Attendance Management System Software Manual

Instruction Manual for Attendance Management System
Table of Contents
C hapter On e Function Character istics of system ……………………… …………………… ………3
C hapter Two Installation Requirem ents of System ……………………………………………………4
Chapter Three Software Installation and Database Connection…………………………………………5
3.1 Single Installation………………………………………………………5
3.2 Network Installation………………………………………………………8
3.3 Database Connection……………………………………………………16
Chapter Four Specific Operation Instructions of Software………………………………………………18
4 .1 Pr oc e du re Di ag r a m fo r I ni ti al Use …… … …… … …… … …… … … …… …… 1 8
4 . 2 L o g i n O n … … … … … … … … … … … … … … … … … … … … … … … … 1 8
4.4 Personnel Informat ion…………………………………………………………20
4.4.1【Company Information】…………………………………………………20
4.4.2【Department Information】…………………………………………………21
4.4.3 【Staff Information】…………………………………………………22
4.4.4【Register Sta ff Demission】……………………………………………27
4 . 4 . 5 【 St a ff Demission Inquiry】……………………………………………28
4. 5 Att endanc e M anagement ……… …………… …………… …………… …………2 9
4.5.1【Attendance Rules】…………………………………………………30
4.5.2【Attendance Rules】…………………………………………………31
4.5.3【Shift Definition】…………………………………………………33
4 .5. 4【 Sh i ft Patt er n】 …… … …… …… …… … …… ……… … …… … 3 6
4.5.5【Shift Allotment】…………………………………………………37
4.5.6【Shift Allotment】…………………………………………………38
4.5.8【Holiday Regis tration】…………………………………………………39
4.5.9【Leave Registration】…………………………………………………40
4.5. 10【Over work R eg ist rat ion】………… …………… …………… …………4 1
4 . 5 . 11 【 C o m p u t a t i o n Rule】………………………………………………43
4 . 6 Te r m i n a l Management…………………………………………………………44
4.7 Statistic Repo rt… ……… …… ……… …… ……… … ……… ……… 53
4.8 System Maintenance…………………………………………………………54
Page 1 Total 51 Pages

Chapter One Function Characteristics of System

The Attendance Management System is user-oriented. It is a
universal attendance management system developed for factories
and companies for their computer management of attendance. The
system interface is clear and friendly; it is reliable and easy to operate,
and provides help for machine connection. You can conduct quick and
easy inquiry, sum-up and computation on the system. The supervisor
can set the jurisdiction for the operators, and the operators can set
their own password, in doing so, it will effectively prevent from illegal
use or exceeding authority to use the system. The system has strict
fault-tolerant system, which will avoid false operation and illegal input
of data. The backup function of the system ensures that the data will
not lose and it will restore running quickly in case the system appears
breakdown.
The Attendance Management System has five functional
modules, including “Personnel Information”, “Attendance
Management”, “Statistic Report”, “System Maintenance” and
“Attendance Device”.

Chapter Two Installation Requirements of the
System
1. Requirements for Hardware:
1) CPU: above 1GMHz
2) Memory: Above 128MB
3) Hard Disk: Above 2GB hard disk space
4) Communication Port (COM Port):1
(An extension wire is needed to connect with USB and COM
port, if it is USB interface)
2. Running Environment
Database: ACCESS
Operating System: WIN98/2000/ME/XP/NT/2003
Chapter Three Installation and Uninstall of the
Software
3.1 Install the Management Software
1. Double click the installation program in the installation disk to
install the system, as shown in the following figure:

2. Click “Next” to install the program, or click “Cancel” to end the

installation.

3. Select the address where the program is to be installed. The

software is to be installed in F:/Program Files/Stand-alone Fingerprint
Attendance System in default. You can change the installation route
by clicking “Next”. Click “Next”.

4. Choose or manually input the icon folder of the fingerprint

attendance system. The default is: “Attendance Management System”.
You may directly modify it, and click “Next” to start to install the
software when you have confirmed it. The system will automatically
install the software under the route you have set, and establish a
shortcut icon both in Start Menu and Desktop.
Chapter Four Introduction to the Operation
Procedure of the Software

If the machine is a fingerprint attendance machine, you can firstly
register the fingerprint of the staff and record the “Fingerprint No” of
each staff, and then start to operate the software.
If the machine bought by the user is sensor card attendance
machine, you can input the card number held by the staff in the Staff
Information of the software (or read in the card number with the “Card

Read-in” function), then transfer the information to the attendance

machine.
4.1 Functional Modules

This software includes altogether five functional modules:
【Personnel Information】,【Attendance Management】,【Statistic
Report】,【System Maintenance】 and【Communication Programme】
1.In【Personnel Information】, you can input and edit company
information, department information and staff information, deal with
the resignation of staff, and edit the staff information such as work
type, degree, nationality and birthplace, etc.
2. 【Attendance Management】includes the setting of attendance
rules, shift, shift status review, as well as record of holidays, leaves
and overtime.
3. 【Statistic Report】includes the review, export and print of
original record sheet, attendance record, daily report and monthly
report.
4.You can add, modify and delete the administrator in【System
Maintenance】, and set, modify the jurisdiction of administration and
remove the outdated data.
5.In【Communication Programme】you can set the parameters for
the attendance machine, register the staff information (upload the
registration information to the attendance machine), download the
staff information (download the registration information from the
attendance machine to the software), review and set the parameters
of the attendance machine, as well as collect the attendance data.

