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ZKTime Enterprise
USER MANUAL
Version: English 1.1
Date: July 2019
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ZKTime Enterprise User Manual
Contents
0. Introduction ................................................................................................................................ 4
1. Setup ........................................................................................................................................... 5
1.1 Pre-requirements ...................................................................................................................................5
1.2 Installation ..............................................................................................................................................5
1.3 Database Engine .....................................................................................................................................6
1.4 First Run .................................................................................................................................................7
1.5 Company creation ..................................................................................................................................9
2. Companies ................................................................................................................................ 10
2.1 Data transfer between companies ...................................................................................................... 10
3. Terminals .................................................................................................................................. 11
3.1 Terminal management ........................................................................................................................ 11
3.2 Buzzers ................................................................................................................................................ 12
3.3 No access days .................................................................................................................................... 12
3.4 Time Zones .......................................................................................................................................... 13
3.5 Access Groups ..................................................................................................................................... 13
3.6 Copy access settings ............................................................................................................................ 13
4. Connecting terminals ................................................................................................................ 14
5. Device Status ............................................................................................................................. 14
6. Events ....................................................................................................................................... 15
6.1 System Events ..................................................................................................................................... 15
6.2 Accruals and Reports ........................................................................................................................... 16
6.3. Event Management ............................................................................................................................ 16
7. Workday ....................................................................................................................................... 18
7.2. Variants .............................................................................................................................................. 20
7.3 Payroll .................................................................................................................................................. 21
7.4 Events .................................................................................................................................................. 21
7.5. Obligatory Time .................................................................................................................................. 24
8. Calendars .................................................................................................................................. 25
8.1 Personal and public calendars ............................................................................................................. 25
8.2. Day type ............................................................................................................................................. 26
8.3. Calendar Management ....................................................................................................................... 26
8.4. Automatic Calendar Generation ......................................................................................................... 28
8.5. Apply and assign calendar .................................................................................................................. 29
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9. Profiles ...................................................................................................................................... 30
9.1 Roundings ............................................................................................................................................ 30
9.2. Automatic Events. .............................................................................................................................. 30
9.3 Absence ............................................................................................................................................... 31
9.4. Accrual balance .................................................................................................................................. 31
9.5. Breaks ................................................................................................................................................. 31
9.5.1 Break management .............................................................................................................................................. 32
9.6. Payroll ................................................................................................................................................. 33
9.6.1 Payroll items ......................................................................................................................................................... 34
9.6.2 Payroll lines .......................................................................................................................................................... 35
9.6.3 Payroll compensation .......................................................................................................................................... 36
10. Staff ........................................................................................................................................... 38
10.1. Data ................................................................................................................................................. 38
10.2. Profile .............................................................................................................................................. 38
10.3. Calendar ........................................................................................................................................... 39
10.4. Duty time .......................................................................................................................................... 39
10.5. Status ................................................................................................................................................ 39
10.6. Terminal ........................................................................................................................................... 39
10.6.1 Fingerprint Management .................................................................................................................................. 40
10.7. Importing employees ....................................................................................................................... 40
10.7.1 Entry File Format ................................................................................................................................................ 40
10.7.2 Column titles ...................................................................................................................................................... 40
10.7.3 Column order ..................................................................................................................................................... 41
10.7.4 Required columns .............................................................................................................................................. 41
10.7.5 Duplicated data .................................................................................................................................................. 41
10.7.6 Employee Import Process .................................................................................................................................. 41
11. Backups ...................................................................................................................................... 43
11.1. Manual Backup ................................................................................................................................. 44
11.1.1 Full backup ......................................................................................................................................................... 44
11.1.2 Partial Backup ..................................................................................................................................................... 44
11.1.3 Generate backup ................................................................................................................................................ 45
11.2 Automatic Backup Options ................................................................................................................ 46
11.2.1. Restore backup options .................................................................................................................................... 46
12. Reports ....................................................................................................................................... 48
12.1. Master reports ................................................................................................................................. 48
12.1.1 Employee report ................................................................................................................................................ 48
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ZKTime Enterprise User Manual
0. Introduction
ZKTime Enterprise is a software application for time and attendance and access control. With this application
you can monitor and manage your employee’s work-time.
ZKTeco also offers a “lite” software version for Time Management specially designed for SMB called ZKTime
Small Business.
ZKTime Enterprise
ZKTime Small Business
Features
Configurable Attendance periods
Creation of New companies
Employee Profile Management
Organization chart
Comparative view of calendars
Accrued balance
Costs
Backups
Day type management
Employee management
Basic employee management
Calendar Management
Calendars – Advanced options
Standard hours
Employee hiring & dismissals
Comments, notes and employee history
Employee Hierarchy Management
Cost management
Schedules
Basic scheduling management
Variants
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Rotative schedules
Costs
Events
Roundings
Schedule Interruptions
Calendars
Basic calendar management
Automatic generation of calendars
Advanced Automatic Calendar Generation Options
Annual calendar view
Devices
Basic device management
Autodetection of devices
Events
Bells
Reports
List display
Time and payroll reports
Only time
Formulas
Automatic submission of reports
Events
Basic event management
Accruals
Advanced Event Options
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1. Setup
1.1 Pre-requirements
You will have to install some of next pre-requirements according to the operating system you will be using.
• Windows Vista and Windows 7: You can proceed directly to the installation, it does not require any
previous installation.
• Windows XP and Windows 2000: Installation of Framework. NET 3.5 or higher required.
• Windows Server: Installation of MDAC 2.8 (Microsoft Data Access Components) required.
1.2 Installation
Now, we can install ZKTime Enterprise software. The installation guide will lead us throughout the process.
First, we have to select the installation language; language selected hereby will define the language that
ZKTime Enterprise will use by default the first time you run it.
Next, you shall decide if you want the installer to connect to the ZKTeco Server, and, download the latest
version. This is recommended if are performing a clean new installation of the program.
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Finally, select a folder and enter the required serial/ license number to proceed with the installation.
1.3 Database Engine
After the software installation process is completed; proceed to configure the linkage to the database.
ZKTime Enterprise works with the following servers:
1) Oracle
2) MySQL
3) SQL Server
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When using SQL Server or MySQL you can use any of the following authentication methods on the server:
• Trusted Connection: No need for username or password. If you are using MySQL you will need to
edit the server’s settings in order to allow access to anonymous users. If you're using SQL Server
instead, it must be configured to accept trusted connections and must use the same domain as the
server.
