SMS & Email


1. How to configure Email alert for Late?

Click Utility ⇨ App. Configuration
In App. Configuration set value "YES" of Automatic Email on Late Arrival.
By default it have value "NO"
Next step is configuring Email Setting.
For which go to menu Message Centre ⇨ Email Setup
Change default setting.
Enter your SMTP Email Account detail. (E.g. like Gmail account) through which ONtime send emails.
Next step is configuring Email Template.
For which go to menu Message Centre ⇨ SMS/Email Template change Email Template for Late Arrival.
Next step is creating team.
For which go to menu Transaction ⇨ Team Management
Next step is configuring scheduler for SMS and email alerts.
For which go to menu Rep Scheduler ⇨ Scheduler
Note: Only one scheduler is created in ONtime Software.
If you already have scheduler you modify it otherwise create new.
For scheduling SMS and email select scheduler type SMS & Email. Add time according to your need.
You can add multiple times in scheduling.
Run Auto SMS Email Scheduler.

2. How to configure Email alert for absent?

Click Utility ⇨ App. Configuration
In App. Configuration set value "YES" of Automatic Email on absent.
By default it have value "NO"
Next step is configuring Email Setting.
For which go to menu Message Centre ⇨ Email Setup
Change default setting.
Enter your SMTP Email Account detail. (E.g. like Gmail account) through which ONtime send emails.
Next step is configuring Email Template.
For which go to menu Message Centre ⇨ SMS/Email Template change Email Template for Absent.
Next step is creating team.
For which go to menu Transaction ⇨ Team Management
Next step is configuring scheduler for SMS and email alerts.
For which go to menu Rep Scheduler ⇨ Scheduler
Note: Only one scheduler is created in ONtime Software.
If you already have scheduler you modify it otherwise create new.
For scheduling SMS and email select scheduler type SMS & Email. Add time according to your need.
You can add multiple times in scheduling.
Run Auto SMS Email Scheduler.

3. How to configure Email alert for late early departure?

Click Utility ⇨ App. Configuration
In App. Configuration set value "YES" of Automatic Email on late early departure.
By default it have value "NO"
Next step is configuring Email Setting.
For which go to menu Message Centre ⇨ Email Setup
Change default setting.
Enter your SMTP Email Account detail. (E.g. like Gmail account) through which ONtime send emails.
Next step is configuring Email Template.
For which go to menu Message Centre ⇨ SMS/Email Template change Email Template for late early departure.
Next step is creating team.
For which go to menu Transaction ⇨ Team Management
Next step is configuring scheduler for SMS and email alerts.
For which go to menu Rep Scheduler ⇨ Scheduler
Note: Only one scheduler is created in ONtime Software.
If you already have scheduler you modify it otherwise create new.
For scheduling SMS and email select scheduler type SMS & Email. Add time according to your need.
You can add multiple times in scheduling.
Run Auto SMS Email Scheduler.

4. How to configure Email alert for leave?

Click Utility ⇨ App. Configuration
In App. Configuration set value "YES" of Automatic Email on leave.
By default it have value "NO"
Next step is configuring Email Setting.
For which go to menu Message Centre ⇨ Email Setup
Change default setting.
Enter your SMTP Email Account detail. (E.g. like Gmail account) through which ONtime send emails.
Next step is configuring Email Template.
For which go to menu Message Centre ⇨ SMS/Email Template change Email Template for leave.
Next step is creating team.
For which go to menu Transaction ⇨ Team Management
Next step is configuring scheduler for SMS and email alerts.
For which go to menu Rep Scheduler ⇨ Scheduler
Note: Only one scheduler is created in ONtime Software.
If you already have scheduler you modify it otherwise create new.
For scheduling SMS and email select scheduler type SMS & Email. Add time according to your need.
You can add multiple times in scheduling.
Run Auto SMS Email Scheduler.

5. How to configure Email alert for on duty?
Click Utility ⇨ App. Configuration
In App. Configuration set value "YES" of Automatic Email on duty.
By default it have value "NO"
Next step is configuring Email Setting.
For which go to menu Message Centre ⇨ Email Setup
Change default setting.
Enter your SMTP Email Account detail. (E.g. like Gmail account) through which ONtime send emails.
Next step is configuring Email Template.
For which go to menu Message Centre ⇨ SMS/Email Template change Email Template for on duty.
Next step is creating team.
For which go to menu Transaction ⇨ Team Management
Next step is configuring scheduler for SMS and email alerts.
For which go to menu Rep Scheduler ⇨ Scheduler
Note: Only one scheduler is created in ONtime Software.
If you already have scheduler you modify it otherwise create new.
For scheduling SMS and email select scheduler type SMS & Email. Add time according to your need.
You can add multiple times in scheduling.
Run Auto SMS Email Scheduler.

6. How to configure SMS for late?

Click Utility ⇨ App. Configuration
In App. Configuration set value “YES” of Automatic SMS on late.
By default it have value "NO"
Next step is configuring SMS API.
For which go to menu Message Centre ⇨ SMS API.
Paste SMS API URL here. Validate and save it.
Next step is configuring SMS Template.
For which go to menu Message Centre ⇨ SMS/Email Template change SMS Template for on late.
Next step is creating team.
For which go to menu Transaction ⇨ Team Management
Next step is configuring scheduler for SMS and email alerts.
For which go to menu Rep Scheduler ⇨ Scheduler
Note: Only one scheduler is created in ONtime Software.
If you already have scheduler you modify it otherwise create new.
For scheduling SMS and email select scheduler type SMS & Email. Add time according to your need.
You can add multiple times in scheduling.
Run Auto SMS Email Scheduler.

