FAQ - ENGLISH

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Tabla de contenidos 1 HOW DO I CREATE A SHIFT FOR BANK HOILDAYS? 2 HOW DO I CREATE A SHIFT? – EXAMPLE 3 HOW DO I DEACTIVATE AN EMPLOYEE WITHOUT DELETING THEIR PROFILE? 4 HOW DO I HALT/RESTART THE CS-TIME SERVER? 5 HOW DO I EDIT OR MAKE CHANGES TO AN EMPLOYEE’S SCHEDULE? 6 HOW DO I RESTORE THE CS TIME DATABASE? 7 HOW DO I EXPORT/REINSTALL MY CONFIGURATION AND CLOCKINGS? 8 WHAT ACTION SHOULD I TAKE BEFORE THE START OF A NEW YEAR?

HOW DO I CREATE A SHIFT FOR BANK HOILDAYS?

1. Select the option: Start > Configuration > Shift

2. Create a new shift by selecting [Edit]

3. Give a suitable name to the shift in the field marked shift, e.g. Bank Holiday

4. Please note: Put “0” normal hours. This way the program will know that the employee does not have to work this day.

5. Optional: Choose a suitable colour to be able to view the shift clearly in the schedule.

6. Click [Save].

7. The new shift “Bank Holiday” can now be applied to the schedule.

NB: Annual leave days can be created in the same way.

HOW DO I CREATE A SHIFT? – EXAMPLE

It is recommended you read the section “shifts” in the CS-Time manual which you will find in PDF format on the installation CD within the folder (D:\MANUALS).

1. Select the option: Start > Configuration > Shift

2. Create a new shift by selecting [Edit]

3. Below is a simple example: we have indicated the contents of various fields assuming a similar shift is required:

PARAMETERS ....................................... DESCRIPTION

Name of shift: Normal 9:00 – 18:00 ............. It is recommended descriptive names be given to the shifts to enable you to distinguish between different shifts in the same schedule.

End of shift: 24:00...................................... Time from which any clocking made will be considered to be part of the following shift of the day. It is not the end of the working day.

Normal hours: 8 ........................................ Working time provisioned for the shift.

Colour Green ............................................ A distinctive colour is especially useful in the schedules and clockings.

Gracetime: 10 minutes .............................. Maximum time permitted for delays without them being counted.

Penalty: None ........................................... Amount of time the delay will count for if it exceeds the time limit stated for gracetime.

Delay: 30 minutes ..................................... Maximum amount of time until the delay will start to be counted as an unjustified absence.

4. The range of hours is selected by the button [ADD] found on the right. You will see the range of hours which has been created is automatically applied to the different time types (coloured bar under the definition for the shift). The range of hours for the shift are:

RANGE ......................................... HOURS ........................................ DESCRIPTION

Range of mandatory hours ................ 09:00 to 18:00 .............................. Attendance mandatory.

Mandatory break .............................. Between 14:00 and 15:00 .............. In this case Min-Max=1h.

Range of flexi-time ........................... Between 18:00 and 19:00 .............. The time worked will be counted although attendance is not mandatory.

5. Select [SAVE] to save the changes.

The shift has now been created correctly.

HOW DO I DEACTIVATE AN EMPLOYEE WITHOUT DELETING THEIR PROFILE?

It is possible to maintain the details of an employee without the employee being active. The employee will continue to appear with the same details as they did prior to the leaving date entered onto the system.

1. Click on the file of the employee you wish to deactivate.

2. Select [EDIT]

3. Open or expand the section relating to “Professional Details”

4. In the field “Leaving Date” select the date on which the employee will leave the company.

5. Select [SAVE] to save the changes.

HOW DO I HALT/RESTART THE CS-TIME SERVER?

