPATION.
Payrule What pay conditions applies to the employee. The payrules are set up under CODES | TIME |
PAYRULES. See Item 36 for understanding payrules.
Environment
If this option is left as <inherited>, then it will obtain the environment setting from the selected
department / gang or pay category. This is a pre-defined list and is not editable and is mainly for
the mining industry.
Cost Code Dropdown selection of pre-configured cost centres located under CODES | TIME | COST CENTRES
Work Location The work area the employee is working. These are pre-configured codes located under CODES |
EMPLOYEE | WORK LOCATION
Current Shift Cycle Displays the current cycle for the employee.
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5.3 ACCESS 5.3.1 GENERAL Certain access rights can be inherited from the department | gang to which the employee is assigned. Click the edit
button to make changes and save the transaction
Ignore APB Ignores the Anti-passback rules where the employee must clock out of a zone before being able
to clock back into it.
Ignore Shift This setting overrides the shift validation where an employee must clock in within his shift.
Ignore Level Overrides the start leeway shift validation where the employee must clock in before the end of
the late start leeway.
Free Movement If the employees clocking are unsynchronized with anti-passback (for example, an out clocking
was lost due to power failure) selecting this allows one clocking free of anti-passback rules.
Ignore Leave
validation
When leave validation is enabled on the system, this parameter can be checked to override the
validation. So if an employee is on leave, he will not be blocked
Excessive overtime
exceeded
This parameter is part of the fatigue module. If the employee has excessed the max overtime
period, this parameter will be checked and the employee’s access will be blocked.
Inherit Time
Recording Groups
This option is on by default. The employee gets paid according to the time recording group as
set by his department and gang, plus any extra settings specific to him.
Employee is a guard
This function is for multi badge sequencing where an employee may not enter an area before
the “guard” badge has clocked first. It allows the employee to allow others in when the multi-
man sequencing is active.
Override guard
requirement
This parameter overrides the guard and multi-man sequencing.
Clock w/o
Fingerprint
On sites clocking with tag and finger and an employee’s finger cannot be enrolled, checking this
parameter will ignore this employee’s finger and allow him to clock with a tag only.
Inherit Access
Groups
This option is on by default. The employee has access to areas that his department and gang
have access to.
Fatigue Rest Time This is also part of the additional fatigue module. It will display a date and time when the
employee may resume work after a mandatory rest period.
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Expiry When an employee is terminated this field will be populated. It can also be used to expire a
tagholders access without discharging the person.
Stay on
This is used for shift clearance; if an employee is going to stay on longer for a shift then this
parameter must be checked. The info will be printed on the shift clear report used. If an
employee is authorised to stay on, then the person doing the stay on undertakes to have the
person in a safe area.
Suspended To suspend access, this parameter must be checked. Once checked, the suspend reason
selection will display, and is a mandatory field that must be populated with a reason.
Suspended Reason
Enter a reason from the dropdown selection. This field is only visible if the above Suspended
checkbox is ticked. If there are no reasons to select, they can be added under CODES |
EMPLOYEE | SUSPEND REASONS.
Reason The reason is a free text field for the user to add additional information.
Current Zone Displays the current area where the employee is according to his last clocking
Password This is the password that the tagholder has entered and uses together with a tag or a Pin when
Pin validation is set on the terminal.
5.3.2 ACCESS GROUPS If you have not selected “Inherit Access Groups” in the General screen, then you will be required to select the areas to
which the employee can have access. If you have selected “Inherit Access Groups” in the General screen, then the
inherited access groups will show in blue and cannot be changed.
Should an employee have temporary access to an area outside his normal scope of employment, or should a contractor
require access to certain areas for a limited period, then select the “Limit to Period” checkbox. You will then be
required to enter a start and end date for the employees / contractors access to this area. To add new access group
select the blue add button or if you want to make changes select the yellow edit button.
At the bottom of the grid is a legend. Depending of the colour of the access group, the user can determine where the
access group is inherited from.
5.3.3 TIME RECORDING GROUPS If you have not selected “Inherit Time Recording Groups” in the General screen, then you will be required to assign the
employee to a Time Recording Group from which his time clockings will be used to calculate his time and pay hours.
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Time recording groups do not automatically give access to a clockpoint. The access group must also be assigned or the
employee will get a denied location response when he tries to clock.
Should an employee | contractor be temporarily assigned to a Time Recording Group which differs from his normal
group, then select the “Limit to Period” checkbox. You will then be required to enter a start and end date for the period
the employee | contractor will be assigned to this Time Recording Group.
5.3.4 CERTIFICATES Some clock points require an active certificate for an employee to be able to clock there. Certificates for an employee,
which are current, must be captured as they may affect his work status for certain areas of the site. Should the
certificate only apply for a limited period of time, then select the “Limited to Period” check box and enter and start and
end date for the period applicable to the Certificate.
5.3.5 PERMIT If an employee drives a vehicle or require specific sites permits you can select it here. This can then be printed on the
employee access card or the vehicle card.
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5.3.6 RESTRICT CLOCK REASONS Any additional clock reason selected here will prevent the employee from using that clock reason anywhere on the site.
This is when the clock reasons are required. Clock reasons mean that an employee must enter a code from 1-9 to select
a reason why they are clocking at a clockpoint that has Clock reasons activated.
5.3.7 OVERRIDE SETTINGS These are the ignore settings on employee level that override the default work location settings per work location.
When selecting each one of the parameters, you are allowing the employee to override the feature on the clockpoints
of the same work location.
If the ignore settings are set on the ACCESS | GENERAL tab, these will override any settings on the work location or the
employee regardless of the work location.
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5.4 GROUPS This option allows you to set which organizations | groups the employee belongs to or which services the employee is
entitled to make use of, such as Mine Transport. Simply click on the yellow edit button at the lower right of the screen,
make your selections, then click on the Green Accept button to save the changes.
They are configurable under CODES | ACCESS | GROUPS
5.5 CLOCKS This is a display tab for information purposes only. All clockings made by the employee will be displayed between the
From and To dates, showing at which reader the clocking was made and the response of the reader i.e. was the clocking
for time recording purposes, or simply access to a specific area. Under CODES | CONFIG | SYSTEM PARAMETERS
|SYSTEM | EMPLOYEE TAB – there is a parameter named “Clock history display days”. When this is set, the clock
history tab of the employee will default to that many days history from the current day backwards.
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5.6 PAY HISTORY This tab allows you to view information regarding the pay history for a selected date for the employee.
5.6.1 DETAILS This page shows details regarding the employee’s personnel settings for a specific day. You can make changes to the
information shown here by selecting the yellow Edit button at the lower right of the screen.
Pay Cat Select the Pay Category from the dropdown selection that the employee belongs to.
These are setup under CODES | TIME | PAY CATEGORIES
Department
Select the employees Department from the dropdown. A department inherits from the
Pay Category. These codes are configured under CODES | EMPLOYEE | DEPARTMENTS.
If the employee has Inherit Access Groups and Inherit Time Recording Groups is selected
on the Access | General tab, the access groups and time recording groups will be given to
the employee if they have been set up on the department.
Gang The same rules apply as above. A gang is like a sub department and inherits from the
department. These codes are set up under CODES | EMPLOYEE | GANGS
Environment This is preselected depending on the Pay category.
Attendance The attendance is populated from the payrule settings.
Leave Code Displays the leave code for the type of leave granted to the employee for the date
selected – if the employee was on leave.
Pay Rule Displays the pay rule by which the employee salary was calculated for that particular day.
Occupation The employee’s occupation on the site for that particular day.
Cost Allocated cost centre
Shift Displays the normal shift name, start and end times for the employee for the date
selected.
Reason Select a reason for the change.
Work Location The work location can be changed for the day.
Exception
If the pay calculation for the day selected generated an exception, then this checkbox will
be selected. i.e. it fell outside of the normal parameters for the employees shift for that
day.
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5.6.2 PAY TIMES This page display the hours worked by the employee for the date selected based on his time recording clockings made
on that day. The pay times will be broken down into the various pay categories that fall within the time frame of the
clocking, such as weekday overtime and Sunday overtime.
Changes can be made to these records should it be necessary, for example to clear an exception, move short time to
normal time etc. To edit an existing record, select the yellow Edit button. To add a new Pay Time record, select the
blue insert button. To delete an existing Pay Time record, select the red Delete button. You will receive a confirmation
box before the deletion becomes final.
Time Code Should it be necessary, select a new Time Code from the drop down list.
Cost Code Enter the appropriate Cost Code for the shift.
Authorised
Enter the Authorized time in hours and minutes in the appropriate box. Note that this will
remove the number of hours and minutes from the Un-authorized time in the box below and
will update the record on the Pay Times page to reflect the new time.
Un-Authorised Works on the same principal as above.
5.6.3 PAY CLOCKS This page displays all the time recording clockings made by an employee for the date selected.
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To manually add a clock for the pay record, select the blue insert button at the lower right of the screen.
Response Select whether the clocking was on or off shift.
Terminal Select the reader terminal at which the clocking was to be made. This must be a terminal
that is linked to a clockpoint that is a time recording point for the employee.
Clock Date The date can be typed in or selected from the calendar. Use the arrow keys left and right to
move between dd, mm and yyyy
Clock Time Type in the hours and minutes for the time of the clocking. Use the left and right arrow keys
to move between the hours and the minutes.
Reason Code Select a reason for adding the clocking from the dropdown. These reason codes are
maintained under CODES | ACCESS | REASON CODES
Should you wish to make changes to a specific record, select the record by moving the mouse pointer over the record
and left clicking on it. Then select the yellow edit button at the lower right of the page. You can only make changes to
the terminal, clock date and clock time in this case.
To delete an entry from this page, select the record by moving the mouse pointer over it and left clicking on it. Then
click on the red delete button at the lower right of the page. You will receive a confirmation box before the record is
deleted.
5.6.4 ALLOWANCE Certain types of shifts earn a special allowance in addition to normal pay for that shift, as do special actions such as
being on call out or on standby. You can set the allowances specific to an employee in this option
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5.6.5 HISTORY CALENDAR This screen is colour coded for easy access and query analysing. By clicking on a specific date, you will be instantly taken
to that day’s information. There is a legend at the bottom of the calendar to help the user understand what the status
of the pay record is.
5.7 POST DATES This option allows you to enter or edit information regarding events, which are relevant to an employee for a future
date.
5.7.1 LEAVES
This page allows you to enter leave for an employee. To edit existing information select the yellow edit button.
To add new leave information select the blue insert button at the lower right of the screen. Enter a start and end date
for the leave, then select the leave code from the drop down list provided.
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5.7.2 OVERTIME This page allows you to enter overtime information, which has been authorized, to an employee for a future date.
To add new overtime information, select the blue insert button at the lower right of the screen. To edit existing
information select the yellow edit button. Enter a start and end date for the overtime, select a cost code from the drop
down list provided and duration in hours for the overtime.
When you have made your changes click on the save button.
5.7.3 STANDBY Should an employee be placed on standby for a particular time, you can enter the relevant information on this page.
To add new standby, select the blue insert button at the lower right of the screen. To edit existing information select
the yellow edit button. Enter a start and end time, as well as an allowance code from the drop down list provided.
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5.7.4 PARADES This page allows you to enter information that will be displayed on the terminal on the date that is selected with a
message or notice for the employee. Parades are used to indicate to an employee that they need to see someone for
some reason.
To enter a new parade message, select the blue insert button at the lower right of the page. To edit an existing parade
message, highlight the parade and click the yellow edit button. Enter a date for the parade; select a parade type from
the drop down list provided, and then type in a message to be displayed at the terminal. You can also link a parade
category for this parade to give it a priority. There are 20 categories and 1 has a higher priority than 3 or 15. These
categories are configurable under CODES | ACCESS | EVENT TYPES | CLOCK EVENT TYPES
When the date of the parade is reached, the employee will not be able to clock on site until the employee has fulfilled
the requirements of the parade and the entry has been cleared. The parade can only be cleared by deleting it from this
screen or by scanning his tag on a parade clear reader that is setup on the terminal function.
5.7.5 SHIFT CHANGE When an employee is to be moved to a new shift, whether temporarily or permanently, you will be required to enter
the new shift information on this page. To add a new shift change, select the blue insert button at the lower right of the
page. To edit an existing shift change, select the yellow edit button.
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Select a start date on which the shift change will take place. If the change is a temporary one, select the temporary
check box and enter a date on which the change will end. Select the new shift from the drop down list provided and
chooses a day in the cycle on which the employee will commence working the new shift.
5.7.6 DEPT. TRANSFER This page will enable you to enter information relevant to an employee being transferred to a new department or gang.
To enter new Department Transfer information, select the blue insert button at the lower right of the page. To edit
existing Department Transfer information, select the yellow edit button. Enter a start date on which the employee will
commence work in the new department or gang. Should the change be temporary, select the Temporary check box and
enter an end date. Select the new department and / or gang from the drop down lists provided.
5.7.7 OCCUPATION CHANGE This page will enable you to enter information relevant to an employee being promoted, demoted or relieving in a
different occupation.
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To enter new Occupation change, select the blue insert button at the lower right of the page. To edit existing
Occupation change, select the yellow edit button. Enter a start date and an occupation remark. Should the change be
temporary, select the Temporary check box and enter an end date. Select the new occupation from the drop down lists
provided.
5.8 HOSTEL On this tab, the hostel accommodation details can be entered if this feature is in use. The Hostel codes are maintained
under CODES | CONFIGURATION| HOSTEL. There is also a place for the next of kin information.
5.9 TAGS Refer to point 4.5 above.
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5.10 FINGERPRINTS Refer to point 4.6 above.
5.11 EQUIPMENT The Equipment tab enables the user to add, edit or delete existing equipment for the employee.
5.12 SERVICE HISTORY The service history of the employee is displayed here. This includes engagements, department and gang transfers,
occupation changes and discharges.
5.13 ASSETS ALLOWED This enables the user to assign assets to an employee. Click on the blue add button to add a new record or the yellow
edit button to edit and existing record or the delete button to remove an Asset. Select the asset type from the drop
down list.
Note:
In order to add assets to an employee, you will first have to load the asset. See point 7:
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5.14 ALLOWANCES If an employee must be paid an allowance then you can add the allowance on this screen. If the employee works in the
period that the allowance is active then an allowance record will be created for each day the employee has worked. The
allowance will not be created on days the employee doesn’t work. This information can be sent to payroll for payments.
5.15 ADDRESS This enables the user to update the employees address, contact details and date of birth. This information can be used
to located the employee if absent.
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5.16 ADDITIONAL INFORMATION (Custom Menu’s) This tab is only available if the system parameter has been set and the custom menus configured. This is set and
maintained under CODES |CONFIGURATION |SYSTEM PARAMETERS. Refer to point 7 for further information on setting
up this feature. Click on the edit button and select or fill in the additional information.
5.17 OFFENSES When you have hearings then you can use this menu to record your IR information here. You can add new data edit or
delete. The system has a report that you can run to view all this info added here. Offenses can only be added to an
employee if they have already been set up. Maintenance of the offenses is done under CODES | EMPLOYEE | OFFENSES
and the action taken is maintained under CODES | EMPLOYEE | DISCIPLINARY ACTIONS
You have the option to enter the date of the offence, the offense name, the location, the action taken the action date
and if you want the expiry date of the offense as shown below.
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5.18 PIN A temporary PIN can be issued to an employee to replace a tag. This can also be issued directly from the temporary PIN
main menu.
Select the clockpoints where the employee may clock using the PIN. The valid for time HH:MM is defaulted to the value
set in the SYSTEM PARAMETERS | ACCESS, but this can be altered on the screen
Click the save button. The controller interface will try to send the pin to the selected clockpoints. It will display a
message to show which controllers could not be reached:
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6 ADDING EQUIPMENT On the main menu, navigate to Equipment. The below screen will display. Click on the blue add button to add new
records. Complete the mandatory yellow highlighted fields and the other fields if necessary. You can also assign
equipment to employees on this screen:
To add new equipment click on the New button:
Equipment Type This is a mandatory field. Select the type of equipment from the dropdown list. These types
are maintained under CODES | CONFIGURATION |EQUIPMENT TYPE
Number This is a mandatory field. Insert a number
Status Select a status from the dropdown selection.
Description Add a description for the equipment
Serial Number Add the serial number
Issued To Click on the search button to allocate the equipment to an employee.
Tag Type
If the equipment type has been set to “has tag”, a tag can be scanned for the equipment
which can be read to ensure that the employee has that type of equipment needed in a
certain area.
Tag Code
Same as above. This field is mandatory if the selected equipment type has the “has tag”
checkbox ticked. Click on the Issue tag and place the equipment tag on the scanner. The
types of technologies that can be used are NEDAP tags, slim tags and HID tags.
To issue to an employee, first click on the search button to get the employee search window:
Select whether you want to search by Employee number, Id number or Surname or tag from the dropdown menu.
Searching by Employee number or ID number means you need to enter the full number. Surname search can be a
partial search where you only enter a few characters and then click the search button again.