4.2 Operating Procedures of the Software

Login System Change Password Personnel Info Setting Device Setting
Register Staff Shift Definition Set Shift Pattern Start Shift Allotment
Review General shift Collect Attendance Data Review Original Data Data Analysis
Allotment Table
Review Original Data
4.3 Operating Procedures for the Initial Use of the

Software
If the machine is a fingerprint attendance machine, you can firstly
register the fingerprint of the staff and record the “Fingerprint No” of
each staff, and then start to operate the software.
．Set Administrator
1．
The user is recommended to modify the password when they log
on the software for the first time (the user name for the first log-on is
the administrator account: admin; password: blank). If several
operators are to use the system, you should establish account for
each operator, and allot appropriate jurisdiction for each operator
based on their work.
．Establish Personnel Archive
2．
A. Set company information: Note that Company Name is the
general department of the whole system;
B. Department Information: Department is the classification of
staff. You are recommended to set subsidiary departments based on
the different work within the same department.
C. Staff Information: Generally the attendance system is used to
manage the attendance of the staff. Therefore, the staff information is
the basis of the attendance system. In the above sections, “Staff No”,
“Name”, “Registration No(Fingerprint No)”, “Join Date” and
“Department” are required to be filled.
※Note:
The【Registration No】in【Staff Information】should be consistent
with the number of the staff registered at the fingerprint attendance
machine;
【Join Date】:The attendance system will only sum up the date
after the join date of the staff.
3. Acquire the fingerprint information and register the name to
the Attendance Machine
For the Fingerprint Attendance Machine, the user must record the
fingerprint information of all staff on the fingerprint machine (one
“Registration No for each staff”);
The fingerprint information is stored in the Attendance Machine.
By using this software, you can acquire the registration information
and store it in the software system. For one thing, it will avoid the loss
of fingerprint information due to abnormal circumstances of the
attendance machine which results in repeated input of information; on
the other hand, if the customer uses several attendance machines,
they can “write” (register) the fingerprint information to the other
attendance machines through this software.
To connect the attendance machine with 【 Communication
Programme】:
A．You can check the information on the attendance machine
through the software, e.g. the number of staff registered, the
fingerprint recorded and quantity of attendance records, etc. You can
also set certain parameters of the attendance machine.
B. To take the fingerprint information registered at the attendance
machine to the software;
C ． To upload the name information (firstly you must have

established the staff information and have take the information to the
software ) to the attendance machine.
※Note:
Part of attendance machines use standard communication wire
(RS232) to connect with the computer. You need to set the Baud rate
of the computer port to make it consistent with the BAUD rate of the
attendance machine. The default Baud rate of common is: 38400BPS.
．
【Shift Setting】
4．】
“Shift” refers to the in and out times and it s schedule
within a day which includes the setting of in and out time, late
arrival, early out rules, absence rules and overtime rules, etc.
You can sort out all working circumstances of all staff in the
company, and set different ways of in and out within a day as one shift
(e.g. day shift, night shift, long day shift, etc.).
．
【Shift Allotment】
5．】
“Shift Allotment” is to designate the daily shift of each staff;
generally speaking, it refers to the specific shift of each staff in certain
day.
【Shift Allotment】is the basis for a attendance management
software to analyze data and acquire statistic report. This is
because the system has to know how the work of certain staff is
managed in certain day, and whether this staff is late or early out,
or keep regular attendance. Therefore, “Shift Set ting” and “Shift
Allotment” are the core of attendance management system.
【Shift Pattern】
A.【】
If the staff attends his work on a periodic basis, you can preset
one or several “Shift Patterns” in “Shift Pattern”. As shown in the
following figure, the staff of certain company attend their work from
Monday to Friday, and rest at weekends. Therefore, we can set a
periodic Shift Pattern for this company.

．
【Start
【
B．】:
Shift Allotment】
You can manage the shift for the staff with the “Shift Allotment
Module” set in Shift Pattern (to assign the “shift” for certain staff for
that day).
．
【General Shift Allotment Table】
C．】
After you have assigned the shift, you can review the Shift
Allotment of each staff in the “General Shift Allotment Table” of the
“Attendance Management” module. Firstly you can check whether the
shift allotment is successful and the result of the shift allotment, and
secondly you can make adjustment to the shift allotment, see the
following figure:
．Backup Data
6．
After you have set the staff information, attendance rules, shift
setting and shift allotment, we recommend you to back up the data

