Step 4 - Device Setup: How to setup Device Monitoring?
Navigation: HRplus Time >> Setup >> Devices >> Device Monitoring
Device Monitoring
Device Monitoring allows the system to email users when time clock devices may be malfunctioning or not communicating punches to the Attendance Logs.
The user defines the monitoring criteria - period (start/end date; start/end time), variance (in minutes). Based on this criteria, the system performs checks on the time clock and automatically sends email to the stated user when there are discrepancies.
Enter a new Device Monitoring Record
Device ID: Select the Device ID to be monitored.
Device Name: The device name will be auto-filled when the device ID is selected.
Day of Week: Select the day of the week that the device is to be monitored. If the device must be monitored every day, then a new record must be created for each day.
Start Date: Enter the date that from which the devices will start being monitored.
End Date: Enter the date to stop the monitoring of the device. This field can be left blank if the device must be continually monitored.
Start Time: Select the time that the monitoring must start. For example, if employees start punching in for work from 7:00 am (or some other time prior to the start of their shift) or if they may start punching out for work at 3:00 pm, then this should be the time entered here.
If there are no expected punches for a period in the middle of the work day e.g. between 9:00 am and 3:00 pm, then this time must be excluded from the monitoring period so that no false alerts are sent to the user monitoring the device.
If required, then a separate record must be entered to monitor the clock in the afternoon period, where the start of the monitoring may be at 3:00 pm.
End Time: Select the time that monitoring must end. E.g. If no employee punches are expected after 9:00 am (and not until the afternoon at 4:00 pm), then 9:00 am should be entered here.
If required, then a separate record must be entered to monitor the clock in the afternoon period, where the end of the monitoring may be at 5:00 pm.
Apply to Public Holidays: If the device is also to be monitored on public holidays as employees also work on those days, then select Yes. Otherwise, select No.
Variance in Minutes: Enter the number of minutes, after which, if there are no punches coming from the clock into the HRplus application, then the system will send an alert to the identified user.
If employee punches are expected every 30 or 60 minutes for example, then either of these options is the time which must be entered here.
Send To: Select the user ID to be notified if there are no punches coming into HRplus based on the criteria identified above. The system will send an alert to the user's inbox in HRplus.
To enable the notification for the user's external/company email inbox, follow the steps below:
- Enter the relevant email in the user profile in the user administration screen in the security module.
- Go to Personnel >> HR Event Reminders >> Master Email Settings
- Find the task Send emails for who is responsible for task
- Flag task to enable.
Save the record and repeat to enter additional records.
An Example of the Notification to Check the Clock
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