Once the equipment fields are completed, click on the save button. If you have allocated equipment to an employee,
you can see this on the employee record on the Equipment tab:
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If equipment is deleted that is assigned to an employee, the equipment will be removed from the employee record as
well:
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7 ASSETS When you want to add a group of Assets to the system then you go to menu Assets. The below screen will show. Click
on the blue add button to add new records. Complete the mandatory yellow highlighted fields and the other fields if
necessary.
The Below screen shows assets assigned to two employees but for different periods. This can be used in cases where
employees loan assets from the company and must return them.
The same asset can be issued to different people.
New asset types can be added under CODES | CONFIGURATION | ASSET TYPE.
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8 VISITORS A visitor to the site must be captured on the system and issued a tag to allow them access to various areas as required.
If the visitor has been to the site before, you can search for their record either by ID number, Surname or Tag. You can
then update any information that may have changed and or issue them a new temporary tag.
You are required to enter any field that is yellow. This is a mandatory field and the record cannot be saved until this
field has been captured.
From the Main Menu on the left hand side select Visitors. The visitor capture screen will appear. Click on the blue insert
button (plus button) at the lower right of the screen.
Once this screen has been captured, and the green save button is visible, you must save the general tab details before
progressing with the Access, Tags and | or Fingers tabs.
Once you have saved the General tab, you will see the other tabs become visible. Click on the Access tab and select the
areas at which the visitor is allowed to clock. There should already be access groups there if there are groups loaded on
the visitor category you have selected.
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If you wish to add access groups, click on the yellow edit button and tick the selection box to the left of the access group
you want to add. Should access be limited to a certain time period, select the “Limited to Period” checkbox and enter
the start and end date for the period the visitor is allowed to have access to that access group. Once you are finished
with the access groups click on the green save button at the bottom right of the screen.
Click on the Certificates tab and select the applicable valid certificate for the visitor. Select the “Limited to Period”
checkbox and enter the start and end date for the period the certificate is valid for. Please note that this is not always
applicable to all visitors.
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Once you have finished adding the required certificates, click on the save button. Now you can take a photograph of
your visitor and issue a tag. All visitors will be required to be issued with a tag. To issue a new tag, click on the Tags tab
and click on the blue insert button at the lower right of the page. You will then be required to scan the tag.
Should you see the message above “Scanner Not found”, it means that your system is not seeing the ImproX
Registration Reader. This could be due to the drivers not being installed, the port number in the properties file is
different to the COM Port in the Device Manager or the device is not plugged in or dysfunctional. Contact your system
administrator or G4S support branch for assistance. If your registration reader is connected and operational, you can
place the tag on the reader and the above message will disappear. You will see the tag loaded on the visitor profile.
Should the visitor already be issued with a permanent or temporary badge, click on the blue insert button at the lower
right of the page and follow the same procedure as above, however the system will then ask if you want to issue a
permanent badge or temporary badge to the visitor. Select the appropriate option.
In order to view all the clocks made by the visitor while on site, select the clocks tab. Note that the information on this
page cannot be edited or deleted.
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9 VEHICLES From the Main Menu on the left hand side select Vehicle. The vehicle capture screen will appear. Click on the blue add
button at the lower right of the screen. Capture all mandatory information fields under the General tab.
Once all the relevant data is captured on the general screen, click on the green save button. Then move to the Access
tab and select the areas at which the vehicle is allowed to clock. Should access be limited to a certain time period,
select the “Limited to Period” checkbox and enter the start and end date for the period the vehicle are allowed to have
access to that area selected.
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Click on the save button and move to the Tag tab.
All vehicles on the site will be required to be issued with a tag. To issue a new tag, click on the blue insert button at the
lower right of the page. You will then be required to scan the tag.
Should the vehicle already be issued with a permanent or temporary badge, click on the blue insert button at the lower
right of the page and follow the same procedure as above, however the system will then ask if you want to issue a
permanent badge or temporary badge to the visitor. Select the appropriate option.
In order to view all the clocks made by the vehicle while on site, select the clocks tab. Note that the information on this
page cannot be edited or deleted.
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10 RESTRICTED PERSONS To enter the information of a person who is restricted from being captured on the system, you are required to enter
their full Identity Number and a detailed reason why they are restricted.
To enter new information, select the blue insert button at the lower right of the page. To make changes to, or delete an
existing entry, search for the entry by typing in the full Identity Number of the person in question. You may then select
either the yellow edit button to make changes, or the red delete button to remove the restriction.
When an employee on the system is restricted it will show as below in the example.
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11 EMERGENCY AND LOCKDOWN 11.1 SETTING AREAS If there were Evacuation Areas setup in XTime, these would have been copied to the Emergency and Lockdown Areas
during the upgrade. New Areas can also be configured on the new screens under CODES | ACCESS:
Once the Areas are set up, they need to be linked to the corresponding clockpoints. Navigate to CODES |
CONFIGURATION | CLOCKPOINTS | CLOCKPOINTS | Emergency Area Tab and link the clockpoint to the evacuation |
lockdown area on the new tabs:
11.2 SYSTEM SETTINGS Navigate to REGISTER SOFTWARE from the main menu and check if the Events and Actions module is activated. This
feature requires the events and actions module to activate an automatic trigger for the emergency or lockdown.
Without this module and the alarm Helper service, only manually activated emergency and lockdown events can be set.
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11.3 TERMINAL INPUTS: If the Events and Actions module is active, navigate to CODES | CONFIGURATION | TERMINALS and select the terminal
that will be linked up to the fire | alarm system. Click on the edit button and tick the Events and actions parameter and
save.
Once the parameter is saved, you will see that there are new tabs:
Click on the Default Event Action tab and ensure that the following records on the Allow Access – Yes and then click on
the save button. This records are inserted when the events and actions checkbox is ticked for the first time on a
terminal.
If there are no records, simply click on the restore defaults button to add the records automatically:
Do the same for the Allow access – No:
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11.4 TERMINAL CONTACTS Click the edit button and select the type of contact and name it on the right. Click the save button.
On the Input Action tab select Contact (Input 1), State Closed: In this state, the Emergency will start, so click on the blue
+ button and add the action of “Start Emergency” and click on the green tick save button:
Still on the same contact, change the state to closed and click the blue plus button to add the End Emergency action:
Change the contact to (Input 2) which is the lockdown contact and add the open and closed state actions exactly as
above:
11.5 MANUAL ACTIVATION To put areas into an emergency state manually through the software, go to the menu item Emergency and select the
emergency option. Click on the blue + button and tick the “Show areas” checkbox. Select the emergency areas that
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have been configured and this will automatically set the clockpoints linked to that area. If you want all clockpoints to go
into emergency mode, click the select all button and save:
The terminals will go into an open state:
The reverse is applicable for the lockdown. The screen is the same as the emergency, but the result is that the readers
will go into a closed state:
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12 REPORTS XTime900 can generate various reports. For reports where multiple departments / Gangs may be involved, the order in
which the results can be presented may be selected from one of the following.
Department: All employees that fall under that department will be listed, alphabetically grouped into the Gangs into
which they fall.
Gang: The report will be broken down in the Gangs that fall under each Department. Each Gang will be presented on a
separate page, with the employees in that Gang listed alphabetically.
Employee: employee number sorts the report numerically.
Many of the reports have the option to set a start and end date for the search for data for the report
You can either type in a date in the window on the left of the panel, or select a date from the calendar on the drop
down bar. Alternatively you may use one of the hot keys on the right to select certain preset time periods.
Today: Enters the current days date in the date window.
Yesterday: Enters the day before the current date in the date window.
Last Week: Enters the date one week prior to the current date in the date window.
1st
Month: Enters the date of the first day of the current month in the date window.
End Month: Enters the date of the last day of the current month in the date window.
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12.1 CHANGING EDITABLE REPORT IN XTIME Navigate the menu on the left of the screen to the report you want to edit. For this example I will use the Clock History
Report: EMPLOYEE REPORTS |MOVEMENT REPORTS | CLOCK HISTORY
To enter the edit mode, click on the black edit button at the bottom right hand side of the screen as shown in red above:
The following screen will appear; this is the report layout as the report will appear when viewed or printed. Notice that
there is a double header row. The second row is editable and will display whatever is typed in there when the report is
viewed or printed.
12.2 EDITING THE COLUMN DESCRIPTION
Click once again on the black and yellow spanner (edit button) to enter edit mode. The above buttons will disappear
and be replaced by a save (green tick) and cancel (Red X)
Double click on the second row heading so that it is highlighted in blue. Edit the text to the name you want to display on
the report and click on the save button:
Click on the exit button (red and white x) to close the report layout screen.
Enter the report selections and click on the print preview or excel button located at the bottom right hand side of the
screen. Notice that the column heading is now Duration at Work. This can be done on all editable report layouts.
Users can also set up their own layout separate from the default layout.
If the system parameter is checked – “User editable report layouts” under CODES | CONFIGURATION | SYSTEM
PARAMETERS | SYSTEM | GENERAL:
The user will have a copy of the default layout under their username on the edit screen:
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The user can edit this layout and not affect any other user’s layout. The default layout can only be edited by an
administrator and this affects all users that use the default layout. It will not affect the user layout though.
Default Layout:
User edited layout:
A user can also copy another user’s layout to their own:
Select the layout you want to copy to your own layout:
A warning pop-up asks if the user wants to continue. Selecting yes will copy the selected user’s layout to your layout.
Selecting no will not copy the layout.
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13 BATCH (BULK) TRANSACTIONS Using this feature allows you to capture various changes in bulk to employee records. The information is entered in
table format, using the employee number as the means of lookup. Note that you cannot use this method to correct
information previously entered on the employee records as you will receive an error message of conflicting input.
Corrections to previously incorrectly entered information must be done on the employee’s individual records.
To begin entering data of a selected batch type, click on the yellow edit button at the lower right of the screen. Enter
the data required from left to right using the tab key to move to the next column to the right after each data entry.
Should you wish make changes to your entries you can use the arrow keys to move up and down and right to left. Once
the data has been entered on the tables, select the green Accept button to save the information.
Certain columns on the tables have context sensitive drop down lists, which are accessible by right clicking on that
column in the table. Secondary information, which is dependent on the data in another column, will only display the
information relevant to that column in the drop down list e.g. Department Codes and Gang Codes. Only the Gang Codes
for gangs, which are part of the department selected, will be shown in the drop down list for Gang Codes.
The information from the drop down list will be entered in the block on the table which is currently in focus. To select
an item from the list, left click on it.
Should the user know the various codes, then the codes can simply be typed in. The context sensitive drop down lists
are available should the codes not be known to the user.
13.1 BULK PARADES Bulk parades can be captured by means of Department, Gang or by selecting employee numbers.
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Once the bulk parades have been saved, they can also be seen on the employee record under Postdates | Parades:
13.2 BULK PARADES DELETE The bulk parades that have been set in the section above can be cleared on this screen:
First choose the selection type, then a date range in which the parades must fall. In the dropdown after that, a selection
will be given according to the criteria selected first. In the example below we selected By Department and between the
25th
and 26th
August. In the Department dropdown there is a selection of all the departments that have parades
matching the date range. Selecting a department then shows all the parades that are captured. Highlight a parade you
want to clear and click the + button:
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You can now select all or some employees that should be cleared. Then click the save button. You can see that the
parades have been removed by again going to the employee record and checking under the postdate | parades tab:
13.3 CLEAR RANDOM PARADES This option allows you to clear Random Parades for employees, which are generated automatically by the system.
There are two methods of looking up the employee’s records, a simple lookup by Employee number or a full lookup by
Employee number, name or ID number. Enter the employee Number then click on the Green process button the right
of the entry box to view the parade information.
13.4 CLOSE PAY This option allows you to stop any input or changes for the selected closed period on your pay records in the system. All
non-administrators won’t be able to make any changes to closed pay records. This function is used if you export data to
a payroll system and you don’t want the data to change after you have done your export. This will keep both systems in
sync with each other
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13.5 CRISIS MANAGEMENT A new feature has been added whereby multiple “Block” certificates can be allocated |cleared for employees |
contractors.
A new type of selection for Department, Gang or Employer has been used. A user can still paste a list of employee
numbers or ID numbers from Excel using the “Paste from Clipboard” feature. Only the selected employees in the
“Select Employee(s) box will be given the block certificate. This will add, update or remove the selected “Block”
certificate to the ticked employees / contractors.
Lists of employees can be imported on either the employee number or the ID number. This would just be a single
column of either of these numbers. Select all the numbers right click and select copy. Then select whether you have
either employee numbers or ID numbers and click on the paste button. Or you can make a detailed selection on the
screen by first selecting a single or multiple departments, gangs, employers or even by occupation.
Select the certificate and the start and end dates, then click on the save button. Remember that this is a BLOCK
certificate, so for the period that the certificate is valid, the tag holder will NOT gain access to the clockpoint where the
certificate is loaded.
13.6 DAY OFF TO WORK DAY This feature is used to change a scheduled off day to a work day. This was designed for clients that have employees
working in for a certain period to accumulate time off for another day. Most clients use this for working in for the
Christmas period. An off day is selected and changed to a normal working shift.
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13.7 DEPARTMENT OVERTIME Department overtime can be captured by means of Department, Gang or by selecting employee numbers. This is the
same as Post Date Overtime scheduling and allows access when shift control is in use. The authorisation of the
overtime set here is dependent on the payrule settings.
13.8 DEPARTMENT SHIFT CHANGE Bulk department or gang shift changes can be made here. Select the department or gang, if the transfer is temporary
and start and end dates, the pay category, the shift cycle and the day on which the cycle should start. Although this is a
bulk transact tion, you can still exclude some employees by unchecking them in the Employee list.
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13.9 DEPT TRANSFER This option enables you to enter information regarding Department Transfers of employees. If you use the right click
feature on the Dept Code column to enter the codes, then only the Gangs which fall under that department will be
listed when you right click in the Gang Code column for that entry.
13.10 FREE MOVEMENT This function allows you to capture a free movement for everyone, a department, a gang or a single employee. This is
used when anti-passback is active and the controllers might have been offline. A free movement is one clock where the
zone is not validated.
13.11 LEAVE This option allows you to capture the various types of leave for employees. The leave codes can either be entered
manually if known, or selected from the drop down list by right clicking on the Leave Code column.
13.12 OVERTIME This option allows you to enter Overtime worked by employees. Should a date range of more than one day be selected,
a unit of overtime as entered will be added to each day. Should no cost codes for Overtime have been captured on the
system; the entry will default to <Unselected>.
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13.13 SHIFT CHANGE This option allows you to enter information regarding Shift Changes for employees. Select a Cycle Code from the drop
down list or enter the code number for the cycle code. Enter a Day in Cycle for the employee to commence on the new
shift cycle, or select one from the drop down list in the Day in Cycle column.
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13.14 STANDBY This option enables you to capture the dates when employees will be on standby. Enter the date range for the change,
and then select an Allowance Code from the drop down list for the type of Standby the employee will be on, or
alternatively enter the code if it is known.
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14 EXCEPTIONS Exceptions are generated for all records which do not conform to the parameters preset for that record, such as hours
worked outside the normal shift times for an employee and where no overtime has been authorized.
Very detailed Exception Reports are generated by the system according to various search parameters as entered by the
operator.
14.1 EXCEPTION REPORT Select the Department, Gang or Group for which you wish to generate an Exception report. If a department only is
selected, then the report will be generated for all gangs or groups in that department. The report data can be refined
by selecting a specific Gang / Group within a department. Note: that only the Gangs or Groups which fall under a
selected department will be available to be selected in the Gang / Group option.
Select a start and end date for the report. You can either type in a date in the window on the left of the panel, or select
a date from the calendar on the drop down bar. Alternatively you may use one of the hot keys on the right to select
certain pre-set time periods.
Today: Enters the current days date in the date window.
Yesterday: Enters the day before the current date in the date window.
Last Week: Enters the date one week prior to the current date in the date window.
1st Month: Enters the date of the first day of the current month in the date window.
End Month: Enters the date of the last day of the current month in the date window.
Select the order in which the information in the report will be presented.
Department: All employees that fall under that department will be listed, alphabetically grouped into the Gangs into
which they fall.
Gang: The report will be broken down in the Gangs that fall under each Department. Each Gang will be presented on a
separate page, with the employees in that Gang listed alphabetically.
Employee: the employee number sorts the report numerically.
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At the lower left of the page, the date and total number of Exceptions for that date are displayed in a table. You can
preview the report before printing it by selecting the Print Preview button at the lower right of the page.
14.2 EXCEPTION LIST
14.3 CANCEL PAGES Once exceptions have been cleared, the pages must be deleted from the system, so that they don’t continuously appear
on the exception reprint.
14.4 EXCEPTION CAPTURE Select the page number for which you wish to clear exceptions. The number to enter here is obtained from the
exception reprint.
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Click on the yellow edit button to edit the exceptions for each employee. Select an employee number from the list on
the left. Once you have gone through the list, click on the save button. All exceptions will be cleared if you save before
completing the list. You can make changes to the following information.
Attendance The employee’s attendance for the shift in question. E.g. work, leave, day off.
Leave Code Should the employees Attendance for that day be set as a leave option, then you are required
to enter the appropriate leave code.