7. How to configure SMS for early late departure?

Click Utility ⇨ App. Configuration
In App. Configuration set value “YES” of Automatic SMS on early late departure.
By default it have value "NO"
Next step is configuring SMS API.
For which go to menu Message Centre ⇨ SMS API.
Paste SMS API URL here. Validate and save it.
Next step is configuring SMS Template.
For which go to menu Message Centre ⇨ SMS/Email Template change SMS Template for on early late departure.
Next step is creating team.
For which go to menu Transaction ⇨ Team Management
Next step is configuring scheduler for SMS and email alerts.
For which go to menu Rep Scheduler ⇨ Scheduler
Note: Only one scheduler is created in ONtime Software.
If you already have scheduler you modify it otherwise create new.
For scheduling SMS and email select scheduler type SMS & Email. Add time according to your need.
You can add multiple times in scheduling.
Run Auto SMS Email Scheduler.

8. How to configure SMS for absent?

Click Utility ⇨ App. Configuration
In App. Configuration set value “YES” of Automatic SMS on absent.
By default it have value "NO"
Next step is configuring SMS API.
For which go to menu Message Centre ⇨ SMS API.
Paste SMS API URL here. Validate and save it.
Next step is configuring SMS Template.
For which go to menu Message Centre ⇨ SMS/Email Template change SMS Template for on absent.
Next step is creating team.
For which go to menu Transaction ⇨ Team Management
Next step is configuring scheduler for SMS and email alerts.
For which go to menu Rep Scheduler ⇨ Scheduler
Note: Only one scheduler is created in ONtime Software.
If you already have scheduler you modify it otherwise create new.
For scheduling SMS and email select scheduler type SMS & Email. Add time according to your need.
You can add multiple times in scheduling.
Run Auto SMS Email Scheduler.

9. How to configure SMS for leave?

Click Utility ⇨ App. Configuration
In App. Configuration set value “YES” of Automatic SMS on leave.
By default it have value "NO"
Next step is configuring SMS API.
For which go to menu Message Centre ⇨ SMS API.
Paste SMS API URL here. Validate and save it.
Next step is configuring SMS Template.
For which go to menu Message Centre ⇨ SMS/Email Template change SMS Template for on leave.
Next step is creating team.
For which go to menu Transaction ⇨ Team Management
Next step is configuring scheduler for SMS and email alerts.
For which go to menu Rep Scheduler ⇨ Scheduler
Note: Only one scheduler is created in ONtime Software.
If you already have scheduler you modify it otherwise create new.
For scheduling SMS and email select scheduler type SMS & Email. Add time according to your need.
You can add multiple times in scheduling.
Run Auto SMS Email Scheduler.

10. How to configure SMS for on duty?

Click Utility ⇨ App. Configuration
In App. Configuration set value “YES” of Automatic SMS on duty.
By default it have value "NO"
Next step is configuring SMS API.
For which go to menu Message Centre ⇨ SMS API.
Paste SMS API URL here. Validate and save it.
Next step is configuring SMS Template.
For which go to menu Message Centre ⇨ SMS/Email Template change SMS Template for on duty.
Next step is creating team.
For which go to menu Transaction ⇨ Team Management
Next step is configuring scheduler for SMS and email alerts.
For which go to menu Rep Scheduler ⇨ Scheduler
Note: Only one scheduler is created in ONtime Software.
If you already have scheduler you modify it otherwise create new.
For scheduling SMS and email select scheduler type SMS & Email. Add time according to your need.
You can add multiple times in scheduling.
Run Auto SMS Email Scheduler.

11. How to configure Email alert on real time attendance?

Click Utility ⇨ App. Configuration
In App. Configuration set value “YES” of Automatic Email on real time attendance.
By default it have value "NO"
Next step is configuring Email Setting.
For which go to menu Message Centre ⇨ Email Setup
Change default setting.
Enter your SMTP Email Account detail. (E.g. like Gmail account) through which ONtime send emails.
Next step is configuring Email Template.
For which go to menu Message Centre ⇨ SMS/Email Template change Email Template for Persent.
Next step is creating team.
For which go to menu Transaction ⇨ Team Management
Run Auto Downloader.

12. How to configure SMS alert on real time attendance?

Click Utility ⇨ App. Configuration
In App. Configuration set value “YES” of Automatic SMS on real time attendance.
By default it have value "NO"
Next step is configuring SMS API.
For which go to menu Message Centre ⇨ SMS API.
Paste SMS API URL here. Validate and save it.
Next step is configuring SMS Template.
For which go to menu Message Centre ⇨ SMS/Email Template change SMS Template for Persent.
Next step is creating team.
For which go to menu Transaction ⇨ Team Management
Run Auto Downloader.