with meaningful names, so that you can restore the data when the
system is not available due to computer problems, so as to reduce the
work to input the information.
．Collect Data
7．
After you have inputted the fingerprint information to the software
and registered the names at the attendance machine, your staff then
can use the machine to record their attendance. The administrator
needs to collect the data to the software after a period of time
(generally at the end of the month), and acquire the statistic report
through the analysis of the software.
Use 【Attendance Data Download】 from the 【Communication
Programme】 and select “download new record” to acquire the
records after the previous data collection.
With “download new record” function, you can only collect the
data after the previous data collection, which saves your time and
avoid repeated collection.
8. Analyze Data
The principle of the attendance system is to sum up the
attendance records of staff based on the work registration of the staff
in accordance with the attendance rules preset by the computer (shift
allotment, asking for leave and out of office, etc.).
The following is the procedure of working principle of the
attendance system
Staff Information
Original Record
Shift Definition and Allotment
(Acquired from the Attendance Machine)
Asking for leave, out of office and Holidays

Data Analysis
Report Sum-up
(Daily Report , Monthly Report)
9. Review Report
After the data is analyzed, you can review the attendance report.
Chapter Five Specific Introduction to Each
Module
．Personnel Information
1．
【 Company Information】
1.1 Set【】
Click 【Company Information】module, you will enter the setting
window for company information, as shown in the following figure:
Click 【Modify】 and then sequentially input company name

(compulsory, it can be abbreviated), address, telephone, and then

click store.
1.2 Set 【Department Information】
】
Click 【Department Information】 module to enter the setting
window for department information.
The Company is the general department of the whole department

structure. All the departments can be set subsidiary departments.
Theoretically, the level of subsidiary departments of one department is
not limited. But, for the purpose of management, it’s better to set no
more than 4 levels of subsidiary departments.
【Application Steps】
】:
．Add【
1．【Department】
】
Click “Add” and then input “Department No”, “Department Name”,
“Administrative Department”, “Responsible Person of the Department”,
and then click “Store”.
Note: The administrative department must be filled. Except for the
top department (company), each department has an administrative
department. Theoretically the levels of the department is not limited.
．Modify 【Department】
2．】
By clicking “Modify”, you can modify the department information
already added.

．Delete【
3．【Department】
】
By clicking “Delete”, you can delete the department information
already added. But if the department has added with the staff
information, it can not be deleted.
．Print
4．
Select “Print” to print the department list.
．Exit
5．
Select “Exit” to exit the department setting module.
1.3 Set 【Staff Information】
】
Click 【Staff Information】 module to enter the setting window for
staff information and add staff information.
【 Staff Information Setting 】 module is used to establish

personnel information archive; it is the basis of the whole attendance
management software system. You should fill it carefully.
1. Add Staff Information
Click “Add” in the management window of 【Staff Information】,
the following window will pop up.

Fill the archive information of the staff in 【Staff Information】

window. Staff No, Name, Card No (Registration No) and Department
are compulsory items to be completed. Other items are optional.
After all the items are competed, click “Store” to store the
personnel information of the staff.
【Staff No】: it is the “Work No” of the staff in the company.
Generally it is a serials of numbers, it may also include letters.
Note: The Staff No is the most important basis of the attendance
system for the staff, therefore, don't change the Staff No during the
using process.
【Card No (Registration No)】: it is the number that the staff
registered at the attendance machine. This number should be
consistent with the registration number that the staff has registered at
the attendance machine; otherwise the data treatment will not be
available.
【Card Free 】: if you select this item, it means that the staff you
selected doesn’t need to register his attendance. The system will not
deal with the attendance data of this staff.
【Join Date】: The attendance system will only deal with the

attendance data after the join date. Therefore, when you fill in the join
date, you can optionally fill a prior date.
2. Add Staff Information
In the 【Staff Information】 window, select the staff whose archive
information needs to be modified, and then select “Add”, it will pop up
the following windows:
Department Tree Select indication arrow Inquiry Toolbar
You can use “Inquiry Toolbar” to find out the staff whose archive
information needs to be modified according to the conditions, you may
also use the “Department Tree” on the left side to find the staff.
Click “Modify” to enter the dialog box for staff information setting.
The procedure is the same with the steps to 【add staff information】.
3. Delete Staff Information
information needs to be deleted; click “Add”, it will pop up the
following window: (you can use “Inquiry Toolbar” to find out the staff
whose archive information needs to be deleted according to the
conditions, you may also use the “Department Tree” on the left side to
find the staff)
If you delete this staff, all the attendance data of this staff will be
deleted.

4. Print
information needs to be printed; click “Print”, the “Individual Staff
Information ” will pop up.
Click the icon “ ” on the top right corner, you can print the
staff information.
5. Import
This attendance system supports EXCEL format import function.
It can import the staff information in certain format into the staff
information archive.
In the 【Staff Information】 window, select “Import”, you will enter
the data import module, as shown in the figure below:
Click “Browse File” to select the EXCEL file which has stored the
personnel information, and fill in the name of the personnel
information sheet, click “Next Step”.