Shift The shift code and shift parameters for the normal shift that the employee should have been
working.
Times
The employees clock times as recorded by the system. To make the necessary changes to the
clocking to clear the exception, left click on the time recording that caused the exception e.g. in
the example above, the short time. In this example, if the short time is set to 00:00, then the
Normal Time automatically updates to the correct number of hours and minutes the employee
should have worked on his shift, when you left click on the time record in the Auth column of
the Normal Time line.
Allowances This shows any special pay allowances which may have applied to the shift.
Once the necessary changes have been made to the employees clock records, click the green accept button to save the
changes. Note that should you now check the employee’s records on Exception Reprint for the relevant page; the
employees’ entry will now reflect the corrected information.
14.5 PAY RECALCULATE Select a date range for which you wish to rerun the pay run. NOTE: All manual edits and changes made to pay records
will be lost unless the Skip updated parameter is selected.
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15 EXPORTS 15.1 PAY EXPORT Exports the pay records for all employees in the selected date range to a file on the default directory where XTime900 is
installed. Pay export is used if you have a payroll system and you want to export your time and attendance records for
your payroll system to import. Xtime has a few predefined Exports designed for Specific payroll systems.
Below is an example of the available exports.
15.2 TIME WORKED Exports records of time worked by selected departments, gang, payroll, group or employer, for a specified time period
to a pre-selected directory location. This is an excel report only.
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Example below of time worked export:
15.3 AWOP EXPORT This is a custom report that reports on absenteeism. It shows which employees were absent over a selected time
period.
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Below is an example of the Awop export
15.4 BONUS SHIFTS EXPORT Export the Bonus Shifts records for a selected department, gang, payroll, group or employer to a specified file. You can
change the location at which this information is stored by clicking on the “Change folder” button and entering a new
directory address.
Sample below of the report in Excel – will show for each shift attendance status with a total shifts and total absent.
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15.5 PHOTOS Exports the photo files of employees in the department selected to a specified directory. You can also select the format
in which you wish to store the photos.
To create a new photo export, select the blue add button at the lower right of the screen. Select the Department and
Gang you wish to export, the format of the photos and the path i.e. the directory on the computer where you wish to
store the photos.
Once you are satisfied with your selection, click on the green accept button to perform the export.
15.6 RISK EXPORT Exports risk records for the date selected to the default directory specified at set up.
Risk records are a summary of hours shown on surface and hours spent Underground.
The safety Department uses this information for their records and for reporting on numbers to government
departments that govern the industry (Mining).
Sample below:
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16 IMPORTS 16.1 EMPLOYEE NUMBER IMPORT This feature automatically creates or imports a list of numbers as specified by the user. To auto generate the numbers,
select how many you would want to generate, and then set the format of the numbers by completing the Generating
Mask. Once you are done, click on the save button.
In order for the system to issue the auto generated numbers, there is a system parameter that must be activated, it is
located under CODES | CONFIGURATION | SYSTEM PARAMETERS | SYSTEM | EMPLOYEE tab -
16.2 CERTIFICATE IMPORT This feature allows for importing a list of employee numbers or ID numbers and assigning a certificate to that list.
To paste from the clipboard, select a list of employee numbers or ID numbers from an excel sheet, right click and select
copy. On this screen, click on the paste button. The list will be put in the list box. Once you click on the save button, all
the employees in the list will be issued with the certificate criteria selected above .
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17 USERS 17.1 MAINTENANCE 17.1.1 USER This is where the users are setup and the functions maintained.
To add a new user, select the blue add button. Enter a user ID for the person, such as their name. Select if you wish to
restrict their access to specific departments / gangs or for them to have no restrictions. Note that only Users with access
rights to this section may make changes here.
On the User screen select the rights, which you wish to give the User. Selecting System Administrator will give the user
rights to all areas of the system.
Should you have selected a department or gang restriction, you will now be required to enter which department / gangs
the user is limited to. Select the appropriate tab for the Department or Gang screen and make your selections from the
listed departments or gangs.
To edit the rights of an existing user, select the name of the user from the drop down list at the top of the screen, and
then click on the yellow edit button at the lower right of the screen. Make your changes as required, then select the
green accept button at the lower right of the screen to save the changes.
To delete the user, select the red delete button at the lower right of the screen. You will receive a confirmation box
before the deletion becomes final.
17.1.2 DEPARTMENTS AND GANGS There are several ways to restrict a user by Departments and Gangs.
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SELECTION DESCRIPTION
Limit Departments Allows the user to edit employees in the departments that are selected.
Limit Departments and Gangs Allows the user to edit employees in the departments and gangs that are selected
Limit Departments view all Allows the user to edit employees in the departments selected but can view all the
employees in the rest of the departments.
Limit Gangs Allows the user to edit employees in the gangs selected
Limit Gangs view all Allows the user to edit the employees in the gangs selected and to view all other
employees in the rest of the gangs
None No restrictions for the user on department or gang
Once a selection has been made from the dropdown above, a tab will appear for either the department or gang
selection or both:
On the tab will be the list of departments or gangs that can be selected:
17.1.3 LEAVE CAPTURE Should you have selected to limit a user’s access to certain leave codes, you will use this screen to make the selections.
The codes that are ticked on this screen are the codes that the user WILL have access to.
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17.1.4 ACCESS GROUPS The codes that are selected on this screen are the codes that the user WILL have access to.
17.1.5 ADD | REMOVE FUNCTION This screen is used to globally add or remove user functions to all non-administrator users.
17.1.6 TIME CODE RESTRICTION On this screen you can restrict the time codes that a user has access to. The items that are ticked in this list are the
items that the user will not be able to access.
17.1.7 EVACUATION AREA This screen allows you to selectively give access to Evacuation Areas to the user.
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17.1.8 WORK LOCATION The items that are selected on this screen are the work locations that the user will have access to. Remember that if an
employee is linked to a work location that the user does not have access to, the user will not be able to edit the
employee even if they have access to the department or gang the employee is linked to.
So the user will have to have access to the Department, Gang AND work location that the employee is linked to in order
to edit that employee
17.1.9 DEVICE ACCESS This allows the employee to view the selected Companies, Servers, Engines and Controllers set up on the system and on
the Dashboard.
17.1.10 EXPIRY The system expiry message appears at the bottom of the system window depending on the setting on the User Config of
the system parameters (See 19.4.20.6)
Selecting this checkbox will allow the user to see the system expiry date:
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17.2 CHANGE PASSWORD Should you wish to change the password for Users to gain access to the system, select the yellow edit button at the
lower right of the screen, and enter a new password here and then confirm it by entering it a second time.
If you are satisfied with the change, then select the green Accept button to save the change. Note that only the System
Administrator is able to change the password.
17.3 PREFERENCES This option will allow you to make changes to the way information is displayed by XTime for your user.
Select the yellow edit button at the lower right of the screen to begin.
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Each item listed has a drop down list alongside it from which you may make your selection. There are four different
ways in which XTime900 will display information.
Name
Code
Name and Code
Code and Name
Once you are satisfied with your changes, select the green Accept button to save the changes.
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18 TAGS This menu option will allow you to print badges for employees and to assign special function tags to employees.
18.1 PRINT BADGES Select the employee or employees for whom you wish to print badges, either by their Employee number, ID number or
surname. You can enter a partial name then use the search button to select the employee from a list. Select the Printer
on which you wish to print the badges and the Layout which you wish to use.
A list of selected employees will appear in the white box on the right of the screen. Note that you can select multiple
employees to print the badges in a batch. To remove an employee’s name from the list, select the red delete button at
the lower centre of the screen.
18.2 FUNCTION BADGES This option is used to assign special tags to an employee, which is used for a specific purpose apart from time recording
or access.
Select the blue add button and scan the tag which is being assigned to the employee. Select the Tag function from a list
e.g. Override | Clear parade. Enter the employee number of the person responsible for the tag. You can search for
their employee number by using the search function. Click on the search button the right of the selection box. You can
then search for their employee number by Surname or ID Number.
Once you are satisfied with your selection, click on the green Accept button at the lower right of the screen.
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19 CODES This section enables the user with access rights to make changes to or add new codes to the system, which will be
displayed on all reports, employee screens, pay sheets etc.
19.1 EMPLOYEE 19.1.1 ALLOWANCE Allowances are codes by which employees are being paid for worked shifts. Select an allowance type from the drop
down list at the top of the screen, and then select the yellow edit button to make changes. To add a new allowance
type, select the blue add button. The user must enter a unique pay code for the selected allowance code and an
allowance type from the drop down menu.
Allowance Type:
Amount Calculate the allowance in a currency
Code Show the allowance as a code
Hours Show the allowance as hours
Shift count Count the number of allowances
19.1.2 DEPARTMENTS This option will allow the user to make the default settings for departments. Select an existing department from the
drop down list at the top of the screen. To add a new department, select the blue add button at the lower right of the
screen.
19.1.2.1 Settings
This screen will enable the user to make changes to the Pay Rule, Cost Centre, Environment, Travel Time and
Responsible Employee settings for departments.
Name: Give the Department a name.
Code: This is not a mandatory field.
Pay rule: This will determine which pay rule is used to calculate pay to employees who fall under this department.
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Cost Centre: select the applicable cost centre for budget purposes.
Environment: in which environment does this department operate?
Travel Time: hours and minutes of travel time allowed for employees of this department.
Responsible Employee: the employee number of the employee responsible for this department.
19.1.2.2 Shift Cycle
This screen will enable the user to select which shift cycle the department works on. All employees assigned to the
department will be placed on this shift cycle as their default.
19.1.2.3 Access Groups
This screen will enable the user to select the access groups for the department, i.e. the area which the department is
limited to. All employees assigned to the department will inherit this access group as their default.
19.1.2.4 T.R Groups
This screen will enable the user to select the time recording groups for the department, which will be used to determine
the pay records of employees assigned to the department. All employees assigned to the department will inherit this
time recording group as their default.
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19.1.2.5 Allowances
This screen will enable the user to select the special allowances, which may be assigned to a department. All employees
assigned to the department will inherit these allowance settings as their default.
19.1.3 DISCIPLINARY ACTION There are standard actions loaded on the system to choose from. You can add new actions and these can be selected
when an offense is loaded on an employee record
19.1.4 DISCHARGE REASON This screen will enable the user to enter a pay code for a discharge reason. Select a discharge code from the drop down
list at the top of the screen, and then select the yellow edit button to make changes to an existing code. To enter a new
code, select the blue add button at the lower right of the screen, enter a name for the discharge code and a unique pay
code number.
19.1.5 GANGS This option will allow the user to make the default settings for gangs / teams. Select an existing gang from the drop
down list at the top of the screen. To add a new gang, select the blue add button at the lower right of the screen.
19.1.5.1 Settings
This screen will enable the user to make changes to the Department, Pay Rule, Cost Centre, Environment, Travel Time
and Responsible Employee settings for gangs.
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PARAMETER DESCRIPTION
Name: A unique name of the Gang
Code: A Code if used
Department:
The department that the gang is linked to (This gang will inherit certain settings from the
department if not set like Pay Rule, Cost Centre, Environment and Access and Time Recording
Groups)
Pay Rule: Specific Payrule for the gang if different from the Department for the calculation of the pay
records and hours
Cost Centre: Specify the Cost Centre if different from the Department
Environment: Specify the Environment if different from the Department
Travel Time: This field is not used and will be removed in the V2.17.04.0 major release
Responsible Emp: The employee responsible for this gang. This name will show on the reports
If “Extended Gang Fields” is checked under CODES | CONFIGURATION | SYSTEM PARAMETERS | SYSTEM | GENERAL
the following 3 fields will display on the gang. They can be used for adding additional information to the gang. The
Work Place codes can be setup under CODES | TIME
PARAMETER DESCRIPTION
Work Place: Additional information field available
Level: Additional information field available
Activity: Additional information field available
19.1.5.2 Shift Cycle
This screen will enable the user to select which shift cycle the gang works on. By default the shift cycle will be inherited
from the department under which this gang falls.
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19.1.5.3 Access Groups
This screen will enable the user to select the access groups for the gang, i.e. the area that the gang is limited to. By
default the access groups will be inherited from the department under which this gang falls. These will be greyed out
and the user will not be able to edit or remove them. They can only be removed from the Department. All employees
assigned to the department will inherit this access group as their default.
19.1.5.4 T.R Groups
This screen will enable the user to select the time recording groups for the gang, which will be used to determine the
pay records of employees assigned to the gang. By default the time recording groups will be inherited from the
department under which this gang falls. These will be greyed out and the user will not be able to edit or remove them.
They can only be removed from the Department. All employees assigned to the department will inherit this time
recording group as their default.
19.1.5.5 Allowances
This screen will enable the user to select the special allowances, which may be assigned to a gang. By default the
allowances will be inherited from the department under which this gang falls. All employees assigned to the
department will inherit these allowance settings as their default.
19.1.5.6 Complements
Enables the user to set the number of members of each occupation the gang may have on each shift cycle. Some
reports will report on compliment, actual and variance like the Gang Sheet
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19.1.5.7 Additional Info
Additional Information is setup under CODES | CONFIGURATION | SYSTEM PARAMETERS | SYSTEM | Additional Info
Setup. When the setup is done, the options will be available on the Additional info tab.
When the lookup or parent options are used, a gang data tab will display where the selections can be inserted:
19.1.6 GROUPS This screen will enable the user to edit or add new groups to which employees may belong. To make a change to an
existing group, select it from the drop down list at the top of the screen, then select the yellow edit button. To add a
new group, select the blue add button at the lower right of the screen, and then enter a name for the group. Once you
are satisfied with your selection, click on the green accept button at the lower right of the screen.
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19.1.7 LEAVE This screen will enable the user to make changes to or add a new leave code for employees. To make a change to an
existing leave code, select it from the drop down list at the top of the screen. To enter a new leave code, select the blue
add button at the lower right of the screen. Enter a name for the leave code and a unique pay code.
PARAMETER DESCRIPTION
Name: Name of the Leave type.
Pay Code: The code that is used by the payroll
Count as Shift: When selected then employees will be paid for their shifts they would have worked during their
leave period.
Hours as NT: Employees will be paid according to hours as normal time even though they are on leave.
Access Allowed: Employees will be able to access the site even though they are booked on leave. If this is not
checked, employees will not be able to access the site if leave validation is on.
Ignore Export: Leave will not be exported.
No Edits: Leave records added under EMPLOYEE | POST DATES | Leave cannot be edited and must be
deleted if incorrect and a new record added.
Save Deleted:
Save deleted leave records for tracking purposes. A date is inserted when the record is deleted
and no further edits are allowed. The record is for display purposes only. See the screenshot
below.
19.1.8 OCCUPATION This screen will enable the user to make changes to or add a new Occupation Code for employees.
To make a change to an existing occupation code, select it from the drop down list at the top of the screen.
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To add a new occupation code, select the blue add button at the lower right of the screen. Enter a name for the
occupation and a unique pay code.
19.1.9 OFFENSES This is also a selection of offenses that can be assigned to an employee. New offenses can be added for selection and
current ones descriptions can be edited.
19.1.10 SUSPEND REASONS This is a customisable list of reasons for selection when suspending an employee.
19.1.11 WORK LOCATION Work locations can be added to an employee record as a further form of grouping. Users can also be restricted to see
certain work locations. Parades can also be set to only be validated on a terminal that is linked to a clockpoint with a
specific work location.
19.1.11.1 Access Groups
Access Groups that are allocated to the work location will be inherited by an employee when the work location is
assigned to an employee and the “Inherit Access Groups” is checked on the ACCESS | GENERAL tab of the employee
record.
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19.1.11.2 Time Recording Groups
As with the Access Groups, Time Recording groups that are linked to a work location will be inherited by an employee
where the “Inherit Time Recording Groups” is checked on the ACCESS | GENERAL tab of the employee record.
19.1.11.3 Settings
On the employee ACCESS | GENERAL tab, there are settings to ignore APB (Anti Passback), Shift control (including Level)
and Leave validations. This feature has been added to the work location as well as the employee record (ACCESS |
OVERRIDE). In the example below, an employee clocking at a clockpoint with this work location will automatically
override shift and level control. The contractors clocking at a clockpoint with this work location will override leave
validation, and the visitors APB will be overridden.
NOTE: It is not valid on the work location assigned to the employee or contractor, but rather the work location that the
CLOCKPOINT has assigned to it.
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19.2 ACCESS CODES This section enables the user to edit or add codes which affect employees | contractors | visitors access to the site.
19.2.1 CERTIFICATES This screen enables the user to add or edit certificates which are assigned to employees. These certificates may affect
their access to certain areas of the site. To add a new certificate type, select the blue add button at the lower right of
the screen. Type in a name for the certificate, and then select the green accept button to save the information.
To make changes to or delete an existing certificate type, select the name of the certificate from the drop down list at
the top of the screen, then click on the yellow edit button at the lower right of the screen. Make the necessary changes,
and then click on the green accept button to save the changes. These certificates are loaded issued to employees,
contractors and visitors and are validated on the clockpoints.
19.2.2 CLOCK REASON These are configurable and used when employees are to enter a code when leaving a certain area.
Setting the unpaid break and or Penalise settings will deduct time from the employees should they be out for longer
than the max time set on the payrule.