13. How to configure Auto Report?

First of all you have to create Report Configuration.
For which you go to menu Rep Scheduler ⇨ Rep Sche Config.
Here you can configure reports on daily, weekly, monthly and yearly basis.
You have all type of filter for filtering employees.
Next step is creating team. For which go to menu Transaction ⇨ Team Management
Next step is creating Employee Configuration.
For which you go menu Rep Scheduler ⇨ Emp Sche Config.
Here you can configure a batch of employees for sending auto report.
You have all type of filter for filtering employees.
Next step is creating Report Group. For which you go to menu Rep Scheduler ⇨ Report Group.
Here you configure Report Group.
You can select only one Report configuration and you have two options you can choose normal mode or Team.
The difference between both mode is in normal mode report is mailed to employee configuration and in team mode report mailed to Team lead.
Next step is configuring scheduler for Report.
For which go to menu Rep Scheduler ⇨ Scheduler
Note: Only one scheduler is created in ONtime Software.
If you already have scheduler you modify it otherwise create new.
For scheduling Auto Report select scheduler type Report. Add time according to your need.
You can add multiple times in scheduling.
Run Auto Report Scheduler.

14. How to change SMS or Email Templates?

For changing SMS or Email Templates you go to menu Message Centre ⇨ SMS/Email Template.

User Setting


1. What is user?

User is a person who can use and access the functionality of ONtime.

2. How to create user?

In ONtime, Admin is created as default user.
If you want create another user, follow the steps as listed below
User Setting ⇨ User Info ⇨ Click on New Button
There are two options to create user:-
1. Create Normal/Admin user.
2. Create existing employee as user.
For create normal user we have to give user name password and other required fields.
For create employee as user please click on Is Existing Employee.
It will show the list of Employee, now select the employee to create as user.
Once you select the Employee then information like (employee image, user name, mobile number and email) will be filled up as configured as in employee master.

3. What is Difference between admin and user?

This is only authentication that user is admin or normal user.

4. How to set an user as Active or Inactive?

When you create new user, It will be as Active.
During modification there is an option (Is Active) to mark user as Active or Inactive.
If you uncheck this option then user will be Inactive otherwise user will be Active.
If user is Inactive he/she cannot login.

5. How to give access rights to the user?

Access rights means to give authorization and privilege to the user for example Delete, modify, view, export etc.
To configure access rights following steps s given below
Create Role from Role Master.
User Setting ⇨ Role Master ⇨ Click on new button pop up is shown to create Role.
After create role assign the rights to the role.

6. How to assign the rights to role?

After creating role, on rights side of role name Assign option is there click on this option a pop up is shown.
Where all module names are shown with Full, New, Modify, View, Delete, Export option.
Configure the settings as you want.

7. How to apply role to the user?

User Setting ⇨ User Rights, Pop up is shown with role and list of user.
Select particular user and assign role.

8. How to remove role for particular user?

User Setting ⇨ User Rights, Pop up is shown with role and list of user.
Select particular user and click on remove role.

9. Can we give multiple role to single user?

No, we cannot give multiple roles to the single user.

10. Can we assign single role to multiple users?

Yes, we can assign single role to multiple user.

11. Can we allow user to access data of particular company, branch, department, designation, employee group.

Yes, we can allow a user to access data of particular company, branch, department, designation, employee group.
Using Allowed master.
Following step is given below for configure allowed master:-
User Setting ⇨ Allowed Master click on this button a pop is shown with username, company, branch, department, designation and employee group.
Using allowed master we can assign multiple company, branch, department, designation and employee group to selected user.
You can modify delete the allowed master setting of any user.

12. What is Approver?

Approver is existing user/authorised person who can approve leave which is request by employee.

13. How can create approver?

We can create approver from Master ⇨ Approver ⇨ click on this menu button
and then click on new button a pop is shown a select button is there and click on this button again a pop is shown with user list .
Select particular user and create approver.

14. Can we make employee as approver?

Yes, for this you have to set employee as user from user master then you can create approver.

15. What is team management?

Team management is option to create team for approver.
For create team follow these step:-
1. Atleast one approver is required for assign Team.
Transaction ⇨ Team Management ⇨ Select approver
and then click on assign button pop up is shown with employee list, here you can select multiple employees and click on save button.

16. What is use of team management?

Team management is used for reporting purpose, like sms/email alerts and auto reporting.

17. Can we assign single employee to multiple approver.

No, an employee can be under single approver. Bu you can assign single/multiple employees to a single approver.

18. Can we assign super user under normal approver.

No, super approver cannot comes under normal approver but normal approver can be under super approver.

19. Can we create team without approver??

No, we cannot create team without approver.

Employee Group


1. What is Emp Group (Employee Group) ?

Employee group is used to apply a set of time office policies to a group of employees instead of Appling policies to each employees.
To implement this you have to create an employee group and set rules for this employee group.
Now apply this group to all those employees for whom you want to apply same rules.

2. How many types of Employee Group we can manage?

No Limit, you can create many employee group as per your requirement.

3. How can I manage Weekly Off ?

To manage weekly off you have to set Weekly Off-I (First weekly off) and Weekly Off-II (Second weekly off) in Employee Group.
Weekly Off-I is used as default weekly off for your organization.
Weekly Off-II is used as an alternate weekly off which is used in your organization.
In case of weekly off-II you can configured some particular day only (e.g. First, Second, Third, Fourth, Last etc.) if required.
If weekly off-II is not applied in your organization then you can set None.