• User Authentication: This is the recommended choice if using MySQL.
After configuring the database connection, you may start working with the platform.
1.4 First Run
The first time you run ZKTime Enterprise you will find it to be a bit different from the rest. The first thing that
you will find is the following message warning of the need to create an administrator user.
It will immediately be followed by another window where you will be able to introduce username and
password for the administrator.
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Above picture shows most of its fields disabled. This is because they are not needed for the creation of an
administrator, we will go into further detail about these in other options.
Once you have created an administrator user close this window, a new login window will pop up. Now
introduce the user name and the password you just created.
Once logged in, ZKTime Enterprise will ask if you want to create a “company”, by clicking "Yes" you will go to
the” Company” management window. If clicking on "No", it will close the application.
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1.5 Company creation
On the Company management window, you will find the following options:
• Code: An alphanumeric value that identifies the company, must be unique for each company.
• Description: A short text containing the name or a brief definition of the company.
ZKTime Enterprise suggests two configurable fields to organize the employees of your company. By default,
these are "Department" and "Center".
• Department label: Here you can state a name for the field "Department".
• Center label: Here you can state a name for the field "Center".
• Attendance Periods: Here you define the bookkeeping months, by default it matches the calendar
month.
If installing the program, setting the connection to the database, defining an administrator and creating a
company processes have been completed, you can start working with the program normally.
ZKTime Enterprise
Now you can start to use ZKTime Enterprise. From homepage you will be able to move all over the
application.
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The following options are displayed:
• Companies: To manage everything related to companies, create new companies, remove or edit
existing ones or transfer information from one to another.
• Staff: To manage everything related to your employees and their organization, be able to add,
remove or edit employees, calendars or company schedules. You may also check employee reports,
organizational charts or relocate employees on to other centers or departments.
• Terminals: To manage hardware terminals, choose those with whom you want to communicate or
gather information from.
• Communications: To communicate with the terminals, send them information, retrieve information
from them or make backup copies of the data stored in the terminal.
• Punches: To edit punches or closures.
• Reports: To access different reports offered by ZKTime Enterprise.
• Settings: To manage ZKTime Enterprise settings.
• Help: To contact ZK Software support center and obtain general information regarding the program.
• Windows: To show all the windows open and allows bringing up the one you wish.
2. Companies
In section 1.5 we explained how to create a company but did not get into further detail about this feature
and how to use. A company is the core of ZKTime Enterprise each one has its own tables and works
independently.
2.1 Data transfer between companies
To send data from one company to another you can do by using the “Companies data transfer” tab.
Following options are available:
• Source company: This is the exporting company of selected data.
• Destination company: This is the importing company in which store selected information.
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• ‘From date’ and ‘To date’: To set a date interval for the information you want to transfer in case you
do not want to transfer closings or punches.
• Information: To select the information you want to transfer from the source company to the
destination one.
3. Terminals
Terminals are essential part of the time and attendance and access control solutions. They are responsible
for identifying the employees either through fingerprint recognition, face recognition or by using a proximity
card reader so, the employee gets access to controlled rooms or is enabled to punch any work event.
3.1 Terminal management
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If the terminal is registered, the ‘Terminal Management’ tab offers the following options:
• Code: Numeric value which identifies the terminal, it must be unique for each terminal.
• Description: A short text containing the name or a brief definition of the terminal.
• Terminal model: Each terminal is different and has different features and requirements. ZKTime
Enterprise is not capable to automatically recognize with which device has been connected so we
need to introduce this data. We have the following options:
o ZK Fingerprint: Any terminal with a black and white screen display or no screen at all with a
fingerprint reader.
o ZK Card: Any terminal with a black and white screen display or no screen at all and without
fingerprint reader.
o ZK IClock footprint: Terminals with color display and fingerprint reader.
o ZK IClock card: Any terminal with color display without fingerprint reader.
o ZK IFace: Any facial recognition camera-type terminal.
o ZK Series C: Some terminals with screen color display and all C Series models.
NOTE: If you have any doubts regarding your terminal model please contact your dealer for help.
They will be able to assist you.
• Terminal Type: ZKTime Enterprise distinguishes three types of terminals according to functionality is
access control or time management:
o Access control terminal: Supports an access configuration, it is connected to a door which
opens or not according to configuration. All punches from this terminal are considered
access control punches.
o T&A and Access control terminal: This terminal generates access or T&A punches depending
on the event marked by the employee when punching.
o T&A terminal: It doesn’t support any access configuration and therefore only generates T&A
punches.
• Type of communication: ZKTime Enterprise can connect to the terminals through a network
(Ethernet) or by connecting the computer directly through the serial port:
o Ethernet Communication: If we choose Ethernet connection, we will have to introduce the
Terminal’s IP address and the port through which it will communicate (4370 by default).
o Serial communication: In this case we must specify the serial port to which the terminal is
connected. This option is not recommended since this connection type is obsolete and
instable.
o Work code: Employee punches using a work code or function key. This option is specifically
maintained only for compatibility with former versions and should be left as it appears by
default.
3.2 Buzzers
Some terminals can be connected to an industrial bell to signal factory employees of their shifts. From this
window you can set the time in which you want to schedule bell ring. You can set up to 12 events per day.
3.3 No access days
In every company there are days in which the company remains closed and access is forbidden. For that, we
have the "no access days" option.
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Here we define a range of dates in which none of the registered users can access the premises. The terminal
will recognize the user and record the punch attempt as a access denied punch. The terminal will not open
the door.
3.4 Time Zones
The time zones are basic for the access configuration, each one will store a time zone for each day of the
week in which the employee can have access. Each terminal stores its own time zones and from the
management window we can set which slots can be accessed from this button
3.5 Access Groups
Each employee has its own configuration with permission for access in three times zones, prevailing always
the least restrictive one. This is, in the event of an employee trying to access the terminal-controlled room
and, two of the access zones assigned to him denying him the access but, the third one is allowing it, the
employee will have access to the room. Purpose of the groups feature is to avoid having to establish three
time zones for each employee, when they are using the same configuration. These groups contain three time
slots which you can later assign to as many employees as you need.