19.2.3 EMERGENCY AREA Emergency areas can be set up for evacuation purposes. It is a grouping of clockpoints that can be set to an emergency
state by just selecting the area from the Emergency and Lockdown main menu. Refer back to Point 11-Emergency and
Lockdown above.
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19.2.4 EMPLOYER CAT A category that can classify contractor companies.
19.2.5 EMPLOYERS This screen enables the user to add or edit company names to the system. These may be companies who provide day
labour, or contractors etc. To add a new company name, select the blue add button at the lower right of the screen.
Type in the company’s name and then select the green accept button to save the information. To make changes to or
delete an existing company name from the system, select the company name from the drop down list at the top of the
screen, then click on the yellow edit button at the lower right of the screen. Make the necessary changes, and then click
on the green accept button to save the changes.
19.2.5.1 Details
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PARAMETER DESCRIPTION
Name Name of the Contractor Company
Code Code for the Contractor Company
Category Select a category from the dropdown. This code is set-up under CODES | ACCESS | Employer Cat.
Expiry Date An expiry date can be set to expire access for the contractor company on a selected date.
Block Access Contractors and vehicles linked to this company can be blocked from accessing the site after the
expiry date. Once the date is set, click on the “Update employees/vehicles” button to set the expiry
date for all linked contractors and vehicles. This button is only visible if the parameter named
is set under CODES | CONFIGURATION | SYSTEM
PARAMETERS | SYSTEM | GENERAL
Responsible
Employee 1-5
Up to 5 responsible people can be linked to this company. They must be current active contractors
or employees in XTime.
19.2.5.2 Certificates
Any certificate loaded here will be inherited by all the contractors linked to this company.
19.2.5.3 Parameters
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PARAMETER DESCRIPTION
Vehicles on site: This is controlled by a parameter called located under CODES |
CONFIGURATION | SYSTEM PARAMETERS | ACCESS. When this is checked, the system will count
the number of vehicles and employees that are onsite. When the max is reached, no more
employees or vehicles linked to that company will be allowed to enter the site before another
clocks offsite.
Max This is the maximum vehicles allowed onsite.
Current This is the current count of vehicles onsite.
Employees on site: See vehicles on site above.
Max See vehicle max above.
Current See vehicle current above.
Address 1-3: You can enter the address of the company here.
Phone: Enter the phone number here
Fax: Enter the fax number here
Cell: Enter the cell phone number here
Email address: Enter the company email address here
Office on site: When this is checked, it means that the contractor has an office onsite and will show on the
Employer list report. See below
19.2.6 EVACUATION AREAS Once configured, evacuation areas can be linked to a clockpoint. This is used for the Evacuation report and can
determine if tag holders have clocked in selected areas.
19.2.7 EVENT TYPES 19.2.7.1 Clock Event Types
These are the standard event types used by the controller firmware for the clocking responses. The display message is
the message shown on the reader when an employee clocks. The system description, Allow Access and Green Light are
not editable.
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19.2.7.2 Third Party Equipment Error Event Types
Some lamp systems are controlled by other companies. We can integrate with LMS and Schauenberg. This screen is
used to configure their events and link to ours so that when we receive a message from their system, we display a
message on the reader that corresponds to their event.
19.2.8 GROUPS Access groups define areas of the site, and assign clock points and access times to each group. To add a new access
group, select the blue add button at the lower right of the screen.
Enter a name for the new access group. You are now required to populate the two columns labelled Clock Points and
Access Time. This is done by the following method.
• On the right of the screen is two drop down list boxes.
• From the list labelled Clock Point Selector choose a clock point.
• From the list labelled Access Time below it, choose a time.
• Once you have both selected, click on the blue arrow button to move the selections to the relevant columns to
the left.
You can make multiple selections for each access group, as seen in the example below.
Should you wish to remove a selection, which has already been placed in the relevant columns, click on the entry in the
columns and the select the red delete button.
Once you are satisfied with all your entries, select the green accept button to save the information.
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To make changes to an existing access group, select the name of the group from the drop down list at the top of the
screen, and then click on the yellow edit button at the lower right of the screen.
Follow the steps above to make changes to the entry, and then select the green accept button to save the changes.
19.2.9 LOCKDOWN AREA Lockdown areas can be set up to quickly restrict all access to a certain area. It is a grouping of clockpoints that can be
set to a lockdown state by just selecting the area from the Emergency and Lockdown main menu. Refer back to Point
11-Emergency and Lockdown above.
19.2.10 REASON CODES These are reasons why attendance changes were made. They can be allocated through the exception capture or on the
Employee | Payhist screen.
19.2.11 TERMINAL EXCEPTION MESSAGE This feature was added for a client. Messages can be set here and linked to a terminal. Should an employee clock in or
out at this terminal, the transaction will appear on the exceptions with the message that is linked to it.
Link on the CODES | CONFIGURATION | TERMINALS | Params tab:
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19.2.12 TIMES To add a new access time code to the system, select the blue add button at the lower right of the screen. Enter a name
for the code, a start and end time, and which days of the week this particular access time code is active.
Note that should you not select a particular day of the week, and then any clock points which are assigned this access
time code will be unavailable for clocking on that day.
19.2.13 VISITOR CATEGORY Adding a visitor category with makes it easier to assign access groups and required equipment to visitors by selecting
the category only. This helps to speed up the capturing of visitors.
19.2.13.1 Details
19.2.13.2 Access Groups
19.2.13.3 Required Equipment
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19.3 TIME CODES 19.3.1 ATTENDANCE To make changes to an existing attendance code, select the appropriate code from the drop down list at the top of the
screen, and then click on the yellow edit button at the lower right of the screen. You are required to enter a name for
the code and if required a pay code may be entered. Once you are satisfied with the changes, select the green accept
button to save the changes. Count as shift is used for bonus reports.
19.3.2 COST CENTRES This screen enables the user to add or make changes to cost centres which are appropriate to the site. To add a new
cost centre, select the blue add button at the lower right of the screen. Enter a name and cost code for the cost centre,
and then click on the green accept button to save the information. To edit an existing cost centre code, select the
appropriate cost centre name from the drop down list at the top of the screen, and then click on the yellow edit button.
Once you have made your changes, click on the green accept button to save the changes.
19.3.3 PAY CATEGORIES Pay categories can be setup for different types of clocking groups, like First On to Last Off (FOLO), or for clock to clock
(CTC), or for types of staff like salaries and wages. The pay category can be setup to export pay records to several
payroll systems with pre-configured layouts.
19.3.3.1 Settings
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PARAMETER DESCRIPTION
Name: The name of the Pay Category.
Must Pay: Pay hours and history will be calculated for all employees who are assigned this pay category.
Pay Rule: The default Pay Rule that will be used to calculate the hours for this Category. Employees will
automatically inherit this pay rule should there be no pay rule assigned to the Department or
Gang.
Environment: The environment comes from the mining industry. Most non-mining clients set this to Surface.
Code: A unique code for the Pay Category. Companies often align this code with the payroll system.
Export System ID: This is a required field for the PalPay export to determine which payroll the data must go to.
Export Type: This is the type of payroll system we export for. Select the correct type from the dropdown.
Most of the selections are already configured to export in the correct format expected by the
payroll system, but there are some exceptions on the VIP exports that can be customised
according to the clients’ batch setup.
Export Name: The name of the file and the path to which it is saved on the PC. Click on the … button to select a
location and edit the name if required.
VIP Custom setup
The VIP batches are customisable according to the payroll setup of the company. Batch 1 could be normal hours only,
batch2 could be overtime and short time and batch 3 could be allowances. The screen below becomes visible when the
Custom export checkbox is selected next to the export type (VIP only):
The following is a description of the different settings:
• When the time code is to be exported
o Pub Hol and ExpDur must be off
o Valid shift/standby column is all shifts , day shift , night shift or afternoon shift
o Time code must be selected
o The authorised pay hours are exported
• Standby is exported when shift/standby dropdown is set to standby
o Check box Pub Hol must be off
o Check box Exp Dur must be off
o The time code is ignored
• When Pub Hol is checked
o Exp Dur must not be checked
o A time code must be selected
o The attendance code on pay history must be pub hol (6 or 7)
o Shift standby must be all shifts , day shift , night shift or afternoon shift
o The shift worked must match line above
o The authorised pay hours are exported
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• When Exp Dur checked
o Pub Hol must be off
o This is also only for Pub Hol (ac_codeid 6 and 7)
o The time code must be selected
o The expected duration is exported (not any time worked)
The values Day Allow, Aft Allow and Ngt Allow are not yet used but placeholders for future development.
To determine whether a shift falls into the day shift , night shift or afternoon shift category, the system looks at the
shift windows set in system parameters and then based on the start time of the shift for the day, the day, afternoon and
night shift will be applied.
19.3.3.2 Pay Periods
None of the settings on this tab are enforced and we will be removing the tab in a future release. When the payroll is
exported under EXPORTS | PAY EXPORT, the start and end dates are selected there that determine the period on the
export. This made the payroll more flexible and compatible in any industry.
19.3.3.3 Shifts
This page enables the user to set which default Shift Cycle employees assigned to the Pay Category will be working. The
current day in the shift cycle is highlighted in the box below labelled Cycle Day. This will be replaced by Department and
gang shift settings.
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19.3.3.4 Attend Translate
This screen is used to enter the payroll codes as they are in the payroll system. These codes will be exported when the
pay export is done. The purpose of this is that a company may have different payrolls (like salaries and wages) that use
different codes for the same attendance. So each Category can use the same attendance but pay it on different codes.
19.3.3.5 Leave Translate
Same as the attendance translate above.
19.3.3.6 Shift Allowance Translate
Same as the attendance translate above.
19.3.3.7 Time Code Translate
Same as the attendance translate above.
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19.3.3.8 Export History
When the export is set to SAP Time Date Selection, an export history is kept for information purposes:
19.3.4 PAY RULES Navigate the menu on the left of the screen to Codes, then down to Time - Pay Rules
A brief description of the tabs and their function:
Settings: Basic Information of the Pay Rule
Minimums: Change the Times, to which the Employee must work the minimum of hours
Overtime: If the Employee works Overtime, it will calculate when to start and stop the Overtime payment.
Fatigue Rules: How long the Employee must be off duty before they can go back to work again.
Time Codes: These are the Codes that Time gets allocated to according to the Pay Rule.
Clock Reason: To what reason can the Employee clock, and for x amount of time.
Flexi Time: Work Shifts can be flexible, and be worked out on other days.
Flex Exceptions: Additional rule settings for the flexi time.
19.3.4.1 Settings
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PARAMETER DESCRIPTION
Name: Naming of the Pay Rule that will display on all the Reports, Employees etc.
Rounding Type: There are 4 options in the combo box:
1. Penalise (clocks): When the Employee clocks at 08:07 the Employee will get Penalise
for 15 minutes, the System will show they only clocked at 8:15, and loses 15 minutes.
2. Penalise (time): When the Employee clocks at 08:07 the Employee will get Penalise for
15 minutes, the System will show they clocked at 8:07, but will still lose 15 minutes.
3. Rounding nearest (clocks): When the Employee clocks at 08:07, the System rounds to
the nearest 15 minutes, so 8:07 becomes 08:00 and the Employee scores 7 minutes.
4. Rounding nearest (time): When the Employee clocks at 08:07 the System will round to
the Nearest 15 minutes, but the System will show they clocked at 8:07, and the
Employee scores 7 minutes.
NOTE ON: 3. and 4. If the Employee clocked at 08:08 the System will round to 08:15 and
the employee will lose 15 minutes.
Overtime allowance: An allowance that will be paid if overtime is worked.
Off day productions: This parameter is not in use. It was created for a POC. It will be removed in the V2.17.04.0
major release.
Clocker: Unchecked: The Employee does not need to clock for time. The expected duration will be
given to them automatically.
Checked: The Employee must clock in order to start the shift time.
First To Last Clock: Off: The employee’s time will be calculated from clock to clock. In other words the time
between an Off and On clock will be excluded or seen as short time
In shift time only: The first on clock and the last off clock within the employee’s shift will
be used to calculate his time
All day: The first On clocking to the last Off clocking of the day will be used to calculate his
time
Fill Normal Time: If the Employee clocked at 7:30 and Shift starts at 08:00, the Employee got 30 minutes
Overtime. If the Employee clocks off at 14:00 and Shift only ends at 15:00, that 1 hour
Short Time. Fill Normal Time will then fill the Short Time with the Overtime, so the
Employee will be 00:00 Overtime and 00:30 minutes Short Time.
Off: Filling Normal Time off.
Pay Calc and Pay Export: When running the Batch, the XTime900 will show the Times that
were filled and updated + the Export Report will show the Time changes.
Pay Export only: Only the Export Report will show the changes made on the Times
Pay Calc use Pre-Auth Ovt: When the Pay Calc and Pay Export selection is used, this
parameter becomes visible. It will only use the Pre-authorised overtime from the post
dates to fill normal time.
Pay Shift allowance: Normal work day (NWD): does not include the Public Holiday
NWD and PPH worked: Includes the Public Holiday
Auto. Auth overtime: Automatically authorise overtime for the Employee.
Auto. Auth short time: Automatically authorise short time for the Employee.
Breaks on PPH: Enforce the shift breaks on a Public Holiday
Work on PPH: Employees will work as normal on Public Holidays - calculated as a normal shift
Use Shift: Checked: Uses the Shift parameters on System Parameters - Shift Windows and the shifts
that are configured.
Unchecked: Day duration must be specified. Period Week, bi-Week, Month this is the cut
off between Normal Time and Overtime
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All time to normal: All time worked will be posted to Normal Time.
No Exceptions: No pay anomalies will be seen as exceptions.
Auto. Auth off day
overtime:
Automatically authorize overtime if the Employee worked on their off day.
Short shift as exception: If the Employee works less normal time than expected, the short time will be added to the
exceptions list.
All time as allowance
time:
all time also gets stored as allowance. Example: if an employee works 07:00 normal time,
he will also automatically get 07:00 allowance time.
Awop/Short time on
PPH:
Show if an employee is absent or has short time on a Public Holiday.
Ignore shift leeway’s: When working over or before the Shift time the employee will get overtime, but working
shorter than the shift end, the employee will be penalised for the time that is lost.
No Short time: No short time is calculated and shown on the pay history.
Day Normal time: Used when Use shift is not checked. The day duration must be specified.
Period Normal time: This parameter is a custom parameter for a client and will be moved to the clients add-in
in the V2.17.04 Major Release
Leave days: Calendar days: Every day of the year; Weekdays, Weekends and Public Holidays will be
counted as a leave day.
Working days (Phol as NT): Shift days will be counted as Leave days and any Public Holiday
will be set to normal time.
Work days excl Pub hol: only the shift days excl. public holidays will be counted as leave
days
Work days incl Pub Hol: Public holidays are included in the leave count.
Calendar days excl Pub Hol: Every day of the week excluding public holidays
Day Logical Start,
Afternoon Logical Start,
Night Logical start:
These are the start times of the logical day for each shift. A normal day starts at 00:00 and
ends at 23:59. A logical day can start at any time and runs for a period of 24 hours. So if
we have an afternoon shift (starting at 14:00) and a nightshift (starting at 22:00) the logical
day starts might be the following:
Afternoon: 12:00 – 11:59 the next afternoon
Nightshift 20:00 – 19:59 the next evening
The reason we start earlier than the shift is to allow for people that come in early.
It also tells the system when to split overtime between days should you wish to split it.
Max NT time on Pub
holiday and Leave:
If a shifts duration is 12:00, but the first 08:00 is normal and the last 4 is overtime, you can
set this to 08:00. Then the leave and public holiday time will not exceed 08:00.
Apply FOLO to shift
allowance:
Shift allowance is calculated on clock to clock. When allowances are set to calculate hours,
the employees on First On to Last Off would not get the full hours worked due to all the
clockings in between the First On to Last Off
19.3.4.2 Minimums
Any time under the minimums will be discarded.
PARAMETER DESCRIPTION
Min. Short Time: The minimum short time that will be calculated.
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Min. Over Time In the example above, overtime must be greater than 00:30 before it will be calculated and
shown on pay records.
Store as Unauth ovt on
Overtime day if Less
than Min Ovt
When this parameter is selected, using the example above of Min. Over Time of 00:30, any
overtime less than 00:30 will be shown as Unauthorised overtime on the pay record.
Min. Callout The minimum amount of hours that will be paid for a call out. So even if a callout only
lasts for 00:30, the system will generate 04:00
Min. Callout Delay: This is the time between callouts to distinguish if there are 1 or 2 callouts.
From Start To Start: In the example above, 04:00 must pass from the start of the first
callout to the start of the second callout in order to generate another callout record.
Gap between Callouts: In the example above, 04:00 hours must pass from the end of the
first callout to the start of the second callout.
Callout Travel: An additional amount of time can be generated for travel time.