4. How many type of OT calculation available?

There are three types of OT calculation is available as listed below
• Out Time – Shift End Time
• Working Hours – Shift Hours
• Early Coming + Late Going

5. How can I manage Auto Shift?

To manage auto shift you have to set the option in Employee Group and follow the steps as listed below
• Auto Shift Allowed ⇨ Yes
• Early minute allowed for shift start ⇨Enter the minute value to be treat as In time before the shift start time (e.g. shift start time is 10 AM, and you have entered minute value 30 then, If employee comes 9:31 AM to 10 AM then he/she will be eligible for this shift)
• Late minute allowed for shift start ⇨Enter the minute value to be treat as In time before the shift start time (e.g. shift start time is 10 AM, and you have entered minute value 30 then, If employee comes 10 AM to 10:30 AM then he/she will be eligible for this shift)
Note : (If employee punch not in between 9:31 AM to 10:30 AM then he will be eligible for his/her default shift for that day, Default shift is configured in Employee Master)
• Now apply this Employee group to those employees for whom you want to apply auto shift.
• Set Auto Shift ⇨ Yes to those employees for whom you want to apply auto shift.

6. How to remove duplicate punches for a time period ?

Employee Group ⇨ Tick-on Rule No. 1 (Duplicate check minute) and enter the value.
Using this all duplicate punch will be removed between the time period of first punch and time obtained by adding the minute value in first punch and same will be applied periodically to that time minute.

7. How to set Weekly-Off/Holiday as Absent, if Absent before and after Weekly-Off/Holiday?

Employee Group ⇨ Tick-on Rule No. 3 ⇨ Consider (Weekly-Off/Holiday) as Absent, if Absent before and after (Weekly-Off/Holiday).

9. How to set minimum working period to be treat as Over Time?

Employee Group ⇨ Tick-on Rule No. 4 ⇨ Minimum Working Period to Calculate OT (in Minute) ⇨ Enter minute value.
(e.g. enter value is 60, If extra work hour is less than 60 minute then it will not be treat as over time, if extra work minute is more than 60 minute (70), then 70 minute will be over time).

9. How to set Early Punch (Early Arrival)?

Employee Group ⇨ Tick-on Rule No. 5 ⇨ Treat as Early Punch, Coming before In Time (in Minute) ⇨ Enter minute value.
(e.g. enter value 30, shift start time is 10 AM, If employee comes before or till 9:30 AM then he/she will be treated as (shift start time – arrival time) minute early arrival).

10. How to set Late Departure?

Employee Group ⇨ Tick-on Rule No. 6 ⇨ Treat as Late Departure, after Out Time (in Minute) ⇨ Enter minute value. (e.g. enter value 30, shift end time is 18:30 PM,
If employee goes out after 19 PM then he/she will be treated as (out time – shift end time) minute Late Departure.

11. How to deduct break time from working hours?

Employee Group ⇨ Tick-on Rule No. 7 ⇨ Deduct Break Time from working Hours.
(In this case employee must have to punch during goes out and comes in).

12. How to deduct shift break time from working hours?

Employee Group ⇨ Tick-on Rule No. 20 ⇨ Deduct Shift Break Time from working Hours (e.g. lunch break, tea break etc.).
(In this case not need to punch for break).

13. How to set work duration to be treat as Present/Absent?

Employee Group ⇨ Tick-on Rule No. 9 ⇨ Treat as Absent, if work duration is less than (in Minute) ⇨ Enter minute value.
(If work duration is more than or equal to entered minute value then he/she will be treated as present )

14. How to set work duration to be treat as Half Day present/absent?

Employee Group ⇨ Tick-on Rule No. 8 ⇨ Treat as Half Day, if work duration is less than (in Minute) ⇨ Enter minute value.
(If work duration is less than entered minute value then he/she will be treated as half day present/absent )

15. How to set penalty to Late arrival employees who comes late many times?

You can set two type of penalty to late arrival employees.
Either you can Mark it as Half Day Absent of Full Day Absent.
• For Half Day absent ⇨ Tick-on Rule No. 10 ⇨ Treat as Half Day Absent, If Person is Late more than (in Days) ⇨ Enter days value.
• For Full Day absent ⇨ Tick-on Rule No. 11 ⇨ Treat as Full Day Absent, If Person is Late more than (in Days) ⇨ Enter days value. (e.g. days value is 2, In this case If employee comes late only two days then no penalty will be applied, If he/she comes late three days then third late day will be marked as Half/Full day absent as per applied rule. Same will be applied for every third late. For this no need to be continuous late. It will be applicable all late days in whole month).

16. How to set maximum late allowed minute (permitted time for late arrival)?

Employee Group ⇨ Tick-on Rule No. 12 ⇨ Maximum Late Allowed (in Minute) ⇨ Enter minute value.
(e.g. enter value 30, If employee comes late 30 minute after shift start time then he/she will be treat as late arrival, If he/she comes before 30 minute after shift start then he will not be treated as late arrival)

17. How to set penalty to Late arrival employees who comes late beyond permitted time?

Employee Group ⇨ Tick-on Rule No. 15 ⇨ If Employee Comes Late beyond Permitted Time, Deduct ⇨ (Half/Full Day).
(If you set it Half Day then he/she will be marked as half day absent, If you set it Full Day then he/she will be marked as full day absent )

18. How to set maximum Early Departure allowed minute (permitted time for early departure)?

Employee Group ⇨ Tick-on Rule No. 13 ⇨ Maximum Early Departure Allowed (in Minute) ⇨ Enter minute value.
(e.g. enter value 30, If employee goes out 30 minute before shift end time then he/she will be treat as early departure, If he/she goes out before less than 30 minute before shift end time then he will not be treated as early departure)

19. How to set penalty to early departure employees who goes early beyond permitted time ?

Employee Group ⇨ Tick-on Rule No. 16 ⇨ If Employee Departed Early beyond Permitted Time, Deduct ⇨ (Half/Full Day).
(If you set it Half Day then he/she will be marked as half day absent, If you set it Full Day then he/she will be marked as full day absent )

20. Eligible for (Weekly-Off/Holiday), Present(Days), in a Week?

Employee Group ⇨ Tick-on Rule No. 14 ⇨Enter days value.