3.6 Copy access settings
If you have several terminals with the same configuration, we can copy this configuration to several devices
by using the “copy” tab in the terminal management window. Once you click on the "Copy" button a new
window pops up which will offer you the following options:
• Source terminal: Is the terminal from which you are going to export the access configuration to
copy on to the rest of the terminals.
• Data to copy: To select the settings which you want to copy.
• Available terminals: These are the terminals on which you want to copy the data.
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6. Events
Events is outstanding feature of ZKTime Enterprise software. They work as trackers to follow the employee’s
activity at work: when they are on holidays, their daily working time, when they are being late or on a special
service out of the office. Events can be introduced through punches, associated to a determined day on the
calendar or, maybe, even the own system can enter them for you. Based on the above, events can be divided
into two standard types and one special case:
System Events: These events are created within each company. They cannot be created nor deleted.
The program will automatically assign them when the required conditions are met.
User Events: These events are created by the user according to the specific needs of the company and
must be set manually.
'0000 ' Events: These events are the ones that are generated by the punch of an employee who does
not specify anything but merely identifies himself in the terminal.
6.1 System Events
When initiating the program for the first time you will meet with 10 events already created by the system
that you won’t be able to delete. These are the '0000 ' system events which we will explain below in more
detail:
• Events '0000 ': These events are the ones that are generated by the punch of an employee who does
not specify anything, or enters an invalid event, the punch will always have this event assigned.
• System Events:
o 'S001' Event: This event is automatically created in an employee’s report when its first
punch of the day is done earlier than the beginning of its shift.
o 'S002' Event: This event is automatically created in an employee’s report when its first
punch of the day is done later than the beginning of its shift.
o 'S003' Event: This event is automatically created in an employee’s report when it works
fewer hours than those stipulated in its schedule.
o 'S004' Event: This event is automatically created in an employee’s report when it fails to
attend its jobs on a weekday.
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o 'S005' Event: This event is automatically created in an employee’s report when it works
more hours than those stipulated in its schedule.
o 'S006', 'S007', 'S008' and 'S009' Events: These events are automatically created in an
employee’s report when the maximum or minimum time taken for other events is exceeded
or falls short. We will get into further depth later when we get to explain workdays..
Except for the '0000 ' events, none of the events explained above can be introduced neither by the ZKTime
Enterprise administrator nor by the employee with a punch. It will be the application that decides when to
generate them based on the employee’s movements, hour and work schedule.
6.2 Accruals and Reports
As explained before events can be assigned to a punch or to a day of the calendar and we have also
introduced the concept of reports. Now, we will explain the concept of accruals.
• Accruals: An Accrual is an accumulator of either amount of time or number of times a particular
event takes places or occurs. Each event can update one or more accruals so, when an event is
generated either because it is entered by a punch, created by association to a specific day on the
employee’s calendar or automatically created by ZKTime Enterprise, the event updates the accruals
to which it is assigned.
• • Report: The report is the list of events registered for each employee and the accruals updated by
them. It is a daily report grouped by employee. Any further necessary calculations will be based on
this information.
6.3. Event Management
On this window we will be able to create new events and/or edit details of the System events.
• Code: Numeric value to identify events, it must be unique for each terminal.
• Description: A short text containing the name or a brief definition of the event.
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• Event type: We previously explained that events can be selected by the employee on the moment of
its punch. We can distinguish up to four types of events:
o Entry events: These can only be selected by way of entry punches. It will meter the time from
the moment of the entry punch until the departure one.
o Mixed events: These can be selected on both entry and departure punches. In either case the
absence will be calculated upon the employee’s time slots schedule. In the case of an entry
punch, it will serve to justify the time lapse between the theoretical beginning of the employee’s
time slots and the real time of the punch. In the case of a departure punch, it will serve to justify
the time lapse between the punch and the time of the next entry or until its time slots schedule
ends.
o Exit events: These can only be selected upon departure punches. It will serve to justify the time
lapse between the punch and the time of the next entry or until its time slots schedule ends.
o Access events: These can be selected upon any punch. They will not calculate times involved.
All punches done selecting an access event will count as an access punch, with no effect on the
times of attendance. Therefore, should you want to register when an employee has passed
through a location controlled by a terminal, but do not want to register the attendance time,
you will use this type of event.
• Allows punching: This option controls if a punch can have assigned this event or not. If option is
unticked, the event will not be uploaded into the terminals which allow event reports. On terminals
with no event reports, if an employee selects an event which is not associated to a punch, the
program will remove this event and automatically assign the ‘0000’ system event.
• Opens door: This option controls door opening function through relay activation when the event is
punched. For this option to be effective it’s necessary to upload the event into the terminal.
Important: note that not all terminals support this configuration.
• Counts as work: This option controls if the event will be recognized as work time or not. If enabled,
the invested time will add up to the total work time and to determine the payroll.
Differences between ‘work accrual’ and ‘total attendance’ shown in some reports: the work accrual only
takes into account the amount of time involved in all the events which update that specific accrual; the total
attendance time is calculated taking into account all the events which affect, in any way, what it’s considered
as worked time; like an event which counts as work or an excess on the use of the time allotted to an event
which, will negatively effect on the time considered as worked for the company (Further explanations on
point 7. time slots)
• Creates log: This option can only be enabled for system events. If this option is unticked for an event,
the program will ignore the event when it occurs and no information on it will be stored in any data
base or report
.
• Deducts time from the duty time: This option, when enabled, does not only justify the time taken on
the event, it also deducts the time from the duty time of the employee. Holidays are a good example
for the use of this option. When these are taken, they are counted as holidays and at the same time
reduced from the duty time, thus if the employee is the whole day on a holiday, its duty time will be
reduced to 0.
• Extensible event: Some events do not only apply to the whole day in which they occur but, they are
extended to a number of days on which the employee will not be able to punch on the office. This
is very common on certain jobs, such as a sales person or installers, who might need several days out
of the office when travelling on business trips. This option will help you to handle this eventuality.
You will have to create an event and check the extensible event option. This way the employee will
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7.1. Workday management
•
Workday timetable: Above is the workday management window which manages work schedules.
There are three main types of workday timetables:
o Day shift: When the date of the workday timetable is the date of the late entry limit of the shift.
Commonly, the ‘office hours’ are day shifts.
o Night shift: When the date of the workday timetable is the date of the early exit limit of the shift.
o Rotating shift: This is a special case since this type of schedule does not accept any configuration
at all. It just contains up to three day or night shifts which alternate according to the employee’s
punches.