Include Min. Callout: If this is checked, then the travel time will be included in the minimum callout hours
19.3.4.3 Overtime
How the Overtime must be calculated for the Employee
PARAMETER DESCRIPTION
Allow Overtime: If ticked: Overtime will be calculated
Not ticked: No overtime will be calculated
Split overtime: Split the Overtime over the week with different Time Codes
Excess normal time: To Overtime: If the employee worked longer than the expected duration the excess time
will go to overtime.
Discard: any time over and above the duration will be discarded and no overtime
calculated.
Weekday Ovt above: This is the split overtime rule. So any overtime above the amount specified will be
calculated on the time code selected after the time box.
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Shift supervisor: This parameter was created mainly for the mines.
00:15 – will get .15 minutes but only if the Employee actually works those minutes.
Handover:
The employee will get paid the amount of time specified on the time code specified if
worked before his shift. If it is not worked, the employee will get short time, or whatever
time code is specified
Continuous Worker: Mining and production sites use this continuous worker rule. When ticked, the Employee
does not have Saturdays and Sundays like normal. The time codes selected here will apply.
Overtime day: Overtime will go to the day of the in clock according to logical days. This is for sites that
have shift systems that run over midnight
Ovt to clock in day: All overtime will be logged on the day that the clock in is on.
Call to clock in day: Overtime will go to the day of the in clock according to logical days
Pre Authorised
Overtime:
If not ticked, it will not authorise post-dated hours
19.3.4.4 Fatigue Rules
PARAMETER DESCRIPTION
Disabled: No fatigue rules will apply
Callouts: The Fatigue rules will apply on call outs
Callout and Overtime: Fatigue rules apply and will calculate Overtime for Fatigue
Windows: Fatigue will be applied according to the settings below:
Planned Window end: If the employee works until after this time, a full shift will be given
for that day
Callout window End: A full shift will be given if the employee is called out after this time
Callout stayon time: A full shift will be given if the employee is called out after this time
Rounding Period: This rounding works according to the time entered as per the label
description
Fatigue Time: Overtime Plus travel: This fills the next day Normal Time with Overtime worked past the
Fatigue start plus 00:00 travel time (whatever the parameter is set to)
Overtime times factor: Will be allowed x amount of time to be late or leave early
Fatigue Time code: Which Time code to use for the Fatigue – this should always be Fatigue Time
Fatigue Start: Time at which the Fatigue starts
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19.3.4.5 Time Codes
This is where you link the type of time worked to the time code. XTime has standard codes that can be selected. You
can rename these codes under CODES | TIME | TIME CODES
PARAMETER DESCRIPTION
Normal Time: The time code to be used for the normal duration of the shift
Short Time: If the employee does not work a full shift, this time code will be used to report the
balance of the time not worked.
Weekday Overtime: The additional time worked in the week over and above the expected duration (usually
1.5 times the normal rate)
Sunday Overtime: The time code used for working on a Sunday (usually double time)
PPH Timecode: This timecode is only visible if the Pub hol extended option is NOT selected
Callout Weekday: The time code to be used for callouts in the week
Callout Sunday: The time code to be used for callouts on Sundays
Callout Public Holiday: The time code to be used if the callout is on a Public holiday
Pre Shift Leeway Time: The time code to be used when the employee clocks in during the early shift start
and the actual shift start
Post Shift Leeway Time: The time code to be used when the employee clocks out after the actual shift end
but before the late end.
PARAMETER DESCRIPTION
Public Hol. as NT: If ticked, the Employee works on a Public Holiday as Normal Time
Public Hol. as NT on Leave: When on leave, a public holiday during the leave will be calculated as Normal Time
Pub Hol. Extended option: Normal Duration: Specific Time Code
Time worked: Normal time or other code and choose a Time Code
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19.3.4.6 Clock Reason
This tab will only be visible if the Flexi Time is enabled.
Enter reason for clocking and restrict how much time is allowed on this clocking. This is a feature where an employee
must select a number on the reader which represents the reason why he | she is clocking out. These clock reasons are
set on the Clockpoint | Restrict clock reasons tab. If an employee is out for longer than the max time set here, they will
be penalised and the time will be shown as short time. This feature is only available where there is a keypad on the
terminals where the employees will need to enter a reason.
PARAMETER DESCRIPTION
ID: This is the number on the keypad that the employee must use for that reason.
Clock Reason: The name of the clock reason. These are set up under CODES | ACCESS | Clock Reason
Time Code: The time code that is linked to the clock reason. This time code will be used for the duration of the
“out time”
Max Time: This setting relates to the Flexi Time if set on the pay rule. It is the maximum time allowed that the
employee can be out without getting penalised.
Enabled: This setting relates to the Flexi Time if set on the pay rule. The clock reasons will only work if
enabled
Count As Work: This setting relates to the Flexi Time if set on the pay rule. The time that the employee is out is
counted as work time.
19.3.4.7 Flexi Time
This feature was developed specifically for a client with predefined rules. These include:
• Employees to work a minimum of 8 hours per day
• The core working time is 09:00 to 15:30
• Flexi time start time is from 06:30 to 09:00 and flexi end time is from 15:30 to 18:30
• Any time outside of this is unauthorised time and will not be authorised whatsoever
• A maximum of 12 hours may be worked in a day
• Flexi time may only be used from 12:00 on any day
• The lunch duration is 45 minutes and may only be taken between 12:00 and 14:00
• Employees will clock out using a reason code (Official, Medical, Private, End-of-Day, Balance)
Consider the following diagram of a 24 hour period:
00:00
LUNCH = 45mins
FLEXI TIME = 06:30 – 09:00 and 15:30 – 18:30 06:30 ES
09:00 SS & LS
12:00 14:00
15:30 EE & SE
23:59:59
18:30 LE
UNAUTHORISED TIME = 00:00 – 06:30 and 18:30 – 23:59:59
CORE TIME = 06:30 – 09:00
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The shift setup will be as follows incorporating the above time slots:
Flexi Time:
PARAMETER DESCRIPTION
Flexi time: When this is enabled, the rest of the pay rule is ignored and only these rules apply.
Time Codes: Unauth Time: The time code to be used to record the unauthorised time. Whis will be between
00:00 – 06:30 and 18:30 – 23:59:59
Private Time: this is flexi time taken. In other words if an employee leaves work early to make up
for extra hours worked.
Leave Time: The time that an employee is on leave.
Offsite Readers: On Clock: If a clocking needs to be captured for an employee (keyboard clock) this is the terminal
that the clocking must be recorded on
Off Clock: If a clocking needs to be captured for an employee (keyboard clock) this is the terminal
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that the clocking must be recorded on
Monthly
parameters:
Enabled: To calculate monthly
MAX carried forward: The maximum amount of hours allowed to be carried to the next month
NOTE: If the monthly parameter is enabled, the quarterly one should remain off.
Quarterly
parameters:
Enabled: To calculate quarterly (every 3 months)
MAX carried forward: The maximum amount of hours allowed to be carried to the next quarter
Quarter starts: The first month of the 3 month period.
NOTE: If the quarterly parameter is enabled, the monthly one should remain off.
Clock Reasons: Official: this is when an employee must go somewhere on official business inside of the regular
working hours.
Medical: this is used when the employee needs to go to a doctor or the clinic.
Private: This is the reason used when the employee is using his flexi time balance and clocks off
early.
Clocking Rules: Dup Interval: If 2 In or 2 Out clockings are within the time period set, it will be considered a
duplicate clocking and the first clocking will always be used.
Pairing: Select which clockings are to be used for the time calculation
Time Rules: Absent Bal:
• Variance Zero - .
• Variance Expected Dur - .
Day Off, Public Holiday, Work Late:
• Authorised – edd.
• Unauthorised – ddd.
• Ignore – ddd.
Official End: This is the official end of the work day for cases where the employee is out on official
business and does not get back to the office to clock out. This time will be stopped at this time
set.
Flex Exceptions
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PARAMETER DESCRIPTION
Exception
Parameters:
Enabled:
MAX private time / day:
MAX private time / week:
Earliest private time start:
MAX time work / day:
Exception
Categories:
There are 3 types that can be selected for each item:
Disabled: Do not report this event
Exception: Mark as an exception
Info Only: Show as information only
Clock Reason: These selections are the same as above. For each Clock reason, decide if it must be disabled,
marked as an exception or for information only.
19.3.5 SHIFT CYCLE To create a new shift cycle, select the blue add button at the lower right of the screen. You will be presented with a
blank screen with various fields which must the completed.
The following steps are required to complete this screen.
� Enter a name for the new shift cycle.
� Enter a unique code number for the new shift cycle.
� You are now required to construct a shift cycle out of preset shifts which appear in the Shift Selector to the right of
the screen (setting up shifts is explained in the next section)
� Select a shift from the list and use the blue left pointing arrow button to move the entry to the Shift panel. This
entry is for day 1 of the shift cycle.
� Now select the next shift, which makes up day 2 of the shift cycle.
� Continue in this manner until you have a list of shifts which covers one full shift cycle. Ensure that you have a shift
for every day of the shift cycle, including days off.
� To move entries around in the shift cycle, click on the appropriate entry and use the blue up and down arrows to
arrange the cycle as you wish.
� To delete an entry from the shift cycle, click on the appropriate entry and then select the red Delete key to remove
it.
Once you are satisfied with the construction of your shift cycle, select the green Accept button to save the information.
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To make changes to an existing shift cycle, select the shift cycle from the drop down menu at the top of the screen then
click on the yellow Edit button. Follow the instructions above to add to, delete or rearrange the shifts, which make up
the shift cycle.
Once you are satisfied with the changes made, click on the green Accept button to save them.
19.3.6 SHIFTS Each shift is given a unique name and code, and the times of the shift as well as authorized breaks are set up here.
19.3.6.1 Shift
� Name – a name describing the shift
� Code – a unique number for the shift
� Shift Start – The time the shift starts
� Early Start – The time before which an employee will be considered early.
� Late Start – The time after which an employee will be considered late.
� Shift End – The time the shift ends
� Early End – The time before which an employee will be considered to have left early.
� Late End – The time after which an employee will be considered to have left late.
� Duration – the length of the shift in hours, the length of breaks and extra time allowed.
� Travel – The time allowed for employees to travel between two points.
� Allowance – some shifts have a special allowance which is paid in excess of normal pay. Select the allowance which
is appropriate to the shift from the drop down list provided. These allowances are set up in Employee Codes.
� Day Type – Select the type of work day that this shift is e.g. Work day, day off, work day overtime.
� Starts Yesterday – Should the shift begin on one calendar day and end on the next calendar day, i.e. the shift crosses
over midnight, and then this must be selected.
� Normal Time – This is for any other normal time code (other than the pre-defined normal time) that a client might
have set up under the time codes. It is for reporting and export purposes so that all normal hours are grouped
together, regardless of the Time code.
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19.3.6.2 Break 1, Break 2, Break 3
These pages enable the user to set up union or employer authorized breaks during a shift.
Name – the name of the Break.
Break start – the start time of the break.
Break End – the end time of the break.
Duration – the duration in hours or minutes of the break.
Paid – there are three selections here: Paid, Split shift and Unpaid.
SELECTION FUNCTION
PAID A paid break is where a break is included in the duration of a shift. If an employee takes the break
time it is not deducted from the employee. See example below
SPLIT SHIFT This was a custom function. An example is given below.
UNPAID An unpaid break is not included in the duration of the shift. If an employee takes the break time it
will also not be deducted from the employee. See example below
EXAMPLE 1:
SHIFT:
EMPLOYEE CLOCKINGS:
Break taken:
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Break not taken:
BREAK: PAID
PAY TIMES:
EXAMPLE 2:
SHIFT:
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BREAK: UNPAID
PAY TIMES:
19.3.7 TIME CODE REASONS These configurable codes are used when doing exception capture to be able to enter a reason for the adjustment.
19.3.8 TIME CODES This screen enables a user to assign a pay code number to a Time Code. To add a new Time Code, select the blue Add
button at the lower right of the screen. To edit an existing Time Code select the yellow Edit button at the lower right of
the screen.
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The overtime reports column is used for reporting. If this column is left blank, this time code will not appear on any
reports. The exception Clearance selections are used for the web exceptions. Please refer to the Web Exceptions
Manual for more information. As at 2016-10-31, the web exception module is still a work in progress. These codes will
be explained in more detail in that manual
19.3.9 TR. GROUPS This screen enables the user to set which clock points in an Access Group are used for Time Recording purposes. The
selected ones are for time recording, unselected are purely for access control.
The employees time recording groups can be seen under EMPLOYEES | ACCESS | Time Recording Groups Tab
These groups can also be added to the Department and Gang setup, which the employee can inherit when put on the
department or gang.
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CODES | EMPLOYEE | DEPARTMENTS
CODES | EMPLOYEE | GANGS
First On Last Off Delay:
This was development done for a client that had overtime and call out issues due to the geographical layout of the site.
If an employee on a First On to Last Off payrule
EXAMPLE:
Emp 1 would clock in at Location 1 and commence with his shift. Emp 1 would then, during his shift clock out from
Location 1 and Clock in at Location 2 to continue with his shift. At the end of the shift Emp 1 will clock out of Location 2
within late end leeway of his shift. Emp 1 will then clock back into Location A to access the change house or put away
his tools.
The latest in clock will generate one of the following possibilities:
• Call out if on standby; or
• Overtime if not on standby
The Delay will include that last in and out pair and not see it as either a call out or standby.
Before change this employee got callout directly after shift (13:20 to 13:25)
Person clocks after shift. If this employee was on standby, the calculation would have resulted in a callout a few
minutes after shift
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Shift
Times:
The call out that was on the initial record of 13:20 to 13:25 has been removed.
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19.4 CONFIGURATION 19.4.1 ASSET TYPE Configurable codes to be assigned to employees, visitors that bring in assets to site.
19.4.2 CANTEEN When setting up a canteen, the order in which things should be setup is the following:
� Meal Type
� Meal
� Terminal
� Access group
� Canteen
19.4.2.1 Meal Type
This is the actual food types:
19.4.2.2 Meals
The meals are made up of the meal types.
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19.4.2.3 Terminals
The terminal function must be setup as a canteen:
19.4.2.4 Access Group
One the access group settings tab under CODES | ACCESS | GROUPS, the canteen must be selected.
19.4.2.5 Canteen | Settings
Name the canteen
19.4.2.6 Canteen | Terminals
Link a terminal to a meal type. The terminal can only be linked to one mealtype.
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19.4.2.7 Canteen | Access Group
Link the canteen to an access group which can be given to employees to allow them to clock at the cantten for meals:
19.4.2.8 Canteen | Meal Times
These are the times between which the readers will be active. If the employees try to clock outside of these times, the
employee will get a denied response.
19.4.3 CARD DESIGN
Name: Give the layout a name
Orientation: This will be landscape or portrait
Card Width: Set the card size in mm.
Card Height: Set the card size in mm.
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You can zoom in to aid with positioning bars on the card, and then zoom out to view the card as a whole to
check the design using the plus and minus magnifying buttons at the top of the screen.
Select the elements, which will go on the card from the tabbed buttons on the left of the screen.
Click on the blank card grid to drop that element onto the card.
You can then drag the selection with the mouse to the position on the card where you want it.
Placing the mouse button over a box and left clicking will reposition the box with its top left corner at the current
position of the mouse.
Right clicking on the photo, logo or text boxes will bring up a pop up menu, which will allow you to:
Set the font, alignment etc for all text boxes
Set the photo position and size
Set the logo position and size
Once you are done with the layout, click the save button.
19.4.4 CLOCK POINTS Clockpoints are linked to terminals. Usually an In and Out terminal would be linked to one clockpoint. Functions and
validations are added to the clockpoint:
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19.4.4.1 Settings
This screen is used to input the general settings regarding a specific clock point on the site. To make changes to an
existing clock point, select it from the drop down list at the top of the screen, and then click on the yellow Edit button.
To add a new Clock Point, select the blue Add button.
The following information may be entered.
� Name – The name of the clock point
� In Zone – The turnstile / security point used by employees to enter the area
� Out Zone – The turnstile / security point used by employees to exit the area
� Evacuation Area – Used for Report – Evacuation Area
� Visitor exit – If visitors are permitted to use this clock point as an exit, then select the check box
� Work Location – This was added to enable parades by work location.
� Shift validation – Denies access if out of shift
� Only if time recording – this parameter is to set shift validation on only if this is a time recording point for the
employees who use it as a time recording point. Some employees may only use it for access and they should
not be validated.
� Parade – Select this check box if employees may be paraded at this clock point
� Random parade – Select this check box if you wish employees to be random paraded for security purposes at
this clock point
� Anti-passback (APB) – If APB is in use at this clock point then check the box
� APB delay – The time in seconds at APB will apply to an employee who just used this clock point to enter or exit
site.
� Update Zone – Will update the zone even if APB is not active
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� Routing – If this clockpoint is set to routing, clockpoints can be configured to force an employee to clock in a
certain pattern. This works on the zones of the clockpoint.
� Is Checkpoint – The clockpoint can be setup as a checkpoint. This means that an employee must clock at this
point before another point that is set as a checkpoint validate clockpoint.