21. What is use of rule no 17 & 18 and how to use it?

Both rules are used for night shift.
• Employee Group ⇨ Tick-on Rule No. 17 ⇨ For Night Shift-Treat as In-Time, if Person comes prior to Shift Start-Time(in Hrs) ⇨ Enter hours value.
(e.g. hours value is 1, shift start time is 20 PM, If employee’s punch found after 7 PM then he/she will be eligible for this shift, If employee’s punch found before 7 PM then he/she will not be eligible for this shift)
• Employee Group ⇨ Tick-on Rule No. 18 ⇨ For Night Shift-Treat as Out-Time, if Person goes after Shift Out-Time(in Hrs) ⇨ Enter hours value.
(e.g. hours value is 2, shift end time is 5 AM, If employee’s punch found after 7 AM then he/she will not be eligible for this shift, If employee’s punch found before 7 AM then he/she will be eligible for this shift)

22. What is use of (Punch not Required), How to mark employee as present without punch?

This option is mostly used for those employees to whom you don’t want to be punch on attendance device and you want to mark them as present on office timing, It is mostly used for management level employee, director etc.
Then Create an employee group ⇨ Tick-on Rule No. 19.

Shift Setting


1. How to create shift?

To create shift in ONtime, follow the steps as below
Shift Setting ⇨ Shift Master ⇨ New.
Fill the required information.
Shift Hours is actual shift hours including break.
Enter the shift start time, end time will appear automatically.
You can define multiple breaks also.

2. How to manage shift break?

In shift master there is an option to Add/Delete shift break.
Shift break can be between shift start time and shift end time.

3. Is it possible to create a shift for more than 24 working hours.

No, A shift can be maximum of 24 hours, while during shift creation you can create a shift maximum of 22 hours.

4. How to configure Night Shift ?

To create night shift in ONtime, follow the steps as below Shift Setting ⇨ Shift Master ⇨ New.
For night shift, shift end time should be on next day to shift start time.
If you are using night shift then you must have to configure Rule No. – 17 & 18 in Employee Group Master (from Master ⇨ Emp. Group).

5. What is the use of Shift Group?

A Shift Group is collection of one or more than one Shift.
Shift Group is used while creating employee Master and Shift Roster.
To create shift group follow the steps. Shift Setting ⇨ shift Group.

6. What is the role of Applicable Month while creating a Shift Group?

Applicable Month is the month from which Shift Group will be applicable.

7. How to create shift roster?

To create night shift in ONtime, follow the steps as below Shift Setting ⇨ Shift Roster.
To create shift roster you must have to create Employee Group (from Master ⇨ Emp. Group) and Shift Group (from Shift Setting ⇨ Shift Group).
You can set first weekly off and second weekly off also during shift roster creation.
You can also configure roster for a period, then the configured shift will be applicable only for that period only.

8. what is Shift Rotation type in Roster Creation?

There are three types of rotation type Daily, Weekly, Monthly.
Daily is used to apply roster setting on day number wise for all seven days for selected period.
Weekly is used to apply roster setting for week day wise for selected period.
Monthly is used to apply roster for month days for selected period.

9. How to apply roster to an employee?

To apply roster to an employee follow the steps. Shift Setting ⇨ Roster Scheduler.
Here you can remove roster from employee or you can assign roster to employee.
You can apply roster to a single employee or multiple employee from this screen.
You can also apply roster to an employee from employee master also (e.g. Master ⇨ Employee master ⇨ Modify ⇨ Show all Tab ⇨ Shift Detail ⇨ Select Roster and click on Apply Roster)

10. How to change/remove roster of an employee?

Yes, You can change/remove roster from (Shift Setting ⇨ Roster scheduler).
Here you can remove roster from employee or you can assign roster to employee.
To change roster you can also follow.
follow (e.g. Master ⇨ Employee master ⇨ Modify ⇨ Show all Tab ⇨ Shift Detail ⇨ Select Roster and click on Apply Roster).
)But you can’t remove roster from employee master.

11. What is the Minimum and Maximum duration for which roster can be created?

If you are creating a roster with Weekly or Daily rotation type then you need to have at least seven days between start date and end date but there is no maximum duration limit.
In case monthly rotation type there is no limitation.

12. Is it possible to modify roster setting once created?

No, you cannot modify roster setting whether it is applied to an employee or not.
If you want to make changes than you have to create a new roster rather to modify the existing with your desired setting and delete the existing.

13. How to see the employee shift for the whole month after applying a roster?

There is two option to see the employee roster.
(A) Employee Master (Master ⇨ Employee master ⇨ Modify ⇨ Show all Tab ⇨ Shift Detail).
Here shift calendar will show for current month you can change month to see another month’s shift (B) Report ⇨ Shift Report ⇨ Employee shift scheduler.

14. Can we change shift for single/multiple day after applying roster to an employee?

Yes, you can change shift for an employee by from (Master ⇨ Employee master ⇨ Modify ⇨ Show all Tab ⇨ Shift Detail).
Select date/dates ⇨ right click ⇨ change shift and select the desired shift ⇨ Save.

