Shared Device Setup and Clock Assignment

Clock assignment allows you to restrict the clock in and out by Device Assignment, GPS Assignment, or IP Assignment. Once the system recognizes an assignment to a reporting period the Clock In will be restricted. The restriction will still occur even if there is no assignment under device, GPS, or IP assignment. The Clock Out will require a note if you are outside the restricted area. If you do not have any of the assignments set up, make sure to keep the Clock Assignment set up as not active.

Clock Assignment:

On this tab, you will assign the reporting period in which the restriction will be based on. As soon as this assignment is set, the reporting period is restricted regardless of the setup in the Device Assignment, GPS Assignment, or IP Assignment.

1. From the Admin menu expand Time→ Time Clock → Clock Assignment
2. Click on Add to add a new record.
   1. Name* : Enter in a name for the assignment
   2. Description*: Description field (optional)
   3. Reporting Type* : In the drop down you can select from the available reporting periods. 
   4. Restricted* : Select one of the options in the drop down menu:
      1. ClockIn-ALLOWED ONLY within assignment | ClockOut- REQUIRE NOTES outside assignment: validation error if clocked in outside the assigned area and validation with required notes if clocked out outside the assigned area
      2. ClockIn - FLAG outside assignment | ClockOut - FLAG outside assignment: validation warning if clock in or clocked out outside the assigned area
      3. ClockIn - FLAG outside assignment | ClockOut - FLAG/NOTES outside assignment: validation warning if clocked in outside the assigned area and validation flag with notes outside the assigned area when clocking out outside the assignment
      4. ClockIn-No Restriction| Clock Out  - No Restriction: no validation against restrictions
      5. ClockIn & Clock Out - ALLOWED ONLY within assignment -  clock in and clock out restricted only the assigned area

2. Click Next. If you are setting this up for a shared device, click next all the way through until Finish is available. You will come back to the set up after you have set up the shared device. 

Device Assignment:

If there is a shared device, in this tab you can indicate the specific device where multiple users are able to clock in and clock out. Once a user has clocked in or out, the application will automatically log out.

1. A user will need to be created for the Shared Device under Organization → Employee. The user will be set up with No Entry Allowed in the "Allow Entry" field.   
   
2. Once a user is set up for the shared device, go to Security → Device Manager → Shared Device Grants.

   Note: If you have more than one shared device, create a user for each individual device

3. Click on Add to add a new record.
   1. Owner Login ID: ID of the user that was set up. In the example above, the ID is 'RESTONIPAD'.
   2. Target Portal:
      1. Clock In Out Tablet (for iPad or Android Tablet)

      2. Clock In Out Mobile (for iPhone and all android devices)

   3. Note: Optional field

1. Go to Admin → Time → Time Clock → Clock Assignment 

2. Click on the Device Assignment tab

3. Click Add to assign a device and define the fields.

   1. Device Owner: Select the device from the drop down menu. This will be the same device you have set up in the above steps.

   2. Name: Enter in a Name for the device
   3. Note: Optional field
4. Click on Save 
   
5. To setup the device as a shared device, the DATABASICS app will need to be downloaded.
6. To activate, an email address and activation code will be provided by DATABASICS to do the initial set up for the shared device. If the setup of shared device is done after the implementation stage, please contact our Support team for the activation email and code.
7. You will need to login as the shared device user that was set up in the steps above for the system to link the device and shared device user. This is a one time set up. Once you login with the shared device user, logout from the device.
   1. Example: We would login as user 'RESTONIPAD'. Once the activation, Login, and Logout is completed, the DATABASICS app is fully configured as Shared Device for that specific device.

GPS Assignment

If you would like to restrict the location of where an employee can clock in and clock out, the GPS coordinates can be set up. This is based on the Latitude and Longitude, along with how far of a radius it can range.

1. From Admin → Time Clock → Click Assignment screen. Select one of the existing assignment methods
2. Click on the GPS Assignment tab on the bottom window pane
3. Click Add to add a new record.
   1. Name: Enter in the name of the location
   2. Latitude: This is a positive number
   3. Longitude: This is a negative number
   4. Distance Unit: The distance away from the location a user can clock in or clock out
   5. Limit Unit: Miles or Kilometer
   6. Note: Optional Field

   7. Click Save

      

      Not sure where to find the coordinates? When you search for the location on Google Maps, right click on the location and click on 'Whats Here?'. The coordinates will show on the screen. You can also get the coordinates from the URL as shown below.  Note: Depending on where on the red balloon you click and select "What's here?" it will retrieve a different coordinate.  1

IP Assignment

Restrictions can be based on IP address. If you unsure what your IP address is, please check with your IT department. There may be just one IP address or a range.

1. From Admin → Time Clock → Click Assignment screen. Select one of the existing assignment methods
2. Click on the IP Assignment tab on the bottom window pane
3. Click Add to add a new record.
4. Name: Name of IP address
   1. From IP: IP address (this can be the start of the IP range)
   2. To IP: IP address (this can be the same as the From IP or the end of the IP range)
   3. Note: optional field

1. Click Save
   
   

* Indicates a required field