• Sessions: A session is an uninterrupted time slot which defines a workday. ZKTime Enterprise allows
each workday timetable to have one or two sessions. All further calculations will be made on the
basis of such sessions. All sessions entail:
o Early entry limit: The time after which it is not considered that the employee has arrived
early.
o Late entry limit: The time after which it is considered that the employee has arrived late.
o Session start: The time at which the shift starts, all times are calculated based on this hour,
either delays or early arrivals. For instance, if the session start is set at 09:00 and the late
entry limit at 09:15, when the employee arrives at 09:30 the program will calculate a delay
of 30 minutes, not 15.
o Early exit limit: The time after which a departure punch ends the session.
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o Late exit limit: The time after which a punch is no longer considered to belong to that session.
If it occurs at the end of the first session, being there a second one, it will be considered that
the employee is on its second session. Otherwise any punch will be considered off duty.
o Session end: The time hour at which the session ends. When an employee is absent with
event, the event will be calculated ending at this time.
• Total worktime: Is the total number of hours that an employee has to work in each session. The sum
of the two sessions will result on the total hours of the workday. This number will not necessarily
correspond or be equal to the time difference between the start of the first and the second session.
For instance, a workday which goes from 08:00 to 18:00, with 8 working hours, one for lunch and
another for the employee’s free disposal along the workday.
o Workday timetable limits: These limits will create a time slot in which the program will search
for punches that belong to a workday outside what could be considered as an ordinary workday.
This option will take into account double shifts or peaks in production. These limits cannot
overlap with the session times or involve a time range which exceeds 24 hours. It is common, for
office and commercial shifts, to set the workday timetable beginning at 0:00 and ending at
23:59. However, in some cases where there is a rotating shift, with morning, evening and night
shifts, it will be convenient to adjust a bit the beginning and end limits for the workday timetable
to the start of the first session and the end of the second one.
o Extend workday timetable until matching punches outside the workday: This option allows
having workday schedules longer than 24 hours. If enabled, on days with an odd number of
punches registered, the program will look for the missing punches beyond the session limits until
all the check-in and check-out punches are accounted for.
7.2. Variants
It is quite common for an employee to have different workday schedules along its annual calendar, for
example: split from Monday to Thursday and intensive on Fridays during the winter and another schedule
for the summer months. To manage this situation, we use the concept of variants, which are:
• Code: Numeric value to identify the variants defined for a workday.
• Description: A short text containing the name or a brief definition of the variant.
• Workday: This field specifies the alternative schedules referenced in the variant.
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ZKTime Enterprise permits to define up to 9 different variants for a workday, codified from 1 to 9. These
variants can be marked onto the calendar forcing one of the shifts for a specific workday or, choose the
‘Always look for the best fitting variant’ option. Upon the selection of this last option, the program will
calculate the most fitting shift, among all the options available, based on the employee’s check-in and check-
out punches.
Criteria used by ZKEnterprise to calculate best possible adjustment are listed next in order of priority:
proximity of punchs to the limit entry hour of each session, total percentage of hours in each session
completed between the limit entry hour and the limit exit hour, and, the total hours completed between the
limit entry hour and the limit exit hour.
7.3 Payroll
This point is closely connected to the ‘Profiles’ one and will be explained in detail later on, in point 8. of this
manual.
7.4 Events
Every workday schedule has different ways in which to address the events; we will explain each of them
below:
• Workday breaks: See point 8. of this manual.
• Justify late entries with extensible or calendar events: On point 6.3 of this manual, we explained the
extensible events and how do they explain the absence of employees. Events from calendar have
the same purpose and will be explained in detail later, on point 8. of this manual. If this option is
enabled, these events will not only explain the employee’s absence but also the delays. For example,
a salesman checks-out one day selecting an extensible event such as ‘business visit’ and returns next
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day with a delay of three hours upon the session start, the program will justify the time lapse passed
from the beginning of the session until its return with the ‘business visit’ event.
• Extend entry events to the end of the session if there is no exit punch: This option is used for very
specific cases in which an employee makes an entry punch but will not do an exit one until several
days later. Military quarters are a good example for this use. It is common for a soldier to check-in
on Monday but do not leave until the following Friday. If this option is enabled and the employee
selects an extensible entry event, the program will justify the entire time lapse between the entry
punch to the end of the workday with this event. Hereinafter, the marked event will justify all the
employee’s absences following the rules explained before in point 6.2. of this manual.
• Justify events only inside session limits: When this option is enabled the program will not consider
any circumstances outside of the session times. This way, an event will not be able to be accounted
before the session begins nor after the session ends.
• Entries or exits with an event do not justify beyond session total time: If enabled, this option prevents
events that count as work time to be added up, don’t sum more than the total amount of time of
the session in which they are marked. This makes sense when an employee has a flexible schedule.
For example, the case of an employee which has a flexible entry time of half an hour, meaning that
can arrive between 08:30 and 09:00 in the morning and must complete a workday of five hours,
session ending at 14:00. If the employee arrives at 08:45 but, has an event punch that counts as
work, the program will calculate up to 14:00, 5 hours and 15 minutes of working time. However, by
enabling this option you make the program calculate the working time up to complete the session
of 5 hours, thus closing the event at 13:45 instead of doing it at 14:00.
• Justify events from session start: This option should be enabled in case you want events to start
having effect from the moment of the entry punch instead of from the time of the session start. This
option is quite useful when you have flexibility on the time to get to work.
o Maximum and minimum time: Establishes the maximum and minimum time lapse allowed
for each event. This way if an employee has exceeded the time allowed for the related event,
only the maximum time will be applied ignoring the time exceeded. Same way, minimum
time allowed would be applied in case of late arrival.
We count with 4 different types of system events to help with this control, which we can
modify as we need. These system events are used as a support for the original event, in
terms of controlling the extra or less time of events, and, they will only be updated in the
case of not fulfilling the minimum or exceeding the maximum time, then storing the
difference in hours between original event and the established limit for it.
Once the system event has been defined and assigned to the original event if we want to
update and defined related maximum and minimum time, we can choose between 2 options
to modify performance: assign real time or force minimum time.