15. If a roster is applied to an employee for a period, what will be the shift of that employee after that period?

When roster period is finished. Then the shift of employee will be default shift as configured as in employee master.

16. What is auto shift?

If in any organisation there are multiple shift are used. And employee are allowed to work in any shift.
In this case employee shift is consider as per employee arrival time at organisation. It is known as auto shift process.

17. How can I manage Auto Shift?

To manage auto shift you have to set the option in Employee Group and follow the steps as listed below
• Auto Shift Allowed ⇨ Yes
• Early minute allowed for shift start ⇨Enter the minute value to be treat as In time before the shift start time (e.g. shift start time is 10 AM, and you have entered minute value 30 then, If employee comes 9:31 AM to 10 AM then he/she will be eligible for this shift)
• Late minute allowed for shift start ⇨Enter the minute value to be treat as In time before the shift start time (e.g. shift start time is 10 AM, and you have entered minute value 30 then, If employee comes 10 AM to 10:30 AM then he/she will be eligible for this shift)
Note : (If employee punch not in between 9:31 AM to 10:30 AM then he will be eligible for his/her default shift for that day, Default shift is configured in Employee Master)
• Now apply this Employee group to those employees for whom you want to apply auto shift.
• Set Auto Shift ⇨ Yes to those employees for whom you want to apply auto shift.

18. How to deduct break time from working hours?

Employee Group ⇨ Tick-on Rule No. 7 ⇨Deduct Break Time from working Hours. (In this case employee must have to punch during goes out and comes in).

19. Is there any option to deduct shift break time from Shift hours?

Employee Group ⇨ Tick-on Rule No. 20 ⇨ Deduct Shift Break Time from working Hours (e.g. lunch break, tea break etc.). (In this case not need to punch for break).

20. What is rules to consider early arrival punch?

Employee Group ⇨ Tick-on Rule No. 5 ⇨ Treat as Early Punch, Coming before In Time (in Minute) ⇨ Enter minute value.
(e.g. enter value 30, shift start time is 10 AM, If employee comes before or till 9:30 AM then he/she will be treated as (shift start time – arrival time) minute early arrival).

21. What is the rules to consider late arrival punch?

Employee Group ⇨ Tick-on Rule No. 12 ⇨ Maximum Late Allowed (in Minute) ⇨ Enter minute value (e.g. enter value 30, If employee comes late 30 minute after shift start time then he/she will be treat as late arrival, If he/she comes before 30 minute after shift start then he will not be treated as late arrival)

22. How to create a shift with only working hours?

For a shift with only working hours you need to create a shift without any shift break from (Shift Setting ⇨ shift Master)

Holiday & Leave


1. How to create leave type?

Leave & Holiday ⇨ Leave Type ⇨ Click on New Button
Enter the required information like Leave Type, Display Name and Remarks.
*Remarks is optional. ⇨ Click the Save button.

2. How many leave type we can configure?

We can configure multiple leave type.

3. Can we apply multiple leave groups to an employee?

No

4. How to assign leave (number of leave) to employees?

Leave (number of leave) can be assigned through leave group master.

5. How to create Leave Group?

Leave & Holiday ⇨ Leave Group ⇨ Click on New Button
Enter Name of Leave Group and Remarks.
Select the leave(s). ⇨ Click Save
* Remarks is optional.

6. What is Leave Group?

Leave group is a combination of Leave Type.
We can also create Leave group with one leave only.
We can create multiple leave groups as per requirement.
Leave group is to be assigned to the employee.

7. How to mark an employee on leave?

Through Transaction
Transaction ⇨ Leave Entry ⇨ Select employee from grid ⇨ Click on New button
Select date, duration, leave type etc. ⇨ Click Save.
*If you don’t find employee in grid then select opening leave as Unassigned.
Through Employee Master
Master ⇨ Employee Master ⇨ Select Employee ⇨ Click on Modify ⇨ Select or Check "Show All Tabs" Click Leave / On Duty tab ⇨ Apply the leave group if already not applied ⇨ Choose and right click date to which leave is to be assigned Click on Assign Leave ⇨ Select date, duration, leave type etc. ⇨ Click Save.

8. Delete Leave entry.

Through Transaction
Transaction ⇨ Leave Entry ⇨ Select employee from grid ⇨ Click on Modify button ⇨ Select leave to delete ⇨ Right click ⇨ Click on Delete.
Through Employee Master
Master ⇨ Employee Master ⇨ Select Employee ⇨ Click on Modify ⇨ Select or Check “Show All Tabs” ⇨ Click Leave / On Duty tab ⇨ Choose and right click date from which leave is to be deleted ⇨ Click on Delete Leave ⇨ Select leave to delete ⇨ Right click ⇨ Click on Delete.

9. Modify leave entry.

If you know the procedure of delete leave, then follow it otherwise refer to "Delete Leave Entry" then click the new or modify button under Leave Group Entry.
Delete that leave and then create new leave.

10. How to see leave report?

Report ⇨ Leave Report ⇨ selects the options as per your requirement ⇨ Click on Generate button.

11. How to see On Duty report?

Reports ⇨ On Duty Report ⇨ Select the options as per your requirement ⇨ Click on Generate button.