Set field corresponding relationship, and then click “Next Step”;

Note: Only the department name in 【Subordinate Department】
has already existed in 【Department Information】can the personnel
information be correctly imported.
If the staff information fails to be correctly imported, you can

select “View Log” to check the reason for the failure. If you succeed in
the import, click “Operation Complete”.
6. Export
The 【Export】 function is able to export the staff information to
EXCEL file.
1.4 Demission and Restoration Management

Select “Personnel Information”—> “Register Staff Demission” to
handle the Demission procedure for the staff:
1.4.1 Demission
Click “Add” in the window of “Register Staff Demission”, and then
click “Select Staff” to select the staff to be left, and fill in “Handler” and
“Demission Reason”, click “Store” to complete the registration for the
staff demission.
1.4.2 Demission
Select the staff from the staff information sheet who is to restore,
and click “Restoration”, the window below will pop up:
Select “Yes” to complete the restoration.
1.5 Set 【 Personnel Parameter】

】

Set the property information of the staff such as “Work Type”,

“Education Information” and “Nationality Information”.
Click “Personnel Parameter” module to enter the setting window
for personnel parameters, add property information of the staff such
as “Work Type”, “Education Information” and “Nationality Information”.
】:
1. Add
Select the property information of the staff to be set, for example:
select “Work Type” to view the set work type. If you want to set new
“Work Type”, click “Add”; fill in the new work type in the name of the
work type, click “Store” to complete the setting.
2. Modify
Select the property information of the staff to be set, choose the
information item to be modified, and click “Modify”; fill in the new work
type in the name of the work type, click “Store” to complete the setting.
3. Delete
Select the property information of the staff to be set, choose the
information item to be deleted, and click “Delete” to complete the
deletion.
2. Attendance Management

2.1 Set 【Shift Definition】

】
Select 【Attendance Management】【Shift Definition】
】, or directly
click the 【Shift Definition】icon in the directory to enter the setting
module of shift definition.
“Shift” refers to the time and schedule to attend and leave

work within a day.It includes the setting for attending and leaving
work, rules for late arrival and early out, ab sence rules and
overtime rules, etc.
You can set different ways of attending and leaving work as
one shift (for example: day shift, night shift, long day shift, etc.)
based on the work circumstances of all staff in the company.
1. Noun Explanation
【Shift Section】
】:
“Shift Section” refers to the time section included in the “Shift”. It
is constituted by a starting point (the time to attend work) and a ending
point (the time to leave work).
The common shift may be one section and may also include
several sections. This software only supports one shift including three
sections at most.
As shown in the figure above, the “long day shift” includes three
“shift sections”:
First Section: 08:00-12:00
Second Section: 14:00-18:00
Third Section: 20:00-28:00 (04:00 at the second day)
【Not Sign In】【Not Sign Out】:
“Sign In”: Whether it is mandatory to sign card to attend work
(press fingerprint ) in this shift
“Sign Out”: It is mandatory to sign card (press fingerprint ) to
leave work in this shift
1) If “Not Sign In” or “Not Sign Out” is checked, the staff will be
deemed absence if the staff hasn’t signed card within this period of
time.
2) If “Sign In” or “Sign Out” is not selected, the staff can either
choose to sign card or not to sign card. The report will not compute
the absence, late arrival, early out and missed signatures, etc.
【Shift Section Treatment Category】
Define the property of 【Shift Section】: For the purpose to
calculate the wage rate after the reports are treated (the legal
overtime wage is N times than normal attendance. The specific times
will be defined based on the overtime property ).
Including: 【Normal Attendance】,【Overtime at Normal Time】,
【Overtime at Weekend】and 【Overtime on Holiday】
【Previous Valid】
“Previous Valid” refers to a period of time where the attendance
data signed before the attending time is valid.
For example: shift section 【Attend Work Card】is :08:00, set
【Previous Valid】as 60 minutes, then all the attendance data between
07:00-08:00 is deemed normal attendance. The attendance data

before 07:00 is valid attendance.

【After Valid】
】
“After Valid” refers to a period of time where the attendance data
signed after the leaving time is valid.
For example: shift section 【Attend Work Card】is :08:00, set
【After Valid】as 30 minutes, then all the attendance data between
08:00-08:30 is deemed normal attendance (if the staff exceed the
overdue time, it will be deducted work hour and deemed late for
work).The attendance data after 08:30 is valid attendance.
【Late Arrival】
】:
“Late Arrival” refers to what can be set as late within the scope of
“After Valid” of shift section 【Attend Work Card】
For example: Shift section 【Attend Work Card】is 08:00; set
【Late Arrival】as 0 minute and 【After Valid】as 30 minutes; if the staff
signs at 08:01, this staff is deemed to be late for 1 minute.
【Early Out】
】
“Early Out” refers to what can be set as leaving earlier within the
scope of “Previous Valid” of shift section 【Leave Work Card】
For example: Shift section 【Attend Work Card】is 12:00; set
【Early Out】
】as 0 minute and 【Previous Valid】as 30 minutes; if the
staff signs at 11:59 this staff is deemed to leave earlier for 1 minute.
】:
1) Add “Shift”
In the 【Shift Setting】window, click “Add”, and sequentially input
the shift number, name and subordinate department.(The default
subordinate department is the whole company)
Set the parameter of 【Shift Section】.
After the setting is completed, confirm it and click “Store” to
complete the adding of shift.

