Time and Attendance Options

There are many different ways for an employee to clock their worked hours. This guide takes you through each option and illustrates the benefits.

Clocking Options Overview

No.	Clock option	Security	Speed	Buddy Clocking	Offline Capture	Battery Backup
1	Employee Console			Possible	No	NA
2	PC Restricted Console			Possible	No	NA
3	GPS Console			Possible	No	NA
4	GPS Location Restriction			Possible	No	NA
5	Landline Clocking			Possible	No	NA
6a	Fingerprint Scanner			Prevented	No	No Battery
6b	NFC Scanner			Possible	No	No Battery
7	Facial Recognition			Prevented	Yes	Battery

Offline Capture will still work if internet goes down.

Buddy Clocking prevents staff from clocking each other on.

Employee Console

The most basic method is to allow employees to clock on from any computer or smartphone they like.

Set to any internet device in employee profile. 

Pro

• They have the freedom to use a PC, smartphone or any internet enabled device
• They can clock their hours from anywhere with an internet connection
• Easiest to set up and maintain

Recommended

• For small businesses who generally work together

Clock facility found on employee console

PC restricted console

This option allows you to restrict which Network you want to allow your employees to clock on/off from.

To activate a Network 

Navigate to Menu > Settings > General >  Security

Note: You must be on the PC you want to activate

Click the Add IP Address button to activate the network you are on.

The IP address of the network you are currently on is pre-entered.

Pro

• Employees are restricted to the Network that you designate
• Cost effective method

Recommended

• For employees working at computers
• Full and part-time employees

Clock facility on employee console - PC Active	Clock facility on employee console - PC Inactive

GPS Console

This option will mark a GPS location when an employee clocks on/off, which gives your employees the flexibility to clock on/off from wherever they like.

Pro

• You know where they are clocking on/off from
• They can clock their hours from anywhere with an internet connection
• Easy to setup and maintain

Recommended

• For employees who frequently start work at different locations
• Great for delivery drivers, sales reps, etc.

Once an accurate GPS location is found the employee can clock on

GPS Location restriction

You can set locations of work, an employee will only be allowed to clock on within the radius that you set in your Global settings (Default is 50m and can be adjusted). 

Pro

• Employees can only clock on/off at work locations
• They can clock their hours from a smart phone
• Easy to setup and maintain

Recommended

• For businesses with multiple locations, changing locations, on site locations, etc.
• Great for trades, delivery drivers, backup option, etc.

Landline Clocking

Employee's can call in on a landline to clock on/off with identity verification.

Pro

• Smart phone access not required.

• Clocking of hours from anywhere with landline connection.

• Call in phone number restriction 

• No software install required 

Recommended

• Worksite with access restrictions 

• Large percentage of workforce with no Smart Phone access.

• Work sites with no internet or low mobile phone reception 

An employee will call a special line provided by Microkeeper from either an employer-designated phone line (recommended), or any number.  

They will then be prompted to give their Employee ID from the Employee Profile, and the Day and Month of birth to verify their Identity.

The employer designated phone line can also be able to be associated with a Job for Job tracking purposes.

Note: Additional charges incurred, please contact Microkeeper to discuss 

Fingerprint scanner

Fingerprint scanners are the fastest and most secure way for your employees to clock on/off. The fingerprint scan solution is our own in-house software that communicates with Microkeeper's cloud based servers. Pro An employee can only clock on/off from computers with a fingerprint scanner Employees username and password can't be stolen Quick and accurate method Very secure

Recommended

• High volume of employees
• For a range of full time, part time and casual
• Where speed and efficiency is a key goal
• Security is a main concern

Screenshot of the fingerprint scan clock on/off page

Using the Fingerprint Reader

For comfort and reliability, it is recommended that you use the index finger of either hand. 

