Users

    Many new laws and regulations are arising around biometric data. All companies in our industry that serves customers nationwide are required to have proper procedures in place for handling this kind of data. Check with your local counsel to ensure you do not have additional requirements.

    The compliance disclosure will only pop up once per login session.

    The uAttend interface for biometric compliance is a 3-step process.

    1. Check the confirmation box stating that the sample compliance consent agreement was provided to you.
      • Enter the Administrator account's initials to advance to the next section.
    2. Confirm one of the two options stating that you have either obtained consent or that it is not required. One of these two must be chosen to advance.
    3. Check the box to agree and accept the terms of the agreement.
      • Enter the name exactly as listed (Administrator's name) and press 'Accept'.

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    Common Questions: 

    • "My 'Accept' button is greyed out or does not appear."
      • Be sure you've completed the prior steps of entering your initials and selecting one of the radio buttons in step 2. 
      • Maximize your browser window or return the zoom level to 100% (if you've previously zoomed it in).
         
    • "I don't know which option to choose in step 2."
      • Laws are being enacted at the state level - check with your local Dept of Labor to find out if biometric consent is required in your state/municipality. 

    To add an employee, follow these steps:

    1. Click the Users tab on the main menu.
    2. Click Add User.
    3. From the Role drop-down menu, select Employee.
    4. In the First Name field, enter the employee's first name. 
    5. In the Last Name field, enter the employee's last name.
    6. From the Department drop-down menu, select the user's home department.
    7. From the Timezone drop-down menu, select the user's timezone.
      • You can add other user information on this screen or you may choose to enter it later.
    8. Click Save & Continue to continue adding user information, click Save & Add New to add a new user, or click Save & Close.

    For detailed explanations of the employee profile fields please refer to this Overview of the Employee Role article. 

    To set up the employee's profile, follow these steps:

    1. Click the Users tab on the main menu.
    2. Select the employee's name from the list.
    3. Click the Edit link in the appropriate section to select each setting. Click Save when you are finished with each setting.

    There are 3 possible status options for user accounts.

    Active Status: Indefinite storage of template data
    Archived Status: Template data is deleted after 30 days
    Temporary Inactive Status: Template data is stored for 180 days then deleted. The user is set to Archived status.

    Changing a user back to Active will reset any timers if they are made inactive again.

    Note: Only biometric data is deleted. Time card data is stored as long as your account is active.

    Archiving a User

    You can remove users from your account, but they will be archived rather than permanently deleted from the system. To archive a user, follow these steps:

    1. Click the Users tab on the main menu.
    2. Select the user’s name from the list.
    3. Scroll down to the Status section at the bottom of the screen.
    4. Click the Edit link.
    5. From the drop-down menu, select Archived or Temporarily Archived, then click Save.

    The employee is now removed from the active user list and will appear in the archived user list.

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    Unarchiving a User

    1. If you ever need to unarchive the employee, follow these steps:
      •  Click the Users tab on the main menu.
    2. Click Active Users at the left of the screen.
    3. Select to filter users by all, active or archived
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    4. A list of users will display.
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    5. Click the Unarchive link to the right of the user’s name.

     The employee is now back on the active user list.

     

     

    The Status page will give you a real-time view of who has recently punched in or out of the system.

    The employee "status" is based off of the last punch that they performed. If their last punch was missed, then you will find them in the "Missing" tab. The default view of the Who's In feature is "All Departments", but you can choose to view by a specific department if you wish to do so.

    To view data, click the Status tab, from there, you will see the default view: all employees for all departments. You can select a specific department to view using the department picker on the left-hand side.

    You can filter out punch status' as well. If you'd like to view only employees that are currently punched in, click the “In" tab. For a view of employees who are currently punched out, click the "Out" tab. And to view employees who missed their last punch, click the "Missing" tab. To return to view all employees, click the "All" tab.

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    Search—Allows you to search for any employee by first or last name. 

    Print—Displays a clean view of the data, preferable for printing. The data that is in your current view on the portal is what will display in the printed version.

    Email—Allows you to email the data. The data that is in your current view on the portal is what will display in the emailed version.

    Download—Allows you to download a copy of the data for local archiving. The data that is in your current view on the portal is what will display in the downloaded version.

      

    The Users Dashboard allows you to view all your users in a list or a card view. Both views provide the vital information you need at a glance, such as employee punch authentication methods and last login status.

    1. Add User: Click to add administrators, supervisors, or employees to your account. 
    2. Search: Easily search users by first or last name; your return list updates in real time. 
    3. Filter: Filter users by status, defaults to active.