2) Modify “Shift”
In the 【Shift Setting】window, select the shift from the shift list
whose parameters needs to be modified, click “Modify” to modify the
shift.
3. Delete “Shift”
In the 【Shift Setting】window, select the shift from the shift list
whose parameters needs to be modified, click “delete” to delete the
shift.
2.2 Set 【Shift Pattern】

】
Shift Pattern: it refers to the rules to attend work on a
periodic basis.
If the staff attend work on a periodic circulation, you can firstly set
one or several “Shift Allotment Templates” in “Shift Pattern” module. If
you arrange the shift according to the module, you will save much
time.
Click “Attendance Management” —> “Shift Pattern” or directly
click the “Shift Pattern” icon in the directory to enter the setting module
of “Shift Pattern”.
As shown in the figure above, it has set an “Shift Pattern” on

a weekly basis: rest on Saturday and Sunday, “Normal work”
from Monday to Friday.

】:
1) Add “Shift Pattern”
In the “Shift Pattern” window, click “Add”, manually input “Shift
Pattern Name”, “Periodic Unit” and “Period”, then the “Shift Allotment”
will display the Shift Pattern, click the pull-down menu, and select the
shift allotment for the current day, click “Store”. “Shift Pattern” is
successfully added.
2) Modify “Shift Pattern”
In the “Shift Pattern” window, select the “Shift Pattern” from the
“Shift Pattern List” which needs to be modified, and then click “Modify”.
You can select the shift which needs to be modified from the “Shift
Allotment” section, click “Store” to complete the modification to the
“Shift Pattern”.
3) Delete “Shift Pattern”
In the “Shift Pattern” window, select the “Shift Pattern” from the
“Shift Pattern List” which needs to be deleted, and then click “Delete”.
Click “Store” to complete the deletion of the “Shift Pattern”.
2.3 【Staff Shift Allotment】

】
【Shift Allotment】is the basis for a attendance management
software to analyze data and acquire statistic report. This is
because the system has to know how the work of certain staff is
managed in certain day, and whether this staff is late or early out,
or keep regular attendance. Therefore, “Shift Setting” and “Shift
Allotment” are the core of attendance management system.
Click “Start Shift Allotment” module, the system will pop up the
dialog box “Shift Allotment”. The user can allot the shift according to
the schedule template set in the Shift Pattern.

【 Application Steps】
】:
1) Add Shift Allotment
In the “Shift Allotment” window, click “Add”
、 Select staff
A、
Click “Select Staff”, the dialog box “Staff Option” will pop up, as
shown in the figure below:
In the “Staff Option” window, select the subordinate department of

the staff whose shift needs to be allotted, then all the staff in the
selected department will appear in the section “Staff to be Selected”.
Click “Single Option” or choose multiply staff and put them on the

“Selected Staff” section on the right, click “Ok” to complete the

selection.
、 Select the start date and end date of the shift allotment
B、
、 Select “Shift Pattern”

C、
、 Click “Store” to complete the shift allotment made for a

D、
period of time based on certain shift pattern.
2) Delete Shift Allotment
in the “Shift Allotment” window, drag the mouse to select the shift
allotment which needs to be deleted, and then click “Delete” to
complete the deletion of the shift allotment.
3) Review Shift Allotment
in the “Shift Allotment” window, check “Display the Inquiry
Toolbar”, the system will automatically display the inquiry of shift
allotment.
Select "Input Search Condition", you can review the specific shift
allotment.
2.4 Set 【 General Shift Allotment Table】

】
The “General Shift Allotment Table” can reflect and adjust the
shift allotment of the staff. When the “Shift Allotment” is finished, you
can check the result of the shift allotment; you can also adjust the
result.
Click “Attendance Management”—> “General Shift Allotment
Table”, enter the setting module of “General Shift Allotment Table”

Department
List
Staff List
】:
1) Review
Firstly select the month for which the “shift allotment” is to be
reviewed, and then select the “Department List” in the left to review or
modify the department where the staff to be modified is located.
Display the staff in the current department in the staff list, and then
select the staff from the staff list. Display the shift allotment of this staff
in the current month in the “Shift Allotment Table”.
2) Modify Shift Allotment Table
When the shift allotment of the staff for the current month is
displayed in the “Shift Allotment ” table, you can select certain day,
and then click the pull-down menu, choose the shift which needs to be
changed in the shift list, and then click “Store” to finish the
modification to the shift of that day.
3) Delete Shift Allotment Table
Firstly select the month, and then choose the staff from the staff
list whose shift allotment is to be deleted ; click “Delete” to complete
the deletion.