Assign real time: This affects to original event. If this option is ticked, the system will
assign real time to the original event. If it’s not ticked, then maximum or minimum
time will be applied. To original event if necessary.
As explained above, the event will be updated with the time difference between
original event and established limit.
Force minimum: This option will only be available in case we have enabled minimum
time control. If so, the system will force that minimum time in case there are NO
punches that day for original event.
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We have realized punches for 3 days in order to be able to show all possible situations for this example: one
day that employee didn’t break for breakfast, other day with an only 5 min. breakfast and the third day with
a 30 min. breakfast.
Next table shows the time results for all possible combinations between “force minimum time” and “assign
real time” for the 3 different days cases:
One remark: once the minimum time has been defined, this time will always be deducted from the total
time, provided that the value of the event to be controlled is not higher. Iif higher than minimum time, then
the value associated to the event will be deducted.
7.5. Obligatory Time
ZKTime Enterprise allows to define up to two compulsory attendance time slots on this tab. Within these
time slots the employee will have to be either on the office or out from office with an event which counts as
work.
The obligatory time tab includes the following fields for its configuration:
Force Real Time 006 S006 Time 006 S006 Time 006 S006
Time
NO NO 0:00 0:00 3:00 0:15 0:10 2:45 0:30 0:00 2:30
NO SI 0:00 0:00 3:00 0:05 0:10 2:45 0:30 0:00 2:30
SI NO 0:15 0:15 2:45 0:15 0:10 2:45 0:30 0:00 2:30
SI SI 0:00 0:15 2:45 0:05 0:10 2:45 0:30 0:00 2:30
02/06/2016
0’ Breakfast
5’ Breakfast
30’ Breakfast
02/06/2016
02/06/2016
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For obligatory time settings we have the next fields:
• Event to be updated: Define the event caused when an employee is absent during the obligatory
working time.
• Set time limits for the first session/ second session:
o From: The beginning time for the compulsory attendance time slot. Any absence reported
from this time will be considered as a breach of the obligatory time.
o To: The termination time for the compulsory attendance time slot. Any absence reported
between the time set in the ‘From’ field and this one will be considered as a breach of the
obligatory time.
o Copy theoretical values: Clicking on this button sets the session start and end time values as
obligatory time slots.
The values set on the limits of the first and/ or second sessions on this tab should be comprehended
within the time slots of their corresponding sessions. It will make no sense to establish an obligatory
working time out of the employee’s actual session times, like establishing an obligatory time from
8.00h to 14.00h if the theoretical entry time is 9.00h and the theoretical exit time is 14.00h.
8. Calendars
With the Calendars you will be able to establish the working days and public holidays along with all the
events that might occur, such as holidays, sick leaves and so one.
8.1 Personal and public calendars
ZKTime Enterprise distinguishes between public and personal calendars. Public calendars are generated for
all the company and will serve as template for the personal calendars. In some cases, one sole calendar might
be needed, in other cases, several could be needed.
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For example, a company with working centers in different locations will probably need a different public
calendar allotted to each work center to account for the different public holidays of each location.
This way, each employee will have a public calendar according to its location and will use it as a template for
its own personal template. The personal calendar will be updated with any changes made to the public
calendar; such as out of the office working days, change on shifts, sick leaves, holidays or any other event.
Personal calendars only register alterations regarding the public calendar which uses as template. Any
change made in a public calendar will be automatically updated to all the employees whom have it as a
template, unless they have a different configuration in their personal calendars for the days involved in the
modification.
8.2. Day type
It is important to have clear the significance of ‘day types´. They involve a unique code and description and
there are three different types:
• Working day: In these days, reporting to work is considered a duty for employees. Any delay and
whether they meet or not their work time will be reported. If anyone does not report to work
on these days, the absence will be considered unjustified by default.
• Remark: In case of rotating shifts, if there is no punch during a working day, the software will
justify the absence based on the first timetable established.
• Holiday: In these days employees do not have to work. In case they do, all the time spent working
will be considered as overtime and no delays or absences will be considered.
• Optional: These days are a special case. If an employee has an entry punch it will be considered
as a workday, otherwise as a holiday.
The day type option works as a tracker which will enable you to group different days with similar
circumstances. For example, usually all holidays are the same for the company, therefore we will be able to
group all the holidays under the day type holiday, coded ‘0’. We will be also able to discern between days
like Mondays to Thursdays, which have split shifts, from Fridays which might be intensive workdays, grouping
them in two different types of workdays, coded 1 and 2.
8.3. Calendar Management
This window will let you manage the different calendars of the company. You will be able to create, edit
and delete as much calendars as needed. Furthermore, you will be able to assign the calendars to your
employees.
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When editing a calendar, ZKTime Enterprise will allow you to edit up to six parameters for each day:
• Day type: Every day of the year can be assigned with a different a ‘day type’. Usually, the days with
similar circumstances are grouped under the same ‘day type’. For example, you could have all
holidays assigned the day type coded ‘0’, which is the one ZKTime Enterprise sets for holidays by
default.
• Variant: In Section 7.1 we described the variant option, explaining that it could be enabled in the
calendar to allow a different workday shift. Every day of the year may have allotted a time variant,
coded from 0 to 9. Should you choose the variant coded as 0, the program will understand that you
are selecting for that day the main shift and not any variant. In case a non-existing variant is chosen
in the calendar, the program will deem that no variant at all has been selected.
o Variant forces shift: This option is only available when we have a variant selected. If this option
is enabled, the program will assign the selected variant for the day regardless if the option
‘Always look for the best fitting variant’ is selected in the employee's shift. If this option is not
enabled, the program will consider the variant as the expected shift and will consider instead
the selection of the ‘Always look for the best fitting variant’ option.
• Event: ZKTime Enterprise allows you to assign an event to one or more days, this way, if an employee
does not report to work on a specific day, the program will justify the absence with it.
o Workday timetable: This option allows to define an alternative workday schedule when an event
occurs in the calendar and we don’t want the program to justify the event upon the regular shift.
• Comments: This field is used to include brief notes on a day when necessary.
When editing a calendar, we have two options. Either edit the whole year with the ‘automatic calendar
generation’ or, edit several days selecting them and following the example below.
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8.4. Automatic Calendar Generation
This option allows to define the patterns which the program will use to create the calendar every year,
simplifying the entire process by automatically generating a calendar.