To ensure proper use of the fingerprint reader when enrolling your fingerprints or when authenticating yourself using the fingerprint reader, perform the following steps: 

1.    Place the entire pad of your finger – not just the tip or the side of your finger – on the centre of the oval window of the fingerprint reader. 

2.    Apply steady, even pressure on the oval window. Do not roll or swipe your finger

3.    Hold your finger on the oval window until you see the light under the window blink. This indicates that the fingerprint reader has scanned your fingerprint. 

4.    When the light blinks, lift your finger from the oval window. If the fingerprint reader scans your fingerprint, as indicated by the blink, but the Microkeeper software does not authenticate you after several attempts, try re-enrolling your fingerprint. 

Cleaning the Fingerprint Reader

The condition of the fingerprint reader affects its ability to obtain a good quality scan of a fingerprint. To maintain the fingerprint reader, the oval window should be cleaned periodically as follows: 

Press the sticky side of a piece of adhesive cellophane tape across the oval window, and then peel it away. 

Alternatively, dampen a cloth with warm water and gently wipe the oval window. 

Do not rub the oval window with an abrasive material, including paper. 

Do not poke the oval window coating with your fingernail or with any other item, such as a pen. 

Do not submerge the fingerprint reader in liquid. 

Do not spray liquid on the fingerprint reader or allow liquid to drip inside.

Do not use the fingerprint reader if it has incurred damage, such as a cracked of frayed cord or broken connector.

NFC Reader and Tags

Recommended

• High volume of employees
• For a range of full time, part time and casual
• Where speed and efficiency is a key goal

Facial Recognition

Employee's can clock on/off with facial identity verification.

The data gets captured by an app which communicates directly with Microkeeper's cloud based servers.  

Pro

• Fast, clearing up bottleneck situations (e.g. at the end of shifts).
• Data gets saved on device, reliable and accurate recording in case of internet connection or power outages.
• Employees username and password can't be stolen or shared.
• Can work in dirty, dusty environments.
• Easy to setup and maintain.

Recommended

• For situations with high volume of employees
• For indoor locations only
  
  

How do I select these options?

Each employee can clock on/off with a different method of your choice.

These options can be configured in the Employee Clocking settings in the Employee Profile.

Navigate to Menu > Settings > Employee > click the Edit button for the employee you want to configure.

The Employee Clocking lets you select which clock on/off method will be used.

This function also allows you to set specific areas of the site and control the amount of information each employee has access to.

Mouse over the info dots for more information on each setting.

The below is an example of how you would use these settings for a typical employee who can only clock on either with the fingerprint scanner or NFC.

This is great for Supervisors or Managers who have the responsibility of making adjustments to the timesheet.

The below is an example of how you would use these settings for a Manager who can clock on from any device, is required to set rosters,

approve leave requests and access timesheets, but does not need to see costs or add employees.

If the Manager was set to add an employee, this would only allow access to create the employee's username, they would not have access to private information in the employee console.

The below is an example of how you would use these settings for an Admin employee who is required to access the jobs, invoicing and reports.

They can view the payslips download the .ABA file and lock the week, they will not be able to edit the payslips. 

Missed Clock On

Menu > Control Panel

Sometimes employees will forget to Clock On or Off for their shift.

So in these circumstances, there is a way managers can clock them On or Off instead. 

In the Control Panel, on the right side of the page is a Clock Status section detailing Employee's Clocking.

To clock an employee on, click Clock On. tick the employees you wish to Clock on, and click Clock. 

Then enter the time at which the employee began their shift, and click Submit. 

Cleaning & Maintenance

It is important to maintain your equipment to ensure it continues to run perfectly. 

Please ensure to clean your fingerprint scanners regularly. 

We recommend a microfiber cloth and the use of dedicated 'computer screen' wipes. 

Alternatively, Windex can be used - but please ensure to spray the cleaning solution onto your cloth, do not spray cleaning solutions directly onto the fingerprint scanner or other hardware. 

Spray the cloth then wipe your hardware.