2.5 Holiday Registration

Holiday Setting: set the fixed holidays and festivals of the
company. Holidays and festivals refer to the non-work time.
Click “Attendance Management”—> “Holiday Registration”, enter
the setting module of “Holiday Registration”
】:
1) Add Holiday
In the “Holiday Setting” window, click “Add”, and then manually
input the holiday name; select the start time and end time of the
holiday, and then click “Store” to complete the adding of holiday.
2) Modify Holiday
In the “Holiday Setting” window select the holiday to be modified
from the list; click “Modify”, and then modify the holiday content;
click “Store” to complete the modification of the holiday
3) Delete Holiday
In the “Holiday Setting” window select the holiday to be deleted
from the list; click “Delete”, and then delete the holiday; click “Store” to
complete the deletion of the holiday.
2.6 Leave or Sign-out Registration

Click “Attendance Management”—> “Leave or Sign-out
Registration”, enter the setting module of “Leave or Sign-out
Registration”

】:
） 2.6 Add Leave or Sign-out Registration
1）
In the “Leave or Sign-out Registration” window, click “Add”, and
then click “Select Staff” to select the staff who wants to ask for leave;
input the start date, end date, leave type and wages; input the leave
reason, and then click “Store” to complete the leave registration.
） Modify Leave or Sign-out Record
2）
In the “Leave or Sign-out Registration” window, select the leave
or sign-out record to be modified; click “Modify” to modify the leave
record or sign-out record; click “Store” to complete the modification.
） Delete Leave or Sign-out Record
3）
In the “Leave or Sign-out Registration” window, select the leave
or sign-out record to be deleted; click “Delete” to delete the leave
record or sign-out record; click “Store” to complete the deletion.
2.7 Manual Adjustment
【Manual Adjustment】: It refers to the manual operation of adding

attendance record in the attendance management software. It is
mainly applied to one or more than one certain circumstances
where the staff fails in signing in due to accidents.
Click “Attendance Management”—> “Manual Adjustment”, enter
the setting module of “Manual Adjustment”

】:
1) Add Manual Adjustment registration
a. Click “Add” in the setting window of “Manual Adjustment”;
b. Click “Select Staff” to select the staff who needs manual
adjustment;
c. Select the start date, end date and time;
d. Input the reason for manual adjustment;
e. Click “Store” to complete the adding of manual adjustment
record.
2) Modify manual adjustment registration
In the setting window of “Manual Adjustment”, select the manual
adjustment record which needs to be modified; click “Modify”, and
then modify the manual adjustment record; click “Store” to complete
the modification to the manual adjustment record.
3) Delete manual make-up registration
In the setting window of “Manual Adjustment”, select the manual
adjustment record which needs to be deleted; click “Delete”, and then
delete the manual adjustment record; click “Store” to complete the
deletion of the manual adjustment record.
2.8 Set 【Computation Rule】

】
Computation Rule: it refers to the setting of Computation Rule for
the overtime statistic report.
Click “Attendance Management”—> “Computation Rule”, enter
the setting module of “Computation Rule”

Initial Value: it means the minimal time value from which the
computation starts to count.
Integer Value: it refers to the value which we can set to filter the
trivial time.
For example: if the initial value is set as 30 minutes in “Weekend
OT”, the computation of overtime work will be started from 30th minute.
Take the integer value as 20 minutes. If one staff have worked
overtime for 65 minutes, because the overwork exceeding the initial
value 30 minutes will be deemed overwork, while 65=20*3+5, 5
minutes is the residue less than 20 minutes, so it can be filtered.
Therefore, the overwork displayed in the statistic report will be 60
minutes.
】:
） Add “Computation Rule”
1）
a. Click “Add” in the setting window of “Computation Rule”;
b. Select the category of “Computation Rule”;
c. Manually set the “Initial Value” and “Integer Value”;
d. Set "OT Rates"
e. Click “Store” to complete the adding of computation rule.
） Modify “Computation Rule”
2）
In the setting window of “Computation Rule”, select the category

of the “Computation Rule” to be modified; click “Modify” and then click

“Store” to complete the modification.
） Add “Computation Rule”
3）
In the setting window of “Computation Rule”, select the category
of the “Computation Rule” to be deleted; click “Delete” and then click
“Store” to complete the Deletion.
3. Terminal Management
“Terminal Management” is a management module for attendance
device, including four modules namely “Data Collection”, “Staff
Registration and Acquisition of Registration Information”, “Attendance
Machine Setting” and “Ringing Setting”.
Select the “Device Management” icon in the directory, and then
you can enter the Terminal Management module.
If you are to manage the attendance machine, you need firstly

“connect the attendance machine”
3.1 Add Attendance Machine
1) Open the Main Interface

A. Click “Add”, the following interface will appear; select the

specific device model, and then click “Confirm”

B. Select the connection method
C. The machine number of the attendance machine should be

consistent with the that of the attendance machine to be
connected;
D. Set the communication password and make it the same with
the communication password of the attendance machine;
generally the default value of fingerprint attendance machine
is 0.
E. Confirm whether the above settings are correct (generally to
keep the default value). Click “Store” and “Connect”, then
you can successfully connect it with the attendance
machine.
3.2 Staff Information and Fingerprint Management