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The calendar will be generated following the pattern set on this window. You will create a sequence which
will repeat all along the year, assigning the configuration fixed for each day. The program will take as a
reference whatever you have chosen at the ‘take as reference for assigning day types’ so, the beginning of
the sequence must match the selected day. By default, ZKTime Enterprise will suggest a week period which
will start on the first Monday of the year, with five workdays, one day marked with the code ‘3’, which stands
for a Saturday and another day marked with the code ‘4’, which stands for Sunday. It’s important to note
that if the year does not begin with the reference day selected, the sequence will also reproduce backwards
until the beginning of the year.
• Holidays: To fix holidays. One remark: ZKTime Enterprise only works with immovable holidays, not
with those like the Easter holidays, which vary dates and need to be calculated every year.
• Variants: To establish a shift variant which will always spread over a fixed range of dates with the
usual variant configuration options. At some periods of the year shifts might change, for example,
during the summer some companies apply a different workday schedule from the rest of the year.
• Events: To create a calendar including events that affect all the company, such as summer shut down,
reform/transformation closures, end of the season and others; specifying if it will affect to all the
days or just to workdays within the defined range.
8.5. Apply and assign calendar
Once all the public calendars are created, they can be assigned to employees. We must select between two
options:
• Assign calendar: When assigning a public calendar to an employee we are changing the template
used for its personal calendar. All existing values in the employee’s personal calendar will be
maintained.
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• Apply calendar: When applying a public calendar to an employee we are deleting all changes made
on the personal calendar and we are assigning the new public calendar as template for the
employee’s personal calendar.
9. Profiles
Employee’s profiles involve a range of configurations that can be assigned to each employee. We can define
as much general and personal profiles as necessary and we can assign them to the employees.
9.1 Roundings
When we don’t need to know the exact hour of a punch, we use this function. For example: we want all
punches realized between 8.45h and 9.05h top be rounded to 9.00h which is the standard entry time.
Consequently, all the times associated to punches made from 8.45h and 9.05h will be calculated as if the
punch in fact had been made at 9.00h.
Each rounding has next options:
• Day type: To decide to which type of day the rounding will be applied.
• From: Earliest time limit for rounding.
• To: Latest time limit for rounding.
• Rounding up to: Time to which the rounding will be made within the earliest and latest time
limits.
• Entry/Exit: To define which punch will be rounded, the entry or the exit punch.
9.2. Automatic Events.
At certain hours all punches can be considered together with an event because the terminal in use lacks a
keypad and does not allow to choose an event or, because by default, at certain times, everyone punches
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for the same specific reason. For example, we can set that all exit punches between 13:00h and 14:00h
should be considered as a lunch event.
In any case, if an employee punches an event in the space of time defined for an automatic event, the
former will have preference over the automatic event.
The options allowed are:
• Day type: To decide to which type of day you want the automatic event to be applied.
• From: Earliest time limit for the automatic event.
• To: Latest time limit for the automatic event.
• Event: The event that we want to assign
• Entry/Exit: To define if the automatic event will be applied to the entry or exit punches.
9.3 Absence
By default, ZKTime Enterprise will associate the ‘S004’ system event, ‘unjustified absence’ to every workday
in which an employee has not any active punch or extensible event or calendar events. To avoid this, we
can decide for the program to mark the absence as one of the events of own creation. For example, if a
group of employees can have their overtime rewarded with days off.
9.4. Accrual balance
We can set limits on the accruals being these limits on the total amount of time, on the number of times or
both cases. We can define next options.
• Accrual: Is the accrual we want to control.
• Times allowed: Fixes the maximum number of times that the accrual can be updated within
permitted time. To avoid controlling the number of times it is updated, leave it in blank.
• Amount of time: Fixes the maximum amount of time that you will allow for an accrual to
accumulate within a specified time. If you do not want to control the total amount of time
accumulated, leave it in blank.
• Time: Fixes the time in which you will control the accrual balance (weekly, monthly or annually).
Once the period comes to the end, the balance turns back to the initial value.
9.5. Breaks
These are automatic entry and exit punches set for breaks to be deducted from the workday schedule. By
using this option, we can program a break which will make the program automatically assume that the
employee has punched for such break. For example, if the company make available a kitchen in the
company’s premises for employees’ lunch, and establishes a lunch time from 13:00h to 14:00h, regardless if
the employee punches out/in for the lunch, the program can automatically assume it. However, if an
employee is reported to have an exit punch and has not returned by the time of the beginning of the break,
it will not have any effect.
We have next options:
• Day type: Fixes the type of day to which to apply the event
• Break: To define the break you want to apply. You can define through Menu -> Settings-> Breaks
(check picture next page)
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9.5.1 Break management
To define up to two breaks that will assign to the profiles. We find the following options to edit
each break:
From: Is the start time of the break. If the break is applied, exit punches will match with the time
set here.
To: Is the end time of the break. If the break is applied, entry punches will match the time set
here.
Event: The event applied to the exit punch created by the break.
Even there is the possibility to edit two different breaks, we can choose establishing only first break
and leave second one in blank.
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9.6. Payroll
This one is a special option, as it’s related to both profiles and workdays timetables and depends on the
configuration of both. Broadly, a payroll is a way of dividing the work time into different cost concepts such
as: standard hours, extra hours, night hours and others.
We will begin by explaining all the options offered on the profiles and workday timetable tabs. Later we will
move on to explain in further detail how do payrolls work. You can define different payrolls which will divide
the worked hours into different cost concepts. First option you find in this tab is for two payroll assignation
methods:
• Employee and day type: By choosing this option payroll will be assigned always to each employee
upon their personal settings and personal calendar.
• Workday and day type: By choosing this option payroll will be assigned always to each employee
upon their actual working hours and personal calendar.
Should you choose the ‘time slots and day type’ option the choices you can see on the picture below
will be disabled, as it won’t have any effect and, from now on, the payroll assignation will be based
on what was defined upon the employee’s time slots schedule.
Both options work in the same way. You can find two options to assign payroll lines:
• Payroll: Represents the payroll line that we want to follow.
• Day type: Fixes the type of day to which the payroll will be applied.
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9.6.1 Payroll items
Payroll items are units of ‘hour organization’. You can edit the settings on the payroll management
menu from main menu.