� Checkpoint Validate – When clocking at a clockpoint where this is set, the employee must first have clocked at
an Is Checkpoint clockpoint in order to gain access at the validate point. The timeout is the period of time the
employee has to move from the checkpoint to the validate checkpoint clock area. Note that this feature will
only work on terminals that are on the same controller.
19.4.4.2 Certificates
Certificates are used to check if employees have met specific requirements in order to enter a certain area. On a mine
there might be a need for the employees to have a medical once a year and therefore a Medical certificate can be set up
and validated on entering a specific area. All the existing certificates are available for selection in the list box. To
configure a certificate for a clockpoint, click on the edit button.
Place a tick in the checkbox to the left of the desired certificate. Configure the options to the right of the screen to set
the type of validation required:
EXPIRE CHECK ONLY - checked
This will check the expiry date of an employee that has the certificate assigned to him. If the certificate ends before or
starts after the current day, the employee will be denied access. If the certificate started before and ends after the
current day, the employee will be granted access.
If a tagholder does not have the certificate, they will be granted access.
EXPIRE CHECK ONLY – not checked
This indicates a mandatory certificate and requires each person that clocks at the clockpoint to have a valid certificate.
If a tagholder does not have the certificate, or the certificate has expired or is not yet valid on the current day, access
will be denied.
BLOCK
This works in reverse to the above. The tagholder with this type of certificate will be denied access for the period that
the certificate is valid. Once the certificate has expired, the tagholder will be able to clock again. This must be used in
conjunction with the Expire check only parameter.
Example of use:
A site has a speed limit of 10kph onsite as there are many pedestrians. A driver is found guilty of constantly driving over
the speed limit and is suspended from driving a vehicle on the site for a week. A certificate is configured on the boom
gates called “Driver ban” with the Expire check only and block parameters checked. The driver is issued with this
certificate on the Employee | Access | Certificates tab with a start date of 2016-11-07 and an end date of 2016-11-11
This means that during this period, the driver will be denied access at the boom gates from 2016-11-07 00:00:00.000
until 2016-11-11 23:59:59.000.
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EXCLUDE
If you wish to exclude a particular type of tagholder, checking this box will not validate any of that type of tagholder
even if they have an expired certificate. Access will still be granted.
19.4.4.3 Params
The following selections may be made:
� Multibadge sequencing – there are several settings:
Full Vehicle/Partial Driver: This means that the vehicle must be active and have access to the clockpoint | The
driver must just be active and does not need access to the clockpoint
Full Vehicle/Full Driver: Both the vehicle and the driver must have access to the clockpoint and be active
tagholders
Guard First then Employee: When this is active, an employee can be set as a guard on the EMPLOYEE | ACCESS
| GENERAL tab:
This “Guard” must first clock before an employee can clock and gain access through the clockpoint. There is
also an override for this on the same tab:
If an employee does not have the override guard requirement enabled and tries to clock without the “Guard”
clocking first he will see a NO GUARD message on the reader. If the “Guard” clocks first, the reader will display
NEXT CARD and then the employee can clock.
� Emergency – this clockpoint is part of the emergency feature where the terminals can be opened from the
Emergency | Lockdown screen under clockpoints
� Lockdown – same as above only the terminals will be locked
� Validate Leave – employees on leave will be denied access. Note that if an employee is on leave, and standby, the
standby rules will overwrite the leave rules. So an employee will be allowed onsite if on standby and leave where
leave validation is active on a clockpoint. (From V7.27 controller firmware onwards)
� Tag Only if no fingers – If an employee is unable to capture fingerprints, he will be able to gain access with a tag
only if this is on
� Alcohol Testing – Set if a breathaliser unit is attached to the terminal on this clockpoint
� Factor – This is only visible if the Alcohol testing is on. 1 person in 4 will be tested, not every fourth person.
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� Validate Fatigue – If the fatigue module is active, this will validate fatigue on this clockpoint
� Validate Overtime – Also part of the fatigue module
� Visitor retrieve card on expire only – if a visitor tag is valid for 3 days, the tag will only be retrieved at the end of the
3 days, and not immediately on exit on the 1st day
� Visitor expires on exit – The visitor must expire on clocking at this point
� Delete visitor tag on exit – The visitor tag will be deleted from his record if this and the previous parameters are set
� Bio validation: This must be enabled if Facial recognition will be done at this clockpoint
� 3rd Party Equipment Control (Only visible when the Equipment Control & 3rd Party Equipment modules are part of
the licence) When an external company like LMS or Schauneburg is the master lamp system.
Third Party System: Disabled, LMS, Schauenburg
Third party equipment validation: select the direction in which the checking must be done
Allow access when offline: If this is enabled and the 3rd party system goes offline, access will be granted
User Third Party Event Codes: If LMS is the 3rd
Party System and this parameter is selected, the third party
special event types can be used instead of the Equipment Error event types. The special event types can be
found under CODES | ACCESS | EVENT TYPES | Third Party Event Types
� XTime Equipment control – This is our own equipment feature and the checking is done through our software and
firmware. Note that this parameter will only be visible if the equipment control module is in the licence key. Once
enabled and saved, the equipment tab will display where the direction and types of equipment to be checked is set
up. (As explained below)
19.4.4.4 Equipment
Only visible if the XTime Equipment Control module is active in the licence key. The equipment checking is setup here
and determines what equipment is needed, whether it is mandatory or not and in which direction the checking is done.
Equipment can also be auto issued and auto returned.
PARAMETER FUNCTION
Equipment Type: Select the type of equipment that will be validated (Each type must be selected on a new
record)
Required In:
No Check: No checking on the In clock required
Required by All: Each person wanting to gain access must have this type of equipment
allocated on his record
Required if Allocated: Only required if allocated. So employees that do not have this
type allocated will gain access
Must be present by All: The equipment must be allocated and with the employee
Must be present if Allocated: The equipment must be with the employee if allocated
Must be Returned: This is only used on the required out
Required Out:
No Check: No checking on the In clock required
Required by All: Only used on Required In
Required if Allocated: Only used on Required In
Must be present by All: Only used on Required In
Must be present if Allocated: Only used on Required In
Must be Returned: The equipment must be returned before the employee will be
allowed to clock out
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Auto Issue: Set when equipment is validated by long range readers. The equipment will be issued on
validation
Auto Return:
This is set when the type of equipment will not be returned when the employee clocks
out. For example: explosive packs. These will be used and if auto return is not set for this
type of equipment the employee will not be able to clock out as the system will expect it
to be returned.
Equipment Test
Expires on In Clock:
Some equipment must be tested. Setting this parameter will expire the test on the In
clock. The next time the employee tries to clock the equipment must first be retested.
Equipment Test
Expires on Out Clock:
Setting this parameter will expire the test on the Out clock. When the employee tries to
clock in again the equipment will have to be retested.
Test Valid Duration: The period of time that the test is valid for. Once this time period has past the equipment
must be retested.
19.4.4.5 Restrict Clock Reasons
Enabling clock reasons will require that the employee enters a code (0-9) on the terminal before scanning his tag or
finger.
The selected clock reasons will NOT be accepted at this clockpoint. All unchecked reasons will be accepted. When the
employee gets to a reader, a reason must be entered first before swiping their tag or scanning their finger. Event types
linked to this feature are:
No Reason Code – if no code is entered before scanning a tag or finger
Denied Invalid reason – if an incorrect reason is selected
19.4.4.6 Emergency Area
You can add this clockpoint to an emergency area. In the case of an emergency, this clockpoints terminals will be
opened and people can exit without clocking.
19.4.4.7 Lockdown Area
The same as the Emergency Area only the readers will be locked and no employee will gain access at the terminals. This
is used in cases of strikes to keep demonstrators out and protect the company’s assets.
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The emergency and lockdown areas can be created under CODES | ACCESS | Emergency Area and CODES | ACCESS |
Lockdown Area
19.4.5 CP EMERGENCY Here, an emergency setting will open all the doors selected in the list. If you have configured evacuation areas, you can
select the evacuation area and all clockpoints linked to that area will automatically be selected.
Lockdown: this works in reverse to the emergency. The terminals linked to the clockpoints selected here will be locked.
19.4.6 COMMAND CENTER ICONS The command center is a building management system where controllers, terminals and doors can be managed. This is
the icon setup for all the events and items that can be used in the command centre. This is a separate licenced
application.
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19.4.7 COMPANY The system has been expanded and now incorporates splits in order to accommodate much bigger companies. A
maximum of 16 Companies can be created.
The structure is as follows:
Company (16)
� Controller Server (32)
� Controller Engine (32)
� Controller (255)
19.4.8 CONTROLLER ENGINE A controller engine is linked to a server. A maximum of 32 engines can be created on each server.
PARAMETER FUNCTION
Company This is auto populated on selection of the server field below.
Controller Server The server that the engine is linked to.
Controller Engine The name of the engine.
Engine ID The ID of the engine on the selected server. Note that if you have set up 2 servers, you
could have 2 engines with the same ID. The unique factor will be the server to which it is
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linked
Status Time This field is reserved for later use and currently shows a NULL date of 1899-12-30
Max Concurrent
Dashboard
Connections
This is the number of Dashboard connections that are allowed to this engine. The
Maximum is 10, but a lower number can be selected by using the up and down arrows of
the spin edit control or by just typing the number in the block. If this setting is changed,
the Controller Interface must be restarted in order for the changes to take effect.
NOTE: Max Concurrent Connections:
If you try to type in anything greater than 10, the number will default to 10. Let’s say you enter 3 and save the screen.
This will mean that only 3 connections can be made to this engine at the same time (concurrently). When the forth
connection attempts, the following message will be displayed from the dashboard:
19.4.9 CONTROLLER SERVER A controller server is linked to a company. For each server, a controller interface must run. A maximum of 32 servers
can be created per Company.
PARAMETER DESCRIPTION
Company This is the company that the server is linked to. Select from the dropdown list.
Controller Server The name of the server
Server Address The IP address of the server where the controller interface will be run. This is the address
that all the controllers will point to that are running on engines linked to this server.
Max Engine
Connections
This is the sum total of all the Max concurrent dashboard connections set on the engine
level. This is for information purposes only and is not editable.
The example of 151 is made up as follows:
Engines 1 – 15 have a max concurrent connection of 10
Engine 16 has a max concurrent connection of 1
So 10 x 15 + 1 = 151
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19.4.10 CONTROLLER STATUS Show the status of each controller.
Each column heading can be clicked on to sort the list by that column.
19.4.11 CONTROLLERS The controller is the link between the terminal and the database. The controller also handles all the validations sent
from XTime to the database.
19.4.11.1 Controllers
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Fields marked with an * are mandatory
PARAMETER DESCRIPTION
Company: This is auto populated when the Controller Engine is selected
Controller Server: This is auto populated when the Controller engine is selected
Controller Engine:* Select the engine from the dropdown that the controller is linked to.
Name:* The name of the controller
Label 01020400 This is the SLA of the controller 01 = Server, 02 = Engine, 04 = Controller, 00 = Terminal
Fixed Address:* **NB** enter the 8 digit fixed address
Tmp expires: This is the date on which the temporary token expires
Transfer Token To:
Is only visible on controllers that have permanent tokens. Tokens can be transferred
between controllers. Note that the controller from which the token is transferred will
become unregistered and will not communicate with the Controller Interface.
IP Address: This is a read only field. It will be automatically populated once the CI has recognised the
fixed address
Controller ID: This is the 4th
Controller on this engine (01020400)
Controller Model: This will be populated once the Controller Interface has received the controllers config
Firmware Version: This will be populated once the Controller Interface has received the controllers config
Acquire Token: This field is only visible if there are available tokens to transfer
19.4.11.2 Controller Tokens
Controller tokens are used to “unlock” the controllers. If controllers are purchased though G4S the token is included in
the purchase price. If the controller is purchased from an unknown supplier, the token must be purchased from the
Development department. This is a once off fee.
• TEMPORARY TOKENS
When adding a new controller, a temporary token is issued for 30 days from creation of the controller in XTime. This
allows for site setup. When that 30 day period has expired, the Controller Interface (CI) will stop communicating with
the controller.
To request a permanent token, click the edit button and select the controllers that you wish to register by ticking the
boxes under the “Request Token” heading. When you have selected all the controllers you need tokens for, click the
save button. Click the “Generate Registration File” button.
This will generate a registration file that must be sent to Skycom for processing.
You will receive a file back which must be imported. This can be done from the Register Software screen or from the
Controller tokens screen
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Click on the Import Hardware File and select the location where you have saved the Hardware file. The file will be
imported and a message will pop up to advise that the XTime application will be reloaded:
Once XTime has reloaded, navigate back to the controller tokens screen on the Temporary Tokens tab. You will notice
that the temporary token that was there is now on the Tokens screen:
If you look up the controller on the controllers screen, you will see that the temporary message is gone.
• TRANSFERRING A TOKEN
Once you have a token, it can be transferred to other controllers. For example, if you have to temporarily replace a
controller that has broken, you can transfer the token from the broken controller to the replacement while it goes in for
repairs.
To do this simply edit the controller and change the fixed address and click on the save button:
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A message will pop up to confirm the token transfer. Selecting Yes will complete the transfer.
When the repaired controller is repaired, simply edit the fixed address again.
• ACQUIRING A TOKEN FROM A DELETED CONTROLLER
If you had a controller that is not used and is deleted from the system, this token can be reused should the controller be
used at a different point at a later stage.
On the Controller tokens screen, all controllers that are deleted but still have tokens are highlighted in red:
Create a new controller:
You will see that the Acquire Token becomes visible. Any deleted controllers that had tokens will be listed in this
dropdown. Select a token to use and click the save button
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Select “Yes” to transfer the token.
UNREGISTERED CONTROLLERS
If you have set up a controller with a temporary token, and the token expires, the controller will no longer communicate
with the CI and it will be listed on the Unregistered Controllers tab. A permanent token can be requested at any time
and loaded on the controller.
If you transfer a token from a controller, it too will be listed under the unregistered controllers tab.
19.4.12 COURSES Courses are set up for use with the Training module. This is used to automatically add a certificate to an employee once
he | she has scanned his badge at a training course. This is an additional module that can be purchased.
19.4.13 ENGINES This is no longer used in the XTime application and will be removed in a future release.
19.4.14 EQUIPMENT TYPE This is where the equipment types are setup. This equipment can be issued under the Equipment main menu item, as
well as on the employee record on the equipment tab. Note that equipment is a licenced module.
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PARAMETER DESCRIPTION
Name: Name the equipment type:
Error Event Type:
Link to an error event. There are 10 equipment error events that can be customised for an
equipment type. Edit these events under CODES | ACCESS | EVENT TYPES | Clock Event
Types. Select one of the equipment event types and type in a customised name and message
that will appear on the terminal.
Has Tag: Enable this parameter if the equipment type has a tag that must be loaded.
Must Test: If the equipment must be tested, enable this parameter.
19.4.15 EVENTS AND ACTIONS 19.4.15.1 Actions Register
A register is a condition that will be used for routines in the command centre.
19.4.15.2 Mimics
The maps and layouts for the command centre are loaded here.
19.4.15.3 Sirens
Sirens are used to sound an alarm in a warehouse. They can also be used to pull a relay for a specific period of time on a
specific day.
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19.4.15.4 Special Event Types
These are the same as the clock event types but are command centre specific.
19.4.15.5 Timers
Actions can be setup on timers that will happen for the specified time. These can then be linked on the terminal
events and actions.
19.4.16 HOLIDAYS Capture government and union recognized holidays which will be granted to employees. To add a new holiday, select
the blue add button at the lower right of the screen. To make changes to an existing holiday, select it from the drop
down list at the top of the screen.
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� Date – Enter the date of the holiday, or select it from the calendar which is accessed by clicking on the arrow button
to the right of the box.
� Name – Enter the name of the holiday.
� Paid – If employees are to be paid normal time for this holiday, then select this check box.
� Normal Access Rules – If shift validation is set on the site, access would be denied on public holidays. If you want
the public holiday to be seen as a normal day for access, this parameter must be enabled.
19.4.17 HOSTEL This feature is only visible if the canteen and hostel module is activated. Employees can be assigned to a room, in a
block of a hostel. First create the hostel, then the block and then the room.
19.4.17.1 Hostel Block
19.4.17.2 Hostel Name
19.4.17.3 Hostel Room
On the employee record, you can then assign the above to the employee:
19.4.18 PICTURES Use the dropdown and select the main picture. This is the picture you can add for the main screen of XTime. It can be
the company logo. If it is not already there, save a picture as Main:
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To add a new picture, click on the add button, give it a name and then click on the search button which will open the
windows explorer so you can find your image. The image type can be a BMP, JPEG, JPG format.
Once you have selected the picture, click on the save button:
Note the maximum dimensions for the main image for the front screen on XTime:
19.4.19 REMOTE SITES This is not used anymore and will be removed in a future release.
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19.4.20 ROUTES This is a specific path that an employee must clock. This is usually used for the guards on a site. They have a certain
amount of time to move from the one point to the next. If the person does not clock within the specified time, an alarm
will be raised in the command centre.
19.4.21 SITES This screen will enable the user to import and save logo’s for the site which will be used on reports etc.
To add a new site, select the blue Add button at the lower right of the screen. To make changes to an existing site,
select the site name from the drop down list at the top of the screen, then select the yellow Edit button.