1. On the desktop, right click on the icon “My PC”.

2. Select the menu Administrator.

3. Click on "Services and Applications".

4. Click "Services".

5. Select "CS-Time Server" with a right click of the mouse.

6. If the server is operating you can halt it.

7. The server can be started in the same way.

Another way to access the services is by: Control Panel > Administrative Tools > Services

NB: Some actions require the CS-Time server to be halted/restarted (e.g. restoring databases, modifying the terminal screens…).

HOW DO I EDIT OR MAKE CHANGES TO AN EMPLOYEE’S SCHEDULE?

In the file of the employee in question:

1. Select [EDIT]

2. Select the icon “Schedule” found to the right of the schedule name

3. This will open the employee’s schedule:

ACTION ...................................... PROCEDURE

Edit specific days ........................ Select the days you wish to edit and click the shift to be applied. The shifts will appear in a brighter colour.

Change to another schedule .......... Select the icon “recycle bin” found next to the current schedule name and position the cursor above it. Click the icon [ADD] and select the schedule required.

4. Click [Back] and check the changes made

5. Click [Save] to save the changes

NB:

* The changes made to the schedule will only apply to the employee selected.

* If changes have been made to only some of the days of the employee’s schedule an exclamation mark will appear. This symbol means a specific change has been made on a general element (a change in only some of the days of this employee’s general schedule).

HOW DO I RESTORE THE CS TIME DATABASE?

Before you begin, halt the CS Time server (if necessary, please refer to the section on how do I halt/restart the CS Time server?).

1. Access the folder C:\Program files\SPEC\CS-Time

2. Delete the file csTime.vdb, by default it will be in the folder C:\Program files\SPEC\CS-Time

3. By default, CS Time will restore the most recent file in the backup folder. If you would like to restore the situation from a specific moment in time, you should go to the backup folder and leave the file you would like to be processed as the most recent.

For example, if you would like to recover the back up from 03/12/07, you should delete or move the files prior to 03/12/07.

4. Restart the CS Time server

NB: Once the process has been completed you will be able to see the file csTime.vdb in the folder C:\Program files\SPEC\CS-Time has been restored.

HOW DO I EXPORT/REINSTALL MY CONFIGURATION AND CLOCKINGS?

We recommend you make external back up copies of the folder CSTime\Backup and the file cstime.mov to safeguard your details in the event of problems with the disk.

The description below is applicable both when exporting the configuration and clockings from one computer (01) to another (02) and when reinstalling them on the same machine.

WARNING: When using versions prior to CSTime 3.0.3.0000, the CS Time application must be deactivated before it is installed elsewhere.

1. On computer O1, halt the CS Time server (see section on “how do I halt/restart the CS Time server?”)

2. Go to the folder C:\Program files\SPEC\CS-Time, which appears by default.

3. Copy the file ‘cstime.mov’ and the most recent file in the backup folder and paste them onto the export device used (USB key, CD, email,…)

4. On computer O2 (the steps below are the same for reinstalling the configuration and clockings on computer O1), halt the CS Time server (see section on “how do I halt/restart the CS Time server?”)

5. Go to the folder C:\Program files\SPEC\CS-Time, which appears by default.

6. Delete the file ‘cstime.vdb’

7. Replace the file ‘cstime.mov’ with the file ‘cstime.mov’ and put the file from the old installation (there should only be one) in the back up folder.

8. Restart the CS Time server

9. Restarting the server may take some time. You will see that a new file ‘cstime.vdb’ has been created

You can now re-enter the CS Time application.

NB: You may only export/reinstall the configuration and clockings between identical versions of CS Time.

WHAT ACTION SHOULD I TAKE BEFORE THE START OF A NEW YEAR?

Preferably before the end of the current year you should define the set up of the schedule for the following year. This does not involve creating new schedules but simply indicating which of the existing shifts will apply to the new year.

(In the following example we assume you are in December 2008 and have a schedule called Normal. CS Time always shows the definition of the year in course).

1. Go to the configuration of the schedule.

2. Click the right arrow button on the top right to view the schedule for the following year.

3. Click [EDIT] and assign the appropriate shifts to each day.

4. Click [SAVE] to save the changes.