Options available are:
• Minimum time: To set the minimum time slot that must be reached to consider an item. For
example, if we create the payroll item ‘extra hour’ and fix a minimum time slot of 30 minutes for
it, in case the employee at the end of the day adds up to 29 minutes or less on this item, the
time will be cast-off, and the program will calculate 0 minutes for that item. If you do not want
to establish a minimum time slot you just have to leave the option unmarked.
• Roundings: The time involved on this payroll item can be calculated in two ways.
o Calculate payroll based on total hours: In this case the program will calculate the real time
involved on the corresponding payroll item.
o Calculate payroll based on time slots: In this case the program will round the time involved
on the corresponding payroll item according to the following options:
Round down: The rest resulting from the division between the time assigned to the item
and the one defined on the ‘time’ field is discarded.
Round up: Will add up the necessary time to achieve that a rest resulting from the division
between the time assigned to the item and the one defined on the ‘time’ field until the
difference is ‘0’. For example, if rounding up is set every 30 minutes and an employee has
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45 minutes worked under that payroll item, the program will automatically add the
remaining 15 minutes until reaching 60 minutes.
Round according to value: The rest resulting from the division between the time
assigned to the item and the one defined on the ‘time’ field is different to ‘0’, if this
value is higher than the time set on the field ‘value’ and will be rounded down if it is
lower.
9.6.2 Payroll lines
Payroll lines are one or more payroll items which will divide the workday time into different payroll
items. From the main menu we access to payroll settings window.
To define each payroll line, we have next options:
• Calculation method: There are two ways to calculate a payroll, based on total hours or time slots.
The first is based on the number of hours worked, for example, the first 8 hours could be
standard, from 8h to 10h they might be considered extra hours and from 10h they are considered
double extra hours. In the second case, the payroll will depend on the time slot in which
employee is working, all hours between 9h and 18h
• Apply rounding: If this option is enabled, the rounding set for each payroll item will be applied,
otherwise it will not.
• Item: The last option is a list with 5 columns which will help you to set each payroll item and how
it will work.
From\To: These two fields set the earliest and latest limits of each item; depending of
the calculation method the values will represent a total amount of hours or a time slot.
Item: This field will enunciate the payroll item that you want to associate with a specific
time slot or number of hours.
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Price type: Here you can set the price for each hour. You will be able to choose one of 5
types assigned to each employee, a percentage of those or introduce a price manually.
Price: The content of this field depends on previous selection of the ‘price type’. If you
chose to introduce the price manually, you will have to introduce the price per hour in
euros. If you chose to use percentages, you will have to introduce the percentage value
of the hourly cost.
The program will let us establish as many payroll items as we needed within the same payroll line. There
are only two limitations regardless of the calculation method. The first, time slots can range only from
00:00 to 23:59 and secondly, and second, there cannot be any empty time slots you from 00:00 to 23:59.
The program will make sure that above constraints are applied. If just one payroll cost item is defined,
‘From’ field is forced to be set at 0:00 and the ‘To’ one at 23:59. If the payroll has several items and one is
deleted, the program will extend the beginning of the next item until the beginning time of the one
deleted.
9.6.3 Payroll compensation
There is an option on the payroll tab, within the profile management window, which we have avoided
explaining so far: defining payroll compensation.
ZKTime Enterprise includes the payroll compensation option. This option considers, on one side, the
duty time which, must achieve a minimum value and the extra hours, which are accounted for once
the duty time has reached such minimum level.
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To set the payroll compensation we have the following options:
• Compensate: Sets the period where to apply the compensation, daily, weekly, monthly or yearly.
If payroll compensation is not necessary, select the option ‘never’.
• Duty time should be: We need to define a minimum duty time to set payroll compensation. In
case such minimum is not reached the compensation is applied. There are two options to define
the duty time, first, to introduce manually the total number of hours, regardless of the
employees’ shift and calendar, or ZKTime Enterprise will establish within each period the
minimum duty time based on the employee’s time slots and calendar.
• Payroll items counted as duty time: Duty time does not necessarily have just one payroll item.
For example, we may have defined two types: daily hours and night hours which have to sum a
total of 40 hours per week before considering any type of overtime. We can set as many
different types as wanted.
• Compensation Table: Defines how to compensate payrolls.
o Compensate item time with: Sets the item which will account for the offset time.
o Time from item: Sets the item from which the time will be withdrawn until its value
matches the established duty time.
o Minimum time: Sets the minimum amount of time that must remain on the field
‘time from item’ after the compensation. If this minimum time is not reached that
time will be discarded from the item involved.
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10. Staff
10.1. Data
Staff management handles the personal details and other data related with employees which affects to the
configuration of the program:
• Calendar: Sets the public calendar which is the base to define the employee’s personal calendar.
• Duty time: Sets the workday of any employee which can have up to 9 variants.
• Profile: Sets the public profile which is the base to define the employee’s personal settings.
• Department / Center: These fields enable to group employees according to their position in the
company.
• Employee in charge: Sets a hierarchical responsible for an employee.
10.2. Profile
Public profile settings will be automatically applied by default, although they can be edited, created and/or
deleted from this tab. Any configuration not in use will be gray colored while the ones in use will appear with
the usual black color font. Go to section 9 for detailed explanation on settings.
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10.3. Calendar
Shows the personal calendar of an employee. By default, it is the template of the public calendar assigned
to the employee which, will keep modifications applied to the employee.
All options here included are same than those explained in detail in section 8. ‘Calendar Management’
10.4. Duty time
The duty time is an estimation of that an employee should work based on its calendar. Information shown is
for illustrative purposes only. For example, in the cases where there are optional days on the calendar, or in
the case of rotating work shifts or variants, it is not possible to calculate this data accurately until all punches
are collected and the closing is made.
10.5. Status
To set the employee’s entry and leaving date in the company. By default, it coincides with the date in which
the employee’s profile is created. This field is editable. An employee can have several entry/leave dates, as
it occurs with seasonal workers.
10.6. Terminal
To set the data that will be later be uploaded to the terminal:
• Alias: Is the name that will display the terminal when the employee’s punches. Maximum length
is 8 characters.
• Password: Is the password which the employee will use to identify himself in the terminal.
• Privileges: Defines the level of user privileges held by an employee in the terminal.
• Delete template: Used to remove template from database and synchronize removal from the
terminal next time data is send to the terminal.
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• Fingerprint Management: This point will be explained in detail in next section 10.6.1.