Reports:
� Name – The name of the site.
� SLA – Site address - this will always be 01000000.
� Logo 1 / 2 – Gives you a view of the current logo’s being used by the system. To change the logo, select the red
Delete button the right of the logo box, and then click on the browse button just above it to search for the new logo.
Selecting this button will take you to the directory listing for the computer. Find the directory where the new logo is
to be found, select it from the list in the directory, then click on the open button to insert it into the Logo box. If you
are satisfied that the logo is correct, then select the green Accept button at the lower right of the screen.
19.4.22 SYSTEM PARAMETERS This is where the global system parameters are set.
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The main categories are:
• System
• Modules
• Shift Windows
• Access
• Badge Printing
• Clean Up
19.4.22.1 System | General
PARAMETER DESCRIPTION
Do not show exported
warning
This is a warning when pay has already been exported and you want to change the
data.
Auto Update exe When checked will automatically update exe to the latest one after an upgrade. This is
to prevent non-admin users from using old versions after an upgrade.
Partial selection drop
down default
When checked will allow partial input of a field. E.g. entering PAT will bring up all the
names that begin with PAT.
Extended Gang Fields
When enabled, 3 codes namely Gang Activity, Work Level and Work Place will appear
under CODES | TIME. You must first log out and in again to see them after enabling
this parameter. These are custom fields requested by a client but can be used by all.
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They will display on the Settings tab of the Gang Setup codes under CODES |
EMPLOYEE | Gangs. The names of the fields can be translated to show something else
more suited to your company under CODES | CONFIGURATION | TRANSLATE
Select Gang on bulk
Department transfer When doing a bulk Department transfer Gangs will be inherited.
Restrict User leave codes
If this parameter is checked then when a User captures leave the System looks if the
User has permission to use the Leave Code. If the parameter is not checked then users
can capture any type of Leave.
Update employer’s
employees and vehicles
Will allow you to update maximum amount of Contracting Employees and Vehicles
allowed onsite at any one given time.
Show Employee data per
line:
This applies to reports. When exported to excel, selected reports will show the
Employee details on each line which facilitates sorting.
User Editable Report
Layout
When enabled, a copy of the default layout of editable reports will be duplicated in the
user’s name. He can then customise the reports for his own use without affecting any
other user’s layout. Each user will have his own layout.
Disable Certificate
Validation
This will disable the certificate validation which will allow anyone access, even if the
clockpoint requires a certificate and the employee does not have it or it has expired.
Maximum excel rows This parameter can be used to limit or extend the number of rows in an excel report.
The maximum is 700000.
Gang Register Equipment
1, 2, 3
The gang register will display 3 columns with the selected equipment if it is allocated
to an employee.
Date Format The system can now have a different date format to the regional settings of the PC.
Note that this is a global setting and once set will be the same on all PCs.
Time Zone Continent This time zone is for the new EABR readers.
Time Zone Location This time zone is for the new EABR readers.
Cap Lamp: This equipment type will be added to the shift clear reports if allocated to an
employee.
19.4.22.2 System | Employee
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PARAMETER DESCRIPTION
Show Employee Address: When enabled the Employee address tab will display on the Employee screen.
Add Employee As
Contractor:
This function will automatically add a new employee with the contactor parameter
enabled.
Pin Validation:
This turns on the feature globally for employees only, but is also set on the terminal.
This is used when employees do not have good fingerprints and a tag and pin, or pin
and password, or temporary pin can be used.
Auto Allocate Employee
Numbers:
This will allocate employee numbers automatically when loading a contractor or
employee. This is configured under IMPORTS | EMPLOYEE NUMBER IMPORT
Employee ID Optional: If enabled you will not see the ID Number as a required field but rather as optional.
Invalid ID Action:
If the ID validation is on, and an incorrect ID number is entered, the system can give
an error and not allow the user to continue or just show a warning but allow the
user to continue.
Clock history display days: This setting will show the corresponding number of days’ worth of clock history on
the employee clocks tab.
Employee Name Select: Whatever the selection from the dropdown is, this is how the employees will display
when clicking on the dropdown selection on the employees screen.
Ignore Visitor ID on
Employee:
This will stop the system from warning that the ID entered already belongs to a
visitor. This system does not allow duplicate IDs.
Enable Padding:
This is for employee numbers with leading zeros. If this is on, an employee can be
searched on his employee number without the leading zeros. E.g. employee
number 000549. Only the 549 need be entered.
Hide Discharge Reason on
post-dated discharge:
Using this parameter will not display the discharge reason on the information bar of
the employee record if the discharge is in the future.
Employee Morpho Face
Enabled:
Enabling this parameter enables the Facial Recognition feature for Employees and
contractors.
Show employee additional
info:
This will switch on the additional information feature and will display the additional
info tab on the employee record. Once activated you will see the setup tab appear
here under system.
Third Party Data Read-
Only:
This parameter is used when a client has a different master system like SAP. If this
parameter is ticked, certain fields in XTime are NOT editable.
Extended Third Party Data
Read-Only:
This is an extension of the above parameter which disables additional fields in XTime
from being edited.
Maximum Padding Length: This is only valid if the Enable Padding parameter is on. If the full length of the
employee numbers is 6 including the leading zeros, then enter 6 e.g.: 000549.
Parade Delete:
Parades can be deleted per day or per parade. If there is more than 1 parade on a
day and the parameter is set to day, deleting 1 parade will remove all the parades
for the day. Deleting per parade will handle each parade individually.
Parade editable:
19.4.22.3 System | Pay Calculation
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PARAMETER DESCRIPTION
Hold over not clocked out
This function when ticked will not calculate the hours if there is no off clocking when
the batch runs. It will check on the next run if there is an out clocking and then
calculate the hours. The status of the pay record will show “Held over”
Allow Hold over change This allows edits to the held over status on the employee pay record.
Overtime from shift start
day
This will calculate overtime from the beginning of the logical day that the shift is
scheduled.
Cut off overtime at logical
day end
Overtime will be split between the logical days if worked over the end of a logical
day. Logical days are set on the payrule under CODES | TIME | Payrules.
Ignore Shift leeways on
holidays
This will ignore the leeways both before and after a shift on days scheduled as public
holidays.
Use access clocks for time
recording
Use all the clockings for time recording. All access clocks will be seen as a time
recording clocks.
Override Payrule Overtime
allowance: This is a global setting for overtime allowances.
Max time at work
The maximum amount of hours that an employee may be at work. This function
requires the employee to clock out before the maximum time is reached, if not the
employee will get short time for the shift.
Post Start The start time that the post will run in the Batch.
Pay Start The start time that the pay will run in the Batch.
Limit overtime to time
generated Will not allow overtime greater than the actual worked overtime.
Multiple overtime records Splits the pre and post shift overtime records.
Store clock reason time Stores the time till the next out clock on a separate pay hours record after the 1 digit
clock reason has been entered on the keypad terminal.
Recalc keep payrule (no
Inherit)
If the payrule was altered and a recalculation is done, the recalculation will be done
on the altered payrule and not the original inherited one.
No Normaltime |
Shorttime balancing
Normal time and short time balancing on the shift duration will not be done. If short
time is removed, it will not automatically be added to the normal time
Nightshift allowance start The start time to qualify for an allowance.
Nighshift allowance end The end time to qualify for an allowance. This means that the employee must work
from the start time to this end time in order to qualify for an allowance.
Standby takeover time
(Pub Hol/Off day)
Additional rules for when a standby starts on, ends on or ends the day before a
Public Holiday or an off day – See explanation below
A problem arose where a public holiday is seen as a day off, from 00:01 - 23:59 and not start and end of the shift for the
standby to be based on. This determines the difference between overtime and a call out. We have had to add
additional parameters to accommodate this for a client.
DEFAULT:
Default standby rules work from end of shift today until start of shift tomorrow. Any clockings in this time are
considered callouts and this is how the system currently works.
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STANDBY ENDING ON A PPH:
Standby takeover time
NORMAL DAY
Shift: 06:00 – 16:00
PUBLIC HOLIDAY
Shift: 06:00 – 16:00
NORMAL DAY
Shift: 06:00 – 16:00
Default 16:00 06:00 16:00 06:00
Start of shift 16:00 06:00
End of shift 16:00 16:00
Fixed time = 00:00 16:00 23:59
STANDBY STARTING ON A PPH
Standby takeover time
PUBLIC HOLIDAY
Shift: 06:00 – 16:00
NORMAL DAY
Shift: 06:00 – 16:00
Default 16:00 06:00
Start of shift 06:00 06:00
End of shift 16:00 06:00
Fixed time = 00:00 00:00 23:59 16:00
STANDBY ENDING THE DAY BEFORE A PPH
Standby takeover time
NORMAL DAY
Shift: 06:00 – 16:00
PUBLIC HOLIDAY
Shift: 06:00 – 16:00
Default 16:00 06:00
Start of shift 16:00 06:00
End of shift 16:00 16:00
Fixed time = 00:00 16:00 23:59
19.4.22.4 System | Exceptions
PARAMETER DESCRIPTION
Leave as Exception Will show all leave types as an exception and will need to be cleared in exception
clearance.
Standby as exception Will show all standby as exception and will need to be cleared in exception
clearance.
Exception Clearance
If report pages are selected will print exceptions and allocate page numbers to the
different groups that have exceptions. If user view is ticked the exceptions will be
printed per employee and will have to be cleared per employee number.
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Allow exception capture
shift change This will allow the user to change the shift in the exception capture screen.
Report Footer 1,2,3,4 This text will be displayed on the exception report as a signature
Exception Auto Fill
This displays a button on the EXCEPTIONS | EXCEPTION CAPTURE exception capture
that will move the time from unauthorised to authorised on the selected time
codes.
19.4.22.5 SYSTEM | TERMINAL PORT
Ports normally stay on the default settings; however the ports can be changed here should there be port conflicts.
PARAMETER DESCRIPTION
Licence Host This is the name or IP address of the PC where the licence service runs as in the
properties file
Licence Port This is the port of the PC where the licence service runs – default is 11111 as in the
properties file.
Batch Host This can be set to any port if there is a conflict. This will be seen in the log file if
there is a conflict. A socket error will occur
Batch Port The port that the batch must communicate on. Default is 10000
Sagem Engine Host
Sagem Engine Port The default is 11010 for MA’s, JSeries and port 10001 is used for Sigma Lite L1 mode
Citrix print dialog Will show a custom citrix print dialog for clients that run on the citrix system.
19.4.22.6 System | User Configuration
PARAMETER DESCRIPTION
Windows authentication This will use the windows username and password to login to XTime.
Login Timeout in Minutes The system will log the user out if no keystroke is made within the selected time.
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User Employee link
mandatory An employee number must be entered when creating a user.
User Block own pay edit If a user is linked to an active valid employee on the user maintenance screen, this
parameter can be checked to prevent the user from updating his own pay records.
Early warning days before
system expiry
When the licence is due to expire, a warning appears at the bottom of the
application window. Setting this will determine how many days before the licence
expires that the message will show.
Password Parameters – Only visible when Windows authentication is off (unchecked)
PARAMETER DESCRIPTION
Administrator password on
reset
If a password is reset, the system administrator will set a password that will
have to be changed on the first logon by the user.
Min Length
The minimum amount of characters required for a password. Remember to
work out how many characters the password will be according to the Password
strength parameters set below.
Expires after # days
Set the amount of days that the password will be valid for. Once the password
has 5 days left till expiry the “password expires” message on the home screen
will be highlighted in red.
Lock after # attempts If set to 3 will lock the user after 3 incorrect attempts.
Password Strength:
Case Sensitive If selected the characters will be case sensitive
Numbers: How many numbers must be in the password
Capitals: How many Capital Letters must be in the password
Other Chars: How many other characters including !@#$%^&*()
Password Reuse Limit (Days) How many days must pass before you can reuse an old password that you have
used in the past.
19.4.22.7 SYSTEM | ADDITIONAL INFO SETUP
Assuming that the Employee additional info parameter is ticked on the SYSTEM PARAMETERS | SYSTEM | EMPLOYEE
tab employee settings, the screens below will display:
This is where you configure the Additional information fields for the tab named Additional Info on the employee. There
are 4 pages for additional information with 5 fields on each page. This information can be typed in or selected from a
dropdown list. There is also a Page for Dates.
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INFO PAGES 1 - 4
Page name: This will be the name of the tab under the employee record
Required: Ticking this checkbox will make the field mandatory
Name: This is the name or title of the data to be captured
Field Properties: Text, Lookup, Parent
o Text: Selecting this option means that the data will be typed in
o Lookup: Selecting this option and clicking the edit button will take you to a new screen where you can add
a list of items that can be selected when adding the employee additional information. Once you have typed
in a Code and a Name, be sure to click on the blue arrow to move the entry to the list. Just clicking on the
save button will discard the entry and not save it in the list.
o Parent: Captures the same as the Lookup, but can be used across multiple fields. It’s like a master list.
Once you have typed in a Code and a Name, be sure to click on the blue arrow to move the entry to the list.
Just clicking on the save button will discard the entry and not save it in the list.
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DATES PAGE 5
Page Name: Name for the dates tab
Required: Tick this box to make the field mandatory
Name: Heading or label for the data field
Once your setup is complete, you will see the tab under Employee called additional information. Click on the edit
button:
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Enter the data by either typing in text or selecting from the dropdown:
Click on the green save button when all the necessary fields are complete. If you omit to enter a field that is mandatory
(indicated by >> in front of the label), a message will pop-up warning that you that some mandatory data has been
skipped:
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19.4.22.8 System | Badge Issue
Allow Employee/Contractor tag force issue – If the Tag number already exists anywhere else on the System, the
System will delete the Tag and Link it to the new Employee or Contractor
Disallow visitor tag force issue – Visitors are not allowed to get Tag issues to them by force issue
Prompt user for visitor force issue – The tag is automatically issued (and removed from the previous holder)
Disallow temp replaced for visitor – Visitors may not have a Temporary Badge
Allow force issue of temp replaced – Allow Temporary Tags to be force issued to other Employees/Contractors or
Visitors, if already in use.
19.4.22.9 System | Fatigue Control (Licenced Module)
Once you have obtained your new licence which incorporates the fatigue, the “Fatigue” parameter will be ticked. If not,
you do not have the correct licence. To get the correct licence, contact your branch specialist.
If you cannot see this tab, click on the right arrow to move along the tabs:
These rules will be used by XTime to do all the calculations regarding fatigue. These rules are used by the Fatigue
Service program and from there calculations and blocks are either enforced or removed.
• FATIGUE CONTROL
PARAMETER EXPLANATION
Validate Excessive Overtime Calculate and Accrue Overtime in order to enforce excessive overtime rules.
Validate Fatigue Rest Enforce the criteria for fatigue rest according to the maximum time onsite and
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the minimum rest period.
Fatigue Period The timeframe in which the employees will be assessed on for fatigue and
excess overtime rules.
Fatigue on Site Maximum The amount of time an employee can be onsite before the fatigue rules are
enforced.
Fatigue off Site Minimum The minimum time period that an employee must be offsite (rest) if a fatigue
state has been reached.
Excessive Overtime Maximum The allowable amount of accrued Overtime before the system starts enforcing
blocks.
Include Planned Overtime Include planned overtime in the Fatigue Overtime Calculation.
Include Substitutions Include shift substitutions be used in the Fatigue Overtime Calculation.
Employee Leeway The way Excessive Hours calculations must be applied to for Employees: Shift =
uses the shift leeway
Custom = the user can enter a time period to be used
Employee start clock The clock to be used when applying fatigue and excess overtime rules:
Shift = the employees shift start time
1st
clock = the employees actual first clocking
Employee duration The amount of time to be used in the calculation of the fatigue onsite
maximum and excessive overtime start.
Shift = use the employee shift duration
Custom = the user can enter a different time period
Contractor Leeway The way Excessive Hours calculations must be applied to for Contractors:
Shift = uses the shift leeway
Custom = the user can enter a time period to be used
Contractor start clock The clock to be used when applying fatigue and excess overtime rules:
Shift = the contractors shift start time
1st
clock = the contractors actual first clocking
Contractor duration The amount of time to be used in the calculation of the fatigue onsite
maximum and excessive overtime start.
Shift = use the employee shift duration
Custom = the user can enter a different time period
• FATIGUE REPORTING
There are 2 reports included in the feature namely Excessive Monthly Overtime and Fatigue Rest. These reports can be
set to email automatically a 3 different times of the day and to one or more people.
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PARAMETER EXPLANATION
SMTP User: User registered to send the emails with that has a valid email account.
SMTP Password: Password used for email account above.
SMTP Port: Port used for outgoing emails.
Email Sender: Email address from where the email originates.
Email Recipient: The email address for the report recipients. If more than 1 person is to receive the reports,
a group must be created and the group name inserted here.
Send Time: The time at which the service will send the reports. Maximum of 3 times per day.
Send Weekend: Tick if the reports be sent out on weekends.
19.4.22.10 System | Biometrics
This tab contains all the settings for the biometrics and facial recognition that can be used in conjunction with XTime.