12. How to make an employee on-duty?

Through Transaction
Transaction ⇨ On Duty Entry ⇨ Select employee from grid ⇨ Click on New button ⇨ Select date, duration, leave type etc. ⇨ Click Save.
*If you don’t find employee in grid then select opening leave as Unassigned.
Through Employee Master
Master ⇨ Employee Master ⇨ Select Employee ⇨ Click on Modify button ⇨ Select or Check "Show All Tabs"
Click Leave / On Duty tab ⇨ Apply the leave group if already not applied ⇨
Choose and right click date to which On Duty is to be assigned ⇨ Click on Assign On duty ⇨ Select date etc. ⇨ Click Save.

13. How to create Holiday?

Leave & Holiday ⇨ Holiday ⇨ Click on New Button ⇨ Fill required information ⇨ Click on save button.

14. How to assign holiday group to employee?

Master ⇨ Employee Master ⇨ Select Employee ⇨ Click on Modify button ⇨ Group Details ⇨ Select Holiday Group.

15. What is Holiday Group?

Holiday Group is a combination of holidays.
We can also create holiday group with one holiday only.
We can create multiple holiday group as per requirement.
Holiday group is to be assigned to the employee if applicable.

16. How to View (or filter) holidays year wise?

Choose the year from combo/dropdown named "Holiday for Year" to filter the holiday year wise.

17. How to delete holiday from holiday group?

Holiday Group ⇨ Select holiday & then Click on Modify button ⇨ Unselect the holiday(s) which you want to remove from the group ⇨ click on save button.

18. What is Leave Approver?

A Leave Approver is the person who approves leave(s) taken by employee(s).

Employee Master


1. What IS Employee Master?

Employee Master Screen contains all information about Employee.
This screen has many tabs like –family/misc detail, earning&deduction, leave/onduty, shift details, qualification experience, communication Details.
It has also two options –Group Details, Date Details.
(i) Employee Information:-this tab has information about employee details like Company, Branch, Emp-Code, Group Details, and Date Details
(ii) Family/Misc Detail: - This tab has contains information about employee‘s family and bank details, other details like personal details like blood group, Religion.
(iii) Earning &Deduction: - This tab has information about employee Earning details and deduction.
(iv) Leave On Duty: - This tab has information about leave for employee and we also decide in which day can take holiday.
(vi) Shift Details: - This tab has information about shift details employee.
(vii) Qualification& Experience:-This tab has information about Employee’s qualification and previous company’s experience.
(viii) Communication Detail: - This tab has information about Employee’s communication details like Residential Address, permanent Address, Contact details (mobile No, telephone No., email etc).

2. What is Grade?

Grade related to employee Rank like a Group Employee, b group Employee.

3. What is Default Shift?

When we create Employee by default on default shift added if we select shift group from group details option then all shift related to that shift group showing in default shift combo after that we can select particular shift for this employee.

4. What is OT Applicable?

By default this option is “yes” if we don’t want to provide OT to particular employee we can choose option from this Combo.

5. How will be added new Shift details, Employee group and Holiday group?

For shift details firstly create shift master then shift group after that it will be show in shift details combo, For Employee group go to Master option then select employee group option and create desired employee group after that it will be show in Employee group Combo, For holiday group go to Leave and holiday option and create firstly holiday master then after create holiday group with this holiday master after create holiday group it will be show in holiday group combo.

6. What is Weekly off I, WeeklyOff II?

By Default Weekly Off I selected “Sunday”. Weekly Off I option means which is provide to employee like “Sunday” is mandatory to as Weekly Off I. we can also set Weekly Off I AND Weekly Off II according to our rules and policy. It is related to employee group. For Set Weekly off II then go to Master option and select particular employee Group and Click on weekly off II option and check the days whatever you want to set Weekly OffII.

7. What is date Details?

This option is use to fill the information about employee like joining Date, confirm date, marriage date, joining date etc.n

8. Can we set Multiple Shifts In One Roster?

Yes.

9. If we apply one roster to one employee after that can we update particular that Roster?

No.

10. Suppose we define deduction in while create employee master after some periods we want to calculate deduction the how to calculate and see how much amount has been added in deduction?

No.

Punch


1. What is Employee Wise Punch?

Through this screen you can fill the punch manually for single employee. We can see the employee’s punch like all punch, missed punch, complete punch.

2. What is Entry Mode, when we select IN/Out punch and Raw Punch Option?

Entry Mode selection has two option like IN/out and Raw Punch.
For Single punch you can select raw punch option and enter the single punch for one employee.
You can also enter the both IN/Out in row punch also. For multiple punches you can select IN/Out punch.

3. How to add Punch employee wise through this screen?

Through this screen you can fill the punch manually for single employee.
We can see the employee’s punch like all punch, missed punch, complete punch.

4. How to remove Punch?

. For this you can press F10 button and punch will be removed.

5. Can we export employee wise punch data?

Yes, you can export multiple punch employees wise thorough CSV file and Excel file.
Here one export button, click on export button and select .CSV and excel format file then that data will be exported.

6. Can we select Date wise and period wise punch of single employee?

You can select date wise and period wise punch in master grid for single employee.

7. What is Date Wise Punch?

Through this screen you can fill the punch manually for multiple employees in single Date.
We can see the employee’s punch like all punch, missed punch, complete punch.

8. How to add Punch date wise through this screen?

Firstly select single and multiple employees from master grid then click on add/modify punch button then after one form will open then fill the Intime and Outtime then click "apply to all employee" button after that intime and outtime value will be added in all employee Intime and outime value after that you can select device type option after select device type click on save button and punch will be added.