10.6.1 Fingerprint Management
This option is used to collect users’ fingerprints through a USB fingerprint reader and enroll them
into the software. ZKTime Enterprise has a storage capacity of up to 10 fingerprint templates for
each user and we can send them to each terminal from the software. In option ‘registered
fingerprint’ fingerprints already stored in the data base appear red-colored.
10.7. Importing employees
We can import employees in our system from a file generated manually or through a third-party application
IF UTF-8 encoded.
10.7.1 Entry File Format
The file must be CSV format. CSV file format (Comma Separated Values ) stores tabular data, any
number of records (numbers and text) in plain text form, separating the information by line breaks
and commas (in locations where the comma is used as a decimal separator, semicolon, TAB, or other
characters are used instead). Fields with embedded commas, line breaks or quotes must be enclosed
within double-quote characters.
10.7.2 Column titles
The columns tittles must match following in order to assure successful data import:
Codigo (Code): This is the code that the employee will have in the system. It must be unique.
Nombre (Name), Apellidos (Last Name), Direccion (Address), Poblacion (City), CP (Zip),
Provincia (State), Telefono (Phone), Movil (Mobile), NIF (ID), Mail (Email), FechaNacimiento
(BirthDate), Foto (Photo): These are the personal details of the employee.
Tarjeta (Card): Card number used by the employee in the company, if available or assigned.
Alias (Alias): The name which is displayed when the employee punches on the terminals.
Privilegios (Privileges): Employee’s user privileges on the terminal.
Activo (Status): This field specifies if the employee is currently working in the company or
has left.
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IdPerfil (Profile), IdCalendario (Calendar), IdHorario (Time slots), IdResponsable (Employee
in charge), IdUbicacion (Location), IdCentro (Center): These fields correspond to the ID of
the different profiles, time slots, centers ... assigned to the employee.
Coste 1, 2, 3, 4, 5 (Payroll): These are the different payrolls assigned to an employee.
NOTE:
The program is not sensitive to uppercase/ lowercase. This means that you can write the column
title in the CSV file as ‘code’ or ‘CODE’, the program will read it either way as Code.
All dates must be written in next format: “yyyyMMdd”.
All names of columns are written without written accent. For example, if the column name is
‘Codigo’ is written with its written accent ‘Código’ the system will not recognize the column and
the corresponding data will not be imported.
10.7.3 Column order
There is no obligation to keep a specific column order. For example, it makes no difference to receive
a file with column order like ‘Codigo;Nombre;Direccion;’ or to receive other with next column
order’Direccion; Nombre; Codigo’ , as the system will upload them automatically from the database.
10.7.4 Required columns
The minimum required columns to import the employee’s data are ‘CODIGO (Code)’and ‘NOMBRE
(Name)’. The rest of the columns are not mandatory since during this process a pop-up window will
appear to autocomplete the required fields to keep the integrity of the database.
10.7.5 Duplicated data
The program will not let you introduce duplicated information for data ‘CODIGO (code)’ and
‘TARJETA (card)’ columns. If the program detects duplicated information it will launch a pop-up
window (example below), to show you a list of fields that need to be modified in the file to complete
a successful data importation.
You can see below an example of a correctly generated database which will be succesfuly imported
into the system, provided that the ‘CODIGO (code’ and ‘TARJETA (card)’ values do not already exist
in the system:
Codigo; TARJETA, nombre, apellidos, Direccion
00 001, 060; Robert; Longbow; Old St
00 003, 070, Woodrow, Wilson, Wigmore St
10.7.6 Employee Import Process
If the file including employee’s data is available on required file format, we can upload all the
information into the system. Inside the staff management tab, you will find the ‘import employees
from CSV’ option, click on it to start importation. The window below will pop up and you will be able
to choose default values for some fields required for keeping the integrity and functionality of the
database. These will be used in case the column does not exist in the database or contains invalid
information.
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Set ‘default actions’, and click the import button, a folder selection window will appear and click to
open. Select the relevant file and the system will automatically proceed to upload. A dialogue box
will appear to inform on the result of the process.
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11. Backups
Backup copies create files which contain the application data to export or, save in a secure storage system,
to use later in case the information collected in the system is lost.
To make a backup copy, go to main menu and on the drop-down menu click on ‘settings’ click ‘backup’ and
choose one of the following options:
Restore Backup
Manual Backup.
Automatic Backup
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11.1. Manual Backup
Next window will pop up to give you the option to select a path to store the file and the possibility of choosing
between full or partial backup
11.1.1 Full backup
The manual backup makes a complete copy of the database, including all system users and all existing
companies.
11.1.2 Partial Backup
If partial backup is selected, the preferences button will be enabled. By clicking on it, a new window will
appear requesting if you wish or not to activate the autocomplete option. This option ensures the referential
integrity of the databases uploaded.
The notion of referential integrity refers to the assurance that each record will always be related to other
valid records from the database. Meaning that these records will always be accurate, without repetitions,
lost information or relations returning incomplete data. For example, if you wish to save a backup of the
employees table with the autocomplete option activated, together with the employees tables, the
departments, center and time slots tables will also be included in the selection since they contain information
which depend on the employees table. This way we assure that the information will be properly restored
into the system in case necessary.
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To add a table to the selection of tables for the backup, simply pick the company you want to back up, choose
the tables and click on the ‘Add button’. Your choice will automatically pass on to the right side showing its
name and the company to which it belongs. If you want to add all tables at same time just click on the ‘Add
all button’.
If you want to delete a table procedure is same than above but with the ‘Delete’ and ‘Delete all’ buttons.
This time keeping the referential integrity when deleting the employees table, will not delete the same tables
which were added to the selection in first place but, only the profiles one. This is not due to a malfunction
running of program but, although the employees table depends on some more tables these other tables not
depend on employees. If you want to delete those tables, you will have to do it manually.
NOTE: When choosing the table ‘System’ in a company, we are specifying to the program to back up the
data related to that company in order to restore it without the need of having created earlier on. For further
information check section 11.1.5.
11.1.3 Generate backup
To begin backup process, click the ‘Generate’ button. The time that will take to generate backup file will
depend on the size of the database and the computer running the program.
Produktspecifikationer
| Varumärke: | ZKTeco |
| Kategori: | Inte kategoriserad |
| Modell: | ZKTime Small Business |
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