This includes technologies including Secugen (Ipulse) and Sagem
GENERAL SETTINGS:
Tag Only if No Fingers: This allows employees with bad fingers that cannot be captured as they remain below the
allowed threshold to clock with a tag only. This parameter is used on sites that verify with a tag and a fingerprint.
Finger on Card: This parameter writes the fingerprint to the tag and then matches on the tag as opposed to
matching the fingerprint in the database. This is effective on very large sites so that 1000’s of fingers need not be
loaded to the terminals.
Readers Enable Name: Select this if you want to display the employee name and surname or surname and initials
on an IPB7 or an EABR unit. Note that the IPB7 unit must have an SD card to store the photos on. When the reader
boots up, it will show either No SD card or SD card ready for images.
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Name Display: The combinations that are available for selection
Readers Enable Image: This allows employees with bad fingers that cannot be captured as they remain below the
allowed threshold to clock with a tag only. This parameter is used on sites that verify with a tag and a fingerprint
IPULSE SETTINGS: Properties file entry: FINGER.TAKEON.TYPE = BIO-
Save Sagem Template: If a Sagem licence dongle or an MSO300 with a built-in dongle is connected to the
enrolment PC, this parameter can be selected and when captured the Secugen fingerprint, the Sagem template will
be save to the database simultaneously.
Register Quality: 50 (default) this refers to the quality of a captured (scanned) image. The value is determined by
two factors. One is the ratio of the fingerprint image area to the whole scanned area, and the other is the ridge
quality of the fingerprint image area. A quality value of 50 or higher is recommended for registration
Verify Quality: 30 (default) a quality value of 40 or higher is recommended for verification
Image Time Out: 5 (default) resets the scanner if the finger on signal is detected but no image has been scanned
Minimum Minutae: 30 (default) this indicates the quality of the template
PLEASE NOTE:
These settings can be altered. The user is warned when the setting is lowered below the recommended setting.
Reducing these settings will cause mismatches.
MATCHING:
In XTime under Codes | Configuration | Terminals on the Params tab, these settings can be altered. The values
below are the defaults:
Finger Quality:
This is the matching quality setting. The lower this setting, the more likely the chance of finger mismatches where
one person’s finger is matched with another. The higher the value, the more likely the persons finger will not be
matched and an unknown response will be returned. The recommended value is 50, the same as the capture value.
Finger Id Level:
The above setting is the security level for verification of the fingerprint when scanning on the reader. The
recommended setting is 5.
1 = LOWEST
2 = LOWER
3 = LOW
4 = BELOW_NORMAL
5 = NORMAL
6 = ABOVE_NORMAL
7 = HIGH
8 = HIGHER
9 = HIGHEST
SAGEM SETTINGS: Properties file entry: FINGER.TAKEON.TYPE = BIO+:
Save Secugen Template: saves the Secugen fingerprint template simultaneously while capturing the Sagem
fingerprint.
Quality Threshold: 80 (Default) this is the quality of the fingerprint during capture. Anything lower than 80 is not
good quality.
Security Level: Defaults to “Standard” but can be set to “Medium” or “High”.
Verification Score: This is the minimum matching level for the verification of templates during enrolment. Any
value lower than this will be treated as a mismatch. The default is 3500 with the lowest value of 2000 and highest
of 4500.
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MORPHO FACIAL SETTINGS
Morpho Face Min Enrol Score: Default 30 – This is the minimum value that should be used.
19.4.22.11 System | Visitor
PARAMETER EXPLANATION
Visitor Safety: If checked will require to you to complete the safety fields before adding a Visitor to the
System.
Visitor pin validation: Allows the visitor to use a pin instead of a fingerprint.
Visitor Expires on exit: Regardless of how long the visitor is allowed onsite, the visitor will expire on clocking
offsite
Delete Visitor tag on
Expiry:
If the above parameter is selected, this one will be selectable. Once the visitor has
expired on exit, the tag will automatically be deleted.
Visitor hosts clock expires
after:
If a visitor is hosted by an employee, the employee must clock first followed by the
visitor. This ensures that there is a timeout between the employee and visitors clock.
Ignore Visitor anti-
passback: Anti-passback set globally or on the clockpoints will not affect the visitors.
Visitor clock w/o finger: When this is enabled, the visitor may clock without a fingerprint when the system is set
to tag and finger required. There is a setting per visitor that must be set as well.
Visitor Morpho Face
Enabled: Globally enable the visitor facial recognition for the visitor.
19.4.23 MODULES This is for information only. The modules can only be switched on and off through the licence.
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19.4.24 SHIFT WINDOWS Shift windows are important as the system needs to be able to work out the pay times correctly. This is especially
necessary for night shifts that run over midnight.
Morning Shift Start – When Logical morning starts
This makes the normal 24 hour day from 00:00 – 23:59 to 04:00 to 03:59
Afternoon Shift Start – When Logical afternoon starts
This 24 hour period runs from 11:00 to 10:59
Night Shift Start – When Logical night starts
The 24 hour period runs from 17:00 to 16:59
19.4.25 ACCESS
Anti Passback: Once the anti-passback function is enabled here it will activate anti pass back for all the clock points
that you have selected for this rule to apply on.
Random Parade: Allows the system to generate random parades for the purposes of random security checks on
employees.
Random Parade Factor: When random parade is enabled, a factor must be set. This factor determines the
frequency of the random parade. This does not mean that every second person will be searched, it means that 1 in
every 2 people will be searched.
Parade by Work Location: This is to enable the parades by work location globally. If this is enabled, an additional
selection will appear on the Employee | Post Dates | Parades screen where you can select on which work locations
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the parade must be validated. This means that only terminals on clockpoints linked to those specific work locations
will be paraded
Shift Validation Enabled: The system will perform shift validation on employee clocking.
Shift Validation type: Set the type of shift validation to be used.
Explanation of the controls
EXAMPLE SHIFT
Early start - 05:45 Early End - 13:50
Actual Start - 06:00 Actual End - 14:00
Late Start - 06:10 Late End - 14:15
SHIFT CONTROL
When the parameter is set to Shift Control, it means that an employee can clock in anytime during his shift period.
For example: he may clock in any time during 05:45 and 14:15 without being stopped.
LEVEL CONTROL
When this parameter is set to Level control, the employee may only clock between the early start and late start
leeway of the shift. So he will only be able to clock between 05:45 and 06:10.
Employer limits enabled – This will enable the limits function on contractors. When this function is ticked and the
amount of contractors and vehicles allowed onsite at any given time has been set up will block vehicles and
contractors after the stipulated amount.
Skip ID modules check – If selected will not check for valid RSA ID number.
Limit Access Groups – If checked will limit employee’s to only have a certain amount of access groups.
Ignore Tag Type – The system will ignore all tag types if any is specified
Leave Validation – Tick this functions to tell the program if it should check for Leave Validation (Which will be
explain later where the validation is made)
HID Facility Code – These two functions must be left as it is, it was created so you can type a
Tag Bit Mask (Hex) – tag number in without scanning the tag.
No HID Tag Code Conversion – Enable to manually add an HID tag on the employee record
Temp Pin Valid Duration – This is the default duration that a temporary PIN will be valid for
19.4.26 BADGE PRINTING This screen enables the user to capture settings for the printing of badges, such as the margins, the spacing between
multiple badges printed and the number of badges that can be printed on a single A4 page.
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19.4.27 CLEANUP 19.4.27.1 General
Keeping the system database as small as possible is always preferable. These settings are used to set the amount of
time in months that data will be kept in the database before being deleted completely by the batch.
Archive clock history and Archive Audits
This feature allows you to place clock history and audits in a separate database. As long as the employees are still in the
database, the data can be read. Once the employee is deleted by the clean-up, the records will be removed. This
feature was created as the audit and clock history tables can build up millions of records on larger sites, so in order to
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keep the database manageable, clock history and audit data can be moved to a different database. This will only work if
the Months to keep clock history and audits are LESS than the Months to keep discharged employees and contractors.
Create the archive database:
Edit the clean-up and check the boxes for Archive clock history or Archive Audits or both.
Enter the connection settings for the server and database name you just created. In this case, the archive database is
on the same server as the XTime database:
Close XTime and reopen:
Navigate to COMMON REPORTS | ARCHIVE REPORTS | Clock History Archive
A script will be create and put in the PC clipboard. If you have access to the archive database through management
studio, paste the queries and run them on the archive database. If not, ask your database administrator to run the
queries to create the tables.
These are the scripts that will run: CREATE TABLE [dbo].[AUDITARCHIVE](
[AUD_TIME] [datetime] NOT NULL, [USER_CODEID] [smallint] NOT NULL,
[MST_SQ] [int] NOT NULL,
[AUD_TRAN] [smallint] NOT NULL,
[AUD_TABLE] [varchar](20) NOT NULL,
[AUD_MSG] [varchar](600) NOT NULL
) ON [PRIMARY]
GO
CREATE UNIQUE NONCLUSTERED INDEX [AARC_AK1] ON [dbo].[AUDITARCHIVE]
( [AUD_TIME] ASC,
[USER_CODEID] ASC,
[MST_SQ] ASC,
[AUD_TRAN] ASC,
[AUD_TABLE] ASC,
[AUD_MSG] ASC
) GO
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CREATE TABLE CLOCKHISTARCHIVE( [CH_TIME] [datetime] NOT NULL,
[TERM_CODEID] [smallint] NOT NULL,
[TT_CODEID] [smallint] NOT NULL,
[TAG_CODE] [varchar](16) NOT NULL,
[MST_SQ] [int] NOT NULL,
[ET_CODEID] [smallint] NOT NULL,
[DIR_CODEID] [smallint] NOT NULL, [CH_LOGTIME] [datetime] NOT NULL,
[CH_PROCESSED] [smallint] NOT NULL,
[VIS_HOST] [int] NULL, [RC_CODEID] [smallint] NULL,
[CH_OVERRIDE] [smallint] NULL,
[CR_CODEID] [smallint] NULL)
GO
CREATE UNIQUE NONCLUSTERED INDEX [AACH_AK1] ON [dbo].CLOCKHISTARCHIVE
( CH_TIME,TERM_CODEID,TT_CODEID,MST_SQ,ET_CODEID,DIR_CODEID)
GO
The tables will now be created in the Archive database:
If another server is used then the DBA must link the server with the following query:
sp_addlinkedserver [ARCHIVESERVER] (ARCHIVESERVER is replaced with archive server name)
It is also important to note that when linking servers, the login to the XTime database as well as the Archive database
must be exactly the same. So if you login with sa, but the password on the 2 servers is different for user sa, the
connection to the archive database will not be successful and the following error wil display on the archive report
screens:
The next batch run will move the records to the archive database according to the settings on the clean-up.
19.4.27.2 Employee | Contractor | Vehicle De-Activate
This function will automatically discharge or suspend an Employee or Contractor if they have not clocked within a
specified number of days. You can deactivate groups of employees under this page. Select them by Work Location or
Pay Category then if they haven’t clock for x time of days they can be discharge or suspended, but you will have to give a
reason for your doing.
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VEHICLES:
19.4.28 TERMINAL EVENTS These are system events used by the controller interface to show the status on the terminals. This is used in the
terminal report and the command centre.
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19.4.29 TERMINALS Terminals are linked to controllers, unless the terminal is a Sagem unit which runs directly on the network via TCP/IP.
To add a new terminal, select the blue add button at the lower right of the screen. To make changes to an existing
terminal, select the name from the drop down list at the top of the screen, and then click on the yellow edit button.
19.4.29.1 Main
Company – The company to which the controller server, controller engine, controller and terminal is linked to
Controller Server – The controller server to which the controller engine, controller and terminal is linked to
Controller Engine – The controller engine to which the controller and terminal is linked to
Controller – The name of the controller that the terminal is connected to
Name – The name of the terminal
Unit Type – The type of unit being used at this terminal point
Clock Point – The clock point to which this terminal is allocated
Function – The function of the terminal – Access, Canteen, Parade Clear
Direction – Whether this terminal is used to enter or exit site
Relay Terminal – A relay can be pulled on an alternate terminal connected to the same controller
Display terminal – This is an alternate terminal that can display messages clocked on this terminal. The dropdown
will only show terminals on the same controller
IP Address – Some terminals will have an IP Address. Sagem terminals that are not linked to a controller require an
IP address. The IP address will always be visible for TCP |IP readers like IPB, EABR, iTRT and iTT type readers.
Fixed Address – The address of the reader. This is what the Controller Interface (CI) uses to set the configuration of
the terminal. It is a very important field that must be captured.
Version – The firmware version of the terminal
Events & Actions – If the System Parameter: Terminal Events and Actions is on under CONFIGURATION | SYSTEM
PARAMETERS | MODULES, this will be selectable on the terminal
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Enabled – If this terminal is enabled on the system, select this check box
Bio Reader: Select the Morpho reader that is linked to this terminal
Check Bio: If a Morpho facial recognition unit is linked to this terminal, this parameter must be set
Equipment Lights: If this terminal is linked to a clockpoint where equipment required before entry, lights can be
configured for each piece required by means of lights that turn on when the equipment is validated.
19.4.29.2 Params
Relay Number – The relay used by the terminal. Some terminals have 2 relays but generally the 1st
one is always
used.
Relay Timeout – The time in seconds before the relay changes its state
Display Timeout – The time in seconds that the event is seen on the terminal screen
Breathaliser Timeout – The time in seconds that the request is active
Breathaliser – If a breathaliser unit is connected to this terminal
Contacts Enabled – Activates the push button input
Finger reader attached – For biometric readers
Push Button Present – Activates the push button input
Pin Validation – Activates the PIN validation function
o Temporary Access: Used in conjunction with the HID PIN issue application add-in
o Pin Validation: Pin and Password, Tag and Pin
o Disabled: Deactivates the keypad (in the case of a switched reader, only the direction keys will be active)
Relay action – indicates that a light is present
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Exception Report Message: When selected, this message will appear on the exception report when an employee
clocks at this terminal.
Visitor drop box – check if this terminal has a visitor drop box for tags
Equipment Lights Timeout: The period of time the lights will stay lit after the validation is done
Finger Quality – The lower the setting the greater the mismatches that will happen onsite.
Finger ID Level – This is the security level for verification of the fingerprint when scanning on the reader.
Enable Name Display – This setting is for IPB7 readers only.
Enable Image Display – This is for IPB7 readers only and needs the image display app to work.
Equipment Type – This parameter is only visible if the Equipment Module is licenced.
Finger on Card – tells the terminal to read the fingerprint from the tag
Tag and Finger required – Tag and finger is required so an employee cannot clock with either the tag or his finger.
19.4.29.3 Contacts
Devices connected to the terminal like a maglock, a door sensor, a light or a push button.
19.4.29.4 Relays
Naming of relays for events and actions.
19.4.29.5 Default Event Actions
These are the generic actions that will happen on all YES and all NO transactions.
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19.4.29.6 Event Actions
Here, additional event actions can be configured which will override the default actions. This is done per clocking event
type, and all actions must be catered for. Example: if you have configured a default YES action with a short beep, a
green LED and a relay pull, but you want an additional light on a time recording event, you would repeat the short beep;
green LED and the relay pull and add the additional light.
19.4.29.7 Input Actions
Conditions can be set on the contact state.
19.4.29.8 Equipment Lights
If the equipment lights parameter is enabled, they are configured here. The lights are usually linked to an I16 unit that
has many relays.
All 3 fields are mandatory:
19.4.30 TITLES This screen enables the user to capture titles which will be used on the employee capture screens. To add a new title,
select the blue add button at the lower right of the screen. To make changes to an existing title, select it from the drop
down list at the top of the screen, and then click on the yellow edit button.
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19.4.31 TRANSLATE XTime allows you to change the name or caption of any word in the system. For example, if you wanted to change the
word vehicle to motor, you would do it here:
It is necessary to close and re-open XTime in order for these changes to take effect:
Notice that only the first list item has changed from Vehicles to Motors. The reason is that the line of text must be
entered exactly as it is. So to change Vehicle movement, you will have to translate the full 2 words, not just the vehicle
part:
19.4.32 ZONES This screen enables the user to set up the zones for clock points. To add a new zone, select the blue add button at the
lower right of the screen. To make changes to an existing zone, select it from the drop down list at the top of the
screen, and then click on the yellow edit button.
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Name Name the Zone
Parent Zone This field serves no purpose in the current Xtime and will be removed in the 2.16.06.0
major release.
SUD
This was mainly done for the mining environment where they have special areas and
need to divide these areas for various reasons. The average corporate site will use
surface for all the zones.
Surface
Underground
Dusty
Opencast
Hot Underground
Cool Underground
Exempt Underground
Natural Acclim Underground
Non Mining
Limit Capacity This feature can limit the amount of people in a zone. Once this parameter is selected
the 3 parameters below become visible for selection.
Increment on clock in Count each clock in as an additional person in the zone.
Decrement on clock out Count each clock out as less one in the zone.
Capacity
The amount of people allowed in the zone after which access will be denied until one or
more people have moved out of the zone. There is a function tag that can be used to
clear or fill the zone capacity.
** END OF DOCUMENT **