    Note: You can also update the status of multiple users by selecting the checkbox next to each user (or select all). Once selected, you have the option to edit the status. This allows you to easily activate or archive users quickly.

    Card View

    List View

    Card/List View: Select to view your users by list or card view. By default, users will display by card view, however you can easily change based on your preference.

    • Switch to List View:
    • Switch to Card View:

    User Details:

    • First/last name
    • Role (administrator, supervisor or employee)
    • Department(s)
      • The user's responsible or home department. Supervisors who have more than one responsible department will display all departments for which they are responsible. Card view will display the number of responsible departments out of the number of all departments. On hover, responsible departments will display.
    • Last login details
      • If applicable, the user's last login will display along with the details of their login source (IP address if web login).
    • Authentication method (employees only)
      • Employees who punch using the time clock will display an icon for their time clock authentication method (PIN, Fingerprint, or RFID).

     

    Administrators can change all user passwords, including administrator passwords.

    To change a user password, follow these steps:

    1. Click the Users tab on the main menu.
    2. Select the user's name from the list.
    3. Click the Edit link in the Username/Password section.
    4. Overwrite the existing username and/or password with the new information.
    5. Click Save.

     

    To view and/or edit a user's profile, follow these steps:

    1. Click the Users tab on the main menu.
    2. Select the user’s name from the list or card depending on your view and you will be taken to the user's profile.
      • If you are unable to find the user you are looking for, you can always easily search. Be sure to change the filter from active to archived or all users if you are searching for an inactive user.
    3. Click Edit next to the field you would like to update.


    4. Once updated, click Save.

    Employees are assigned to departments. Administrators and supervisors with editing rights can assign rights and preferences to employees individually or at the department level. Depending on the preferences the administrator or supervisor sets up, employees can perform the following functions:

    • Punching in via time clock
    • Punching in via web
    • Punching in via smartphone app
    • Punching in via touch-tone phone
    • Editing timecards
    • Punching in for breaks and lunches
    • Viewing benefit hours, entering time off requests, adding expenses, and adding tips

    Punching In Via Time Clock

    Employees can punch in using a uAttend time clock. Depending on the time clock they are using, they can punch in with an RFID card, a PIN, or their fingerprints.

    For information on setting up time clocks, see the help sections on the time clocks—CB SeriesBN Series, or MN series.

    For information on PINs, see Setting Up Users for PIN Punching.

    For information on registering fingerprints, see Setting Up Users for Fingerprint Punching.

    Punching In Via the Web

    Employees can punch in using the URL that you set up when you created your uAttend account. When an employee logs in to uAttend, the Punch screen appears. They click the In button to punch in. If they are already punched in, then the Out button will appear.

    For more information, see Setting Up Users for Web Punching and Punching In Using the Web.

    Punching In Via Smartphone Application

    Employees can punch in using a smartphone application. For more information, see Setting Up Users for Smartphone App Punching and Punching In Using the Smartphone App.

    Punching In Via Touch-Tone Phone

    Employees can punch in by calling with a touch-tone phone. For more information, see Punching In Using a Touch-Tone Phone.

    Editing Employee Timecard

    Depending on the preferences the administrator sets up, employees can have editing rights for their timecard. For more information on assigning editing rights, see Assigning Timecard Editing Rights.

    Once employees log in, they click My Timecard to access their timecard. To add a punch, click the green plus sign (+) to the right of the appropriate date. To delete a punch, click the red X to the right of the appropriate date. To change a punch time, click the Edit link to the right of the appropriate date and edit the punch time. Click Save.

    Punching In for Breaks/Lunches and Job Tracking

    Employees can punch in/out for breaks and lunches through the employee login screen, if given login rights. They can also punch in and out of jobs, if the Job Tracking feature is enabled for them. For more information on job tracking, see Enabling Job Tracking.

    Viewing Benefit Hours, Entering Time Off Requests, Adding Expenses, Adding Tips

    The Employee Services tab may be available on the employee login page. The Employee Services features allow employees to view benefit hours, enter time off requests, add expenses, and add tips. These features are only available if the employee is using one of the Platinum Series C time clocks (BN6500, BN6000, CB6500, CB6000) or punches in through the uAttend website, and if the employee's department is enabled for one of the Employee Services features.For more information on time off requests, see Time Off Requests. For more information on expenses, see Adding Expenses. For more information on tips, see Adding Tips.

