Administrators and supervisors have elevated privileges within ZenTime, enabling them to manage device configuration, troubleshoot issues, and maintain data integrity.
Admin Access Activation
The administrative interface is intentionally hidden from the standard employee interface to prevent accidental or unauthorized access.
Activation Method: Double-tap Company Name displayed on PIN Entry Screen.
Visual Feedback:
- After double-tap, company name renders Exit and Export buttons.
- Admin function buttons become visible at bottom of screen.
- Visibility Duration: 10 seconds (fixed timing).
- If no interaction within 10 seconds, buttons automatically hide again.
- Must double-tap again to reveal buttons if time expires.
Revealed Admin Buttons:
- Exit Button (bottom-left): Initiates timeclock reset process.
- Export Button (bottom-right): Downloads local punch data in JSON format.
Security Considerations:
- Button visibility timeout prevents employees from discovering admin functions.
- Actual admin operations require credential authentication.
- Double-tap gesture is not intuitive to casual users.
- Admin buttons clearly labeled to distinguish from employee functions.
Manual Sync Function
The manual sync feature allows administrators to force an immediate synchronization attempt, bypassing the standard 10-minute automatic sync interval.
Activation Method: Double-tap the Displayed Time (clock showing current time on PIN Entry Screen).
Purpose:
- Force immediate data sync after known connectivity issues.
- Verify sync functionality after network troubleshooting.
- Upload critical punches immediately without waiting for automatic cycle.
- Refresh local database with latest server data after known server changes.
Process Flow:
- Admin/Supervisor double-taps displayed time (e.g., "02:45:05 PM").
- Visual Feedback: After a double-tap, a sync status message is displayed above the green/red indicator using a progressive loader bar to show the synchronization progress.
- Sync Initiation: Device immediately attempts to contact the server.
- Bi-Directional Sync Process: Step A: Upload Local Data to Server
- Device gathers all pending unsynchronized punches
- Transmits batch of punches to server
- Server validates and processes each punch
- Server returns success/failure status for each punch
Step B: Download Updates from the Server to the device
- If upload successful, device requests latest data from server
- Server sends:
- Updated timeclock configuration properties
- Language translations (if changed)
- Active assignments (additions, changes, deletions)
- Updated employee profiles
- Punch corrections made via web application
- Device updates local database with fresh data
- Local cache refreshed with current state
Successful Sync Result:
- Visual Confirmation: Success message briefly displayed
- Status Update: "Last Sync" timestamp updates to the current time.
- Data State: Local and server databases are now aligned.
- Log Entry: Sync event recorded in device logs.
- User Impact: Employees now see most current assignment and updated information.
Failed Sync Result:
- Visual Indication: Error message displayed.
- Error Message Examples:
- "Unable to connect to server"
- "Sync failed - network timeout"
- "Server unavailable - will retry automatically"
- System Behavior:
- Error message displayed for 2-3 seconds
- Device returns to normal operation
- Local data remains in "pending sync" state
- Automatic 10-minute sync cycle continues
- Next automatic sync attempt in 10 minutes (unless manually triggered again)
- Retry Option: Admin/Supervisor can double-tap time again to immediately retry
Sync Failure Scenarios:
- No Network Connectivity:
- Wi-Fi disabled or out of range
- Cellular data exhausted or disabled
- Network hardware failure
- Result: Connection timeout error
- Server Unavailable:
- Server maintenance in progress
- Server overload or performance issues
- Incorrect server configuration
- Result: Server unreachable error
- Authentication Failure:
- Device credentials expired or revoked
- Timeclock ID no longer valid on server
- Organizational account suspended
- Result: Authentication error (requires device reset)
- Data Validation Failure:
- Local punch data fails server validation rules
- Conflicting timestamps or sequence errors
- Invalid assignment references
- Result: Partial sync (some punches accepted, others rejected and flagged)
Manual Sync Best Practices:
- Use after resolving known network issues
- Perform before critical shift changes or employee additions
- Execute after detecting red offline indicator when connectivity should be available
- Trigger after large batch of employee punches to reduce sync queue size
- Utilize before performing device export to ensure most current data
Automatic Sync Continuation:
- Manual sync does NOT interrupt or reset the 10-minute automatic sync cycle
- Automatic sync continues on its regular schedule regardless of manual sync attempts
- Example: Manual sync at 2:47 PM, automatic sync still occurs at 2:50 PM (if that was next scheduled time)
Exit/Reset Timeclock (Online Connection Required)
The exit/reset function performs a complete device reset, returning the device to initial setup state. This is a privileged operation requiring authentication and active server connection.
Critical Requirement: Device MUST be online (connected to server) to perform exit/reset
Rationale for Online Requirement:
- Ensures all local data is synchronized to server before deletion
- Prevents data loss from unsynchronized punches
- Allows server to log device reset event
- Maintains audit trail of device configuration changes
Exit/Reset Process Flow
Step 1: Activate Exit Function
- Admin/Supervisor double-taps Company Name on PIN Entry Screen
- Admin buttons become visible (10-second window)
- Admin/Supervisor taps Exit button (bottom-left of screen)
Step 2: Credential Authentication
- Authentication Form Displayed with timer (The authentication form timer is set based on the reset time value; however, it is currently multiplied by three times instead of using the configured value):
- Username field
- Password field
- Back button
- Exit Timeclock button
- Administrator enters Admin or Supervisor credentials
- Validation Process:
- Credentials sent to server for authentication
- Server verifies username exists
- Server confirms password matches
- Server checks user role (must be Admin or Supervisor)
- Server confirms user has permission for this timeclock ID
Step 3: Connection Verification
- If Device is Offline:
- Error message: “No Internet Connection”
- Exit process terminates
- Device remains in operational state
- Administrator must resolve connectivity before retrying
- If Device is Online:
- System proceeds to force sync step
Step 4: Force Synchronization
- Purpose: Push all local data to server before wiping device
- Process:
- Device identifies all unsynchronized punches in local database
- Device transmits complete batch to server
- Server processes and validates each punch
- Server returns confirmation for each punch
- Critical Success Requirement: ALL punches must sync successfully
- Sync Success:
- All local punches confirmed uploaded to server
- Process continues to data clearing step
- Sync Failure:
- One or more punches failed to upload
- System Response:
- Error message: "Fail to upload data”.
- Exit process terminates
- Device remains in operational state
- User Re-Prompted: Authentication form displayed again
- Administrator must resolve sