Time Recording

Time Recording

  • Logging in and out
  • Switching users
  • Advanced (Warnings, Bank holidays, Overtime (german regulation), User login with password, Mobile use, Rfid, QR code)

Trainee: if you have time, kindly tell me something about that clock option

Trainer:: do you mean the time recording?

Trainee: here we have hand punch machines installed in every hospital, which is connected with HR

Trainer: OK, when you are logged in, you can click on the clock button top middle. After clicking you will see the timerecording. There are a few hidden and a few visible elements.

Top left you see the name of the employee whose time tracking is displayed.

Right of the name you see the 2 buttons “begin” and “end” , clicking these sets the corresponding actual time . In case you want to set the date in the past or correct it, click one into the time field and a cursor will appear so that you can manually type the time (24:00 style, no am/pm). Try that please.

Trainee: I double clicked into the cell and get a green drop down menu with an empty cell/extra/reset

Trainer: please forget this for the moment, these are rarely used correction functions which will be explained in the advanced lesson. Just click the empty filed and you get back to normal.

Now click on the green start button, then the stop button, does you see the start and stop time appearing?

Trainee: Yes, what happens when I want to take a break during work?

Trainer: just click on start again and a new start time will show. And the total number of hours worked on that day is calculated to the right of it

Trainee: Yes, I can see and how do i select the  user, now I only see user “test” top left.

Trainer: Simply click on the desired name in the employee column on the right to select the user

Trainee: Yes, i can see

Trainer: Now if you have supervisor rights you can enter/modify times for everyone. If you have only normal rights, then you can only enter/modify your own times of the last days (the rights are given in the settings page)

Trainer: now we come to the ADVANCED section and you can skip that for the moment, except you are looking for

  • Warnings
  • Overtime Calculation
  • Bank holidays
  • Mobile use
  • Rfid
  • QR code

Warnings: In case a user did not enter start or end time of the day, then the next day missing data is marked red, so that it becomes easy to identify these.

Overtime: right of the recorded times the program calculates the overtimes in all details.

  • First the duration of the time block
  • Then the total time of the day
  • Then the recorded break
  • Then the correction of the break (in case someone did not record a break the times specified by law are used, for example 30min after 6 hours of work, special night shift counting etc.)
  • Then the resulting working hours (total time of the day minus the corrected break)
  • Then the overtime of the day (calculated from working hours minus the required daily time)
  • And the last column counts the total overtime (overtime until yesterday plus overtime of today)

Bank holidays are marked orange in the left date column. Half marked days like 24th of december or the last days of the year are counted as a half bank holiday in some countries.

In case you need to set extra bank holidays for your company or your country, there are 2 ways:

  • You can either set them by double clicking into the left date column (a small window will open where you can specify the name of that day and if that absence day will repeat yearly
  • Or you do it via settings: please open settings with the gears icon, you then will see the employees list. On the left side click on ‘Bank Holiday’ and you will see a page with all known bank holidays of the next 12 months. Click on the red minus if that holiday does not exist in your country and it will be deleted.
  • You can also set an individual holiday of your region or your company by entering it into the top row and do not forget to click yearly if you want to keep it for next year.
  • There is one more way to get all bank holidays for your region and that is to use a standard ICS vacation calendar for your country. You can find several in the internet by searching for “download ical ‘your country’ “. Download the right calendar and save it to your harddisk. Then click on the “select download” button to tell the system where you saved the calendar. Then click import to import it to sanoplan. Delete unnecessary dates as described above with the red minus button.

Settings for mobile use, RFID time recording and QR Recording

An employeee can do the timerecoring himself in case he gets the permission to do so. There are 4 ways of doing that, all are set in the user page of “settings”

  1. Timerecording in sanoplan desktop: The user needs a password for that which he can enter in the same field where the supervisor enters his supervisor password . The password for the user can be set by the supervisor in the right password column of the employees table. Choose any password you like. After logging in with this password  the normal user cannot edit things but he can use the start and end button in the time recording and he can also edit his times of the last few days.
  2. The same password can be used to start and end the time recording on a private mobile phone.

a)To use this mode the user needs to open the page https://www.sanoplan.com/sanoplan/mobile.html

b)Then he needs to get the access code for his database (which he will get from the supervisor)

c)he then needs to enter his personal password and click “login” to see his personal mobile page.

The user should either bookmark this personal page in the browser or preferably “save to homescreen” (which is accessable in the browser menu). The advantage of “saving to homescreen” is that the user saves an app and he does not need to enter the accesscode and password anymore. He can then open his timerecording by clicking on his app icon.

On his personal page the user can see his duty scheduling table at the bottom and his time recordings at the top and he can use the “Begin” and “End” buttons as normal and he can also edit his last 4 working hours if permitted (will be recorded in the database).

  • Time recording with RFID: In case the customer prefers to work with RFID chips, that is possible too. The cheapest way to do this is to use a simple rfid reader which is connected to an android tablet (do NOT use ‘android go’ ) and the power supply via a usb hub (the hub must be able to supply power and process the USB signal at the same time).
  1. Once you have assembled the equipment, log in again as a supervisor and then click on the RFID button at the top left of the employee settings page. This button will take you to the RFID login page and you should open this link on your tablet (mobile and desktop PC will also work) when the USB reader is connected.
  2. If you now hold a valid RFID chip in front of the reader, an error message appears informing you of the number of the unknown RFID chip. Enter this number in the table with the employee settings in the RFID column to the left of the name column for the user of this chip.
  3. After saving the RFID number and refreshing the RFID login page, hold the chip in front of the RFID reader. Now the time recording page opens (as shown in #2c above) and the user can enter times
  4. Time recording with QR code:
  5. To be able to use the QR-code feature you first have to create the QR code. This can be done in employee settings. Select the name row and click in the first column (title QR) on the QR icon. A QR card will appear on screen.
  6. After printing you can use this card with the sanoplan QR Reader (for safety reasons it will not work with standard QR readers).
  7. If you want to print all QR cards at the same time and not one after the other, do not click in the name line, but on the printer symbol at the top.
  8. Once you have printed out the QR code please open the page https://www.sanoplan.com/qr_scanner.html on a PC or tablet or mobile with internet access. You will then be asked to grant access to the camera
  9. hold the card so that the QR code is in the squareon the screen and the timerecording/roster page (as in #2c) should open and you can start or end the recording.
  10. Preventing data entry by users: If the supervisor wants to allow users to see their data, but does not want to allow them to enter and edit data, they can do so by unchecking “Time editing by users” in the left blue area at the bottom of the settings page.