IdencyTime Company Settings Menus Explained

This guide outlines what each Company Settings menu does within IdencyTime. Company Settings are designed to be set once and then left alone. For this reason, the menu can be hidden from the left-hand side.

Section 1 | Subscription

Overview of the Subscription Menu

The Subscription menu gives you an overview of the modules included in your IdencyTime account, your allowed staff limit, and your expiry date. Contact details are also shown here if you have any questions about your subscription.

If you go over your staff limit, we’ll contact you. First, we will see if you can get back below the limit. Otherwise, we will send an invoice if an increase is needed for the next bracket.

Renewal Banners

When you’re nearing the end of your subscription, a banner appears at the top of your account one month before the renewal date. The banner is yellow for the first three weeks, then turns red when there’s a week left. Please contact finance@idency.com if you haven’t been sent a renewal quote. Once renewed, the banner disappears and your new renewal date is set.

Section 2 | Clock Templates

What Clock Templates Do

Clock Templates are used in IdencyTime to identify the state selected by staff at the device. In most cases, we’ll set up your Clock Templates for you based on the modules included in your account.

HR Integration Module: we’ll generally set the device up with two states, IN and OUT
Evacuation Module: we’ll generally set the device up with four buttons — IN, OUT, Break On Site and Break Off Site — so you can accurately see who’s on or off site when you run a report

How Clock Templates Are Used by Device Type

Clock Templates have two uses within IdencyTime, depending on the devices you’ve purchased.

Uni-Ubi: the Clock Template can set what the on-screen buttons show. For example, IN, OUT, Nightshift or Overtime. You can also customise the colour of each button
Anviz: Clock Templates are only used to match the state selected on the device to IdencyTime

Creating a Clock Template

When you create a Clock Template, you’ll see the following menu:

Naam: the name of the Clock Template. This is important, as you can have multiple templates assigned to different devices, so clear naming is essential
Code: the code the device sends to IdencyTime. For Uni-Ubi this is 0-7; for Anviz it’s 0-7 or 128-136, and both ranges need to be covered
State: IN, OUT or IGNORE. IN is treated as a clock in and placed into the IN slot of the HR system. OUT is treated as a clock out and placed into the OUT slot. IGNORE is used for clocks that shouldn’t go into the HR system, but they’re still recorded for evacuation purposes, but not sent to HR, e.g. Break On Site or Break Off Site
Description: what shows in IdencyTime when someone clocks in with this state. On Uni-Ubi devices, this also changes what’s written on the on-screen button. Anviz devices don’t support this
Kleur: lets you select a colour for the button on Uni-Ubi devices. This doesn’t work with Anviz devices
Onsite: determines whether this clock is considered onsite for evacuation purposes. If unticked, the state will show as off site in the evacuation report
Add Code: lets you add another code

Saving and Assigning Clock Templates

Once you’ve finished editing your codes, save the changes and they’ll appear in the menu, ready to be assigned to devices. You can also set one of the codes as the default, which means any device connected to your account will automatically pick up this default Clock Template.

Section 3 | Departments

Creating and Using Departments

Departments are used as a filter to search for staff within IdencyTime. In most cases, we’ll import them from your HR system. If you’re managing things manually, you can create as many departments as you need by selecting New Department and giving it a name. These can then be assigned to staff, ready for filtering.

Section 4 | Device Groups

What do Device Groups do?

Device Groups keep staff synced to the correct devices within your business. Some companies only need one device group, meaning everyone can clock in at every device. Others want to restrict who can clock in on each device, this is where Device Groups come in.

A Device Group can be attached to one device, but staff can be attached to many Device Groups. If you want to split your staff using Device Groups, you’ll need to create a default group that they all sync into first from the HR system.

Adding Staff to a Device Group

Once your Device Groups have been created, you can add staff to them. Go to the staff list, select staff en masse, then select Add/Remove Device Group.A Device Group can be attached to one device, but staff can be attached to many Device Groups. If you want to split your staff using Device Groups, you’ll need to create a default group that they all sync into first from the HR system.

Selecting the Device Group

Select the Device Group from the dropdown menu, then select Stuur in.

Adding a Device Group to a Device

The final step is to add the Device Group to the device. Navigate to the Devices menu, select Bewerk on the device you want to add a Device Group to, find the group in the dropdown menu, and select Save Changes. Once added, staff will automatically start syncing down to the device, ready for you to add faces, fingerprints, cards or pins to their profiles.

Section 5 | Locations

Creating a Location

Locations are used within IdencyTime to track where a user has clocked in from. A location can be linked to many devices. To create one, select New Location and give it a name. These can then be added to devices from the Devices menu.

Locations are also used as the primary filter in the Evacuation Report. You can find out more here: How to Use the IdencyTime Evacuation Report

Need a hand finding your way around IdencyTime?

If you have any questions about the dashboard, devices, staff or any other menu, our support team is happy to help.

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IdencyTime Company Settings Menus Explained