    To add a supervisor, follow these steps:

    1. Click the Users tab on the main menu.
    2. Click Add User.
    3. From the Role drop-down menu, select Supervisor.
    4. In the First Name field, enter the supervisor's first name.
    5. In the Last Name field, enter the supervisor's last name.
    6. Click Save & Close.

    For an explanation of the Supervisor role and settings please refer to this article. 

    To set up the supervisor's profile, follow these steps:

    1. Click the Users tab on the main menu.
    2. Select the supervisor's name from the list.
    3. Click the Edit link in the appropriate section to select each setting. Click Save when you are finished with each setting.

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    Supervisors are assigned departments for which they are responsible. Depending on the preferences the administrator sets up, supervisors can perform the following functions:

    Supervisors can perform all of the same functions as administrators except: setting the time format, posting company-wide notices, setting up pay periods, adding and removing time clocks, adding IP addresses and caller IDs, setting up holidays, exporting timecards, and setting up timecard approval.

    The following screen shows the supervisor home page.

    To add an administrator, follow these steps:

    1. Click the Users tab on the main menu.
    2. Click Add User.
    3. From the Role drop-down menu, select Administrator.
    4. In the First Name field, enter the administrator's first name.
    5. In the Last Name field, enter the administrator's last name.
    6. In the User Name field, enter the administrator's user name.
    7. In the Password field, enter the administrator's password.
    8. Click Save & Close.

    Click here to read an Overview of the Administrator Role.

    To set up the administrator's profile, follow these steps:

    1. Click the Users tab on the main menu.
    2. Select the administrator's name from the list.
    3. Click the Edit link in the appropriate section to select each setting. Click Save when you are finished with each setting.

     Administrators have control over the uAttend account. They set all preferences within the account. Administrators can perform the following functions:

     The following screen shows the administrator home page.

    After you set up departments, you will add users to your uAttend account and assign them to the departments. You can also customize each user's profile by using the settings found on the Users page. There are three types of users in uAttend: administrators, supervisors, and employees.

    Administrators—Administrators have control over the uAttend account. They set all preferences within the account. Administrators add all users, including employees, supervisors, and other administrators. For more information, see Overview of the Administrator Role.

    Supervisors—Supervisors are assigned departments for which they are responsible. Supervisors can perform many of the same functions that administrators can, with the exception of the features found under the Settings tab. For more information, see Overview of the Supervisor Role.

    Employees—Employees are assigned to departments. The functions that employees can perform are limited to punching in and out and viewing/editing their time card, depending on the rights that the administrator has set up for them. For more information, see Overview of the Employee Role.

    Adding New Users

    To add a user, follow these steps:

    1. Click the Users tab on the main menu.
    2. Click the Add User link.
    3. From the drop-down menu, select the type of user you wish to add: EmployeeSupervisor, or Administrator.
    4. In the First Name field, enter the user's first name.
    5. In the Last Name field, enter the user's last name.
    6. To assign the user to a department, select the user's home department from the Department drop-down menu.
    7. Enter any additional user information in the fields that appear.
    8. Click Save & Continue to continue adding user information, click Save & Add New to add a new user, or clickSave & Close.

    User Profile

    Depending on your user type, the following options are available on the user profile screen. To access this screen, click the Users tab and click the name of the user whose profile you wish to edit.

    • Rolethe role (administrator, supervisor, or employee) assigned to the user.
    • First/Last Name—the first and last name of the user.
    • Username/Password—the username and password assigned to the user.
    • Home Department—the home department to which an employee belongs.
    • Responsible Department(s)—the department(s) for which a supervisor is responsible.
    • Timezone—the timezone in which the user works.
    • Email—the user's email address.
    • Phone—the user's phone number.
    • Add/Archive Employees/Users—allows a supervisor to add and archive users.
    • Edit Rights—rights assigned to the user (View Only or View & Edit).
    • Smartphone Access—allows a supervisor to access their account via the smartphone app.
    • Group Punch —allows a supervisor to use the group punch feature within the smartphone app; you can also allowGroup Real Time PunchGroup Variable Time Punch, or Both.
    • Employee Payroll ID—reference number for salary reports.
    • Hourly Rate—the hourly rate of the user.
    • Shifts—allows you to select the shift(s) to which the employee is assigned.
    • Job Tracking—indicates whether the job tracking feature is enabled for this employee. This feature is only available for users in your account using one of the Platinum Series C time clocks (BN6500, BN6000, CB6500, CB6000) and for users punching in through the uAttend website.
    • Status—indicates whether the user is active or archived.