9. Can we export date wise punch for single or multiple employee?

Yes, you can export date wise punch for single or multiple employee’s thorough CSV file and Excel file.
Here one export button, click on export button and select .CSV and excel format file then that data will be exported.

10. Can we select Date wise and period wise punch of single employee?

No,you can only select data single date wise.

Device


1. Can we import punch from device log?

Yes, we can import punch from device log click on Device Setting ⇨ Punch from File Option.

2. How to import punch from file?

Go to Device Setting ⇨Punch From File click on this menu button pop up is shown.
For select particular punch file and select date format.
Selected date format should be same as file date format and select from date and to date than click on save button. Punch saves in Database.

3. Can we download attendance punch from attendance device?

Yes, we can download punch from attendance device using Device Setting ⇨ Punch Down. Option

4. How to download attendance punch from attendance device?

Go to Device Setting ⇨ Click on Punch Down.
Menu Pop up is shown with list of device and select particular device and click on download punch button.
We can download punch for specific date and or we can down load new punch from device.

5. How to Configure and connect Device with ON time?

Device Setting ⇨ Device
Enter all the information on the respective fields like IP address, Location, Direction, device port number, status.
After saving the settings check the device status.

6. what is the use of device admin?

Device Setting ⇨ Device Admin
Device admin is used for Device setting.
First of all to use the features you have to connect with the device.
Get device Info: Used to see all the device information including total Finger counts, User counts and manager.
User permission: this part is used to assign administrator rights to user registered in device by checking “User as administrator” And then select the user from the list after that press apply.
Get Device Time: used to check device date and time.
Update Device Time: used to update device time with system time.
Restore Fingerprint: Used to restore the fingerprint of the selected card no to the device.
Backup Fingerprint: Used to backup fingerprints of selected user from device.
Delete Fingerprint: Used to delete registered fingerprint of the selected user from device.
Upload Name: Used to set username for registered card no.
Get Company Name: Used to see company name registered in device.
Set Company Name: Used to Update Company name in the device.
Empty Finger and Punch: Used to Clear all attendance and Fingerprint information from the device.
Empty Device: Used to clear all Finger print and card information.

7. What is the use of Backup & utility Tab in device setting?

Device Setting ⇨ Backup & Utility
You can backup device data, set company name, set device time for multiple connected device simultaneously.

8. What is the use of "Backup Failed device" menu in backup & Utility?

Suppose you are taking backup of multiple device at a once, after the backup operation completed you can see the list of device that not able to backup data successfully.

9. How to restore finger to multiple attendance device?

Go to Device Setting ⇨ click on Restore & Utility button pop up is shown with different option For ex. Restore Finger, Set Employee Name, Set Device Administrator, Delete Device Admin etc.
Select Restore Finger option and press Load button than on left side back up device list is shown and on right side restore device list is shown. When we select back up device employee list is shown and then selects one particular back up device or we can select multiple back up device for restore fingerprint.

10. How to set device administrator for multiple device?

Go to Device Setting ⇨ click on Restore & Utility button pop up is shown with different option For ex. Restore Finger, Set Employee Name, Set Device Administrator, Delete Device Admin etc.
Select Set Device Administrator option and press Load button than on right side device list is shown.
Then we can select multiple device or specific device and select particular employee for set as device administrator.
We can set only 5 employees as device administrator for single device.

11. How to delete device administrator for attendance device?

Go to Device Setting ⇨ click on Restore & Utility button pop up is shown with different option For ex. Restore Finger, Set Employee Name, Set Device Administrator, Delete Device Admin etc.
Select Delete Device Admin option and press Load button than on right side device list is shown.
Then select particular device and then select particular employee whose User Type is admin.
Then press process button then admin converts in to user.

Database


1. How to configure ONtime application to my local database?

DB Utility ⇨ DB Configuration First select the authentication mode From {SQL Server, Window} and then Enter Server name, User name And Password.
Click on test connection, after successfully connected Press apply.

2. How to backup Current database?

DB Utility ⇨ Backup Database Select the location for backup database file.

3. How to restore database from backup file?

DB Utility ⇨ Restore Database Select database file from system location and then press OK

Import / Export


1. How can I import employee information in bulk?

We can import employee information in bulk using Import Employee option.
Utility ⇨ Import Employee than pop up is shown with Browse option.
Select (.csv) file with employee information and import in database.
If Duplicate employee information found then it shown in duplicate record tab.
Note : Only (.csv) file can be import.

2. What is .csv file?

.csv file stand for comma separated value. When we save excel file with .csv extension.

3. Can we import employee information from Attendance Device?

Yes we can import employee information from Attendance Device using Import Dev. Emp. Option.

4. How to download employee from Attendance Device.

We can download employee from device using Import Dev. Emp. Option.
Utility ⇨ Import Dev. Emp. Click on this menu button pop is shown select particular device and press download employee button.
Employees download from device and save in database.

5. What is the use of Report Template Option?

Report Template option is use for create custom report.
Custom Report means user can change Report header name and column header name and column hide and shown according needs of user.
After that report generate from custom report option.
Misc.Report ⇨ Custom Report Pop up is shown and select Report name and template name and click on generate button by default report generate in HTML format.
You can select other format like excel and text file format.
You can view report before generate with view/Reload option and also set column according to needs.

6. What is the use of bulk update option?

Bulk update option is use for update information of all employee like bank details, Primary details, date details, family details etc.

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