The 【Staff Information and Fingerprint Management】 module
includes the following content:
A. 【 Download Staff Information 】 : to take the registration
information from the attendance to the software. If it is a
fingerprint attendance machine, it can take the fingerprint
registration information from the attendance machine to the
software;

B. 【 Upload Staff Information 】 : to upload the registration

information stored in the software to the attendance machine;
if it is a fingerprint attendance machine, this operation must be
carried out after 【Acquire Registration Information】(that is:
only when the software has stored the fingerprint registration
information can it be uploaded to the attendance machine).
C. 【Modify User’s Jurisdiction】: With this function, you can
modify the jurisdiction of certain staff to operate the
attendance machine, and you can change the “Administrator”
to “Common Staff”; or modify the “Common Staff” to
“Administrator”.
D. 【Delete Registration Information】: You can remove the
information of certain staff in the attendance machine.
1. Download Staff Information
Click “Download Staff Information” in the 【 Staff Information
Management】module. The registration information list will appear
when the download is completed, as shown in the picture below:
You can acquire the fingerprint information registered at the

attendance machine and input it in the software. And you can match
the fingerprint registration number with the staff information.
If the fingerprint attendance machine occurs catastrophic failure,
you can upload the fingerprint information (and the name information)
stored in the software to the attendance machine.
2. Upload Staff Information
Click “Upload Staff Information” in the 【Staff Information and
Fingerprint Management】module, and the registered staff information
window will appear:
Select the staff whose registration information is to be uploaded,

and then click “Ok” to upload the registration stored in the software to
the attendance machine.
If it is a fingerprint attendance machine, because the user has
already registered the fingerprint information at the fingerprint
attendance machine, the user can select “Only Register Name” to
upload the staff name to the fingerprint attendance machine.
3. 【 Modify User’s Jurisdiction】

】

Select the staff whose jurisdiction needs to be modified from the

user registration information list in the 【 Staff Information and
Fingerprint Management 】module, and then click “Modify User’s
Jurisdiction” to complete the modification;
4. 【 Delete Registration Information】

】
Select the staff whose jurisdiction needs to be deleted from the
user registration information list in the 【 Staff Information and
Fingerprint Management】module, and then click “Delete Staff” to
complete the deletion;

3.3. Attendance Machine Management

The 【Attendance Machine Management】module is mainly used
to review and modify the parameters of the attendance machine.
【Initialize Attendance Machine】: it will remove all the information

(registration information, attendance information) in the attendance
machine, and restore it to the factory default status;
【Synchronize Sign-in Time】: it will synchronize the time of the
attendance machine with the computer.
3.5 Download Attendance Data

The 【 Download Attendance Data 】 function is to collect the
attendance record of the attendance machine to the software.
If you select “Collect New Data”, it will collect all the new data in
the attendance machine and drop the attendance records which have
once been collected, which saves time.
If you select “Collect All Data”, it will collect all the attendance

records stored in the attendance machine, and will not clarify the
collected records with that having not been collected.
“Clear All Attendance Record”: it will remove all the attendance

record stored in the attendance machine. It cannot be restored after it
is removed. Be Cautious!
4. Statistic Report
The【Statistic Report】includes【Attendance Information Analysis】,
【Daily Attendance Report】,【Monthly Attendance Report】,【Original
Data Report】and【Detailed Attendance Record】.
1) 【Attendance Information Analysis】: it will analyze and deal
with the collected attendance records and acquire the
Attendance Statistic Report (Daily Report and Monthly Report,
etc.)
Except that the “Original Record Sheet” is formed during the
downloading of attendance data, all the other reports can not be
reviewed prior to the 【Attendance Information Analysis】.
2) 【Original Data Report】: it refers to the original attendance
record collected from the attendance machine to the software;
3) 【Detailed Attendance Record】: it refers to each record
signed in by the staff in each time.
4) 【Daily Attendance Report】: it refers to the daily attendance
of the staff. One record for each staff in one day (it only counts

those that meets the attendance rules and the statistic

conditions set in shift setting);
5) 【Monthly Attendance Report】:It refers to the attendance
record of the staff within a month; one record for each staff for
every one month;
5. Database Management
On the top left corner of the software there is a pull-down menu of
the “System”, which includes four modules namely 【 Backup
【Restore
Database】, 【Compress
Database】, Database】and【Upgrade
Data Analysis】.
【Backup Database】: it will back up the database to a backup

file.
【Restore Database】:it will restore the information stored in the
database to the software.
【Compress Database】:The database will become large when
the software has been used for a period of time, which slows down the
running speed of the software.

1. Backup Database
Backup Database: it will back up all the data in the attendance
software to a file, and store it at the designated location. When the
system appears catastrophic failure, it can restore the backup file. To
ensure that all the data will not get lost.
Select “Backup Database” module in the pull-down menu of the
“System”, it will pop up a “Save As” window; select the backup path for
the backup database, and then click “Save” to complete the backup.
2. Restore Database
Select “Restore Database” module in the pull-down menu of the
“System”, it will pop up a “Authentication” dialog box:

Input the current “Users Name” and “Password”, and click

“Confirm” to enter the “Restore Database” window; open the backup
path of the database, and then select the database to be restored;
click “Open” to restore the database. As shown in the following
picture:
3. Compress Database
Select “Compress Database” module in the pull-down menu of

the “System”, it will compress the database.
6. System Maintenance
The “System Maintenance” window includes "User Management"
and “Remove Data”.
【User Management】: You can add, delete the administrator or
modify the jurisdiction of the administrator;
【Remove Data】: You can remove the expired attendance data
6.1 User Management
Click “User Management” module to enter the setting window of
user management
】:
A. 【Add】
】
In the “User Management” window, click “Add” to enter the “User
Property Page”; input the “Login ID” and “Login Password”; select the
operation jurisdiction for this administrator, and click “Save” to add an
administrator.

B. 【Modify】
】
Choose the administrator to be modified in the window of “User
Management”
Click “Modify” to enter the “User Property Page” window; modify

the “Login ID”, “Login Password” and the “operation Jurisdiction”, click
“Save” to finish the modification to the administrator.
C. 【Modify】
】
Select the administrator to be deleted in the "User Management"
window, and then click “Delete” to delete the administrator.

2. Remove Data
Click “Remove Data” module, the “Authentication” window will
pop up
Input the active “User Name” and “Password”, and then click
“Confirm” to enter “Remove the expired data in the database” window:
Select the months with the expired data, and then click “Confirm”
to remove the attendance data from the selected months.
2. Access Control
a. The Access Device management is the same with the
attendance device. Please refer to “Device Management”

b. Time Slot Setting

Step 1: Choose the machine
Step 2: Read, modify and download time slot
c. Lock Setting
Step: Select machine, and then set Lock Mixture; lastly download

d. Authorized Download
Step 1: Choose the machine

Step 2: select the tree-type department in the right side.
Step 3: select time slot and division
Step 4: select staff
Step 5: click “Download”

The End!

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Instruction Manual for Attendance Management System

C hapter Two Installation Requirem ents of System ……………………………………………………4

Chapter Three Software Installation and Database Connection…………………………………………5

3.1 Single Installation………………………………………………………5

3.2 Network Installation………………………………………………………8

3.3 Database Connection……………………………………………………16

Chapter Four Specific Operation Instructions of Software………………………………………………18

4.4 Personnel Informat ion…………………………………………………………20

4.4.3 【Staff Information】…………………………………………………22

4.4.4【Register Sta ff Demission】……………………………………………27

4. 5 Att endanc e M anagement ……… …………… …………… …………… …………2 9

4 .5. 4【 Sh i ft Patt er n】 …… … …… …… …… … …… ……… … …… … 3 6

4.5.8【Holiday Regis tration】…………………………………………………39

4.5. 10【Over work R eg ist rat ion】………… …………… …………… …………4 1

4.7 Statistic Repo rt… ……… …… ……… …… ……… … ……… ……… 53

4.8 System Maintenance…………………………………………………………54

Page 1 Total 51 Pages

Chapter One Function Characteristics of System

Page 2 Total 51 Pages

Chapter Two Installation Requirements of the

Chapter Three Installation and Uninstall of the

Page 3 Total 51 Pages

2. Click “Next” to install the program, or click “Cancel” to end the

Page 4 Total 51 Pages

3. Select the address where the program is to be installed. The

Page 5 Total 51 Pages

4. Choose or manually input the icon folder of the fingerprint

Chapter Four Introduction to the Operation

Procedure of the Software

Page 6 Total 51 Pages

Read-in” function), then transfer the information to the attendance

4.1 Functional Modules

Page 7 Total 51 Pages

4.2 Operating Procedures of the Software

Review Original Data

4.3 Operating Procedures for the Initial Use of the

Page 9 Total 51 Pages

Page 10 Total 51 Pages

Page 11 Total 51 Pages

Page 12 Total 51 Pages

(Daily Report , Monthly Report)

Chapter Five Specific Introduction to Each

Click 【Modify】 and then sequentially input company name

Page 13 Total 51 Pages

(compulsory, it can be abbreviated), address, telephone, and then

The Company is the general department of the whole department

Page 14 Total 51 Pages

【 Staff Information Setting 】 module is used to establish

Page 15 Total 51 Pages

Fill the archive information of the staff in 【Staff Information】

Page 16 Total 51 Pages

Department Tree Select indication arrow Inquiry Toolbar

Page 17 Total 51 Pages

Page 18 Total 51 Pages

Set field corresponding relationship, and then click “Next Step”;

If the staff information fails to be correctly imported, you can

Page 19 Total 51 Pages

1.4 Demission and Restoration Management

Select “Yes” to complete the restoration.

1.5 Set 【 Personnel Parameter】

Page 20 Total 51 Pages

Set the property information of the staff such as “Work Type”,

Page 21 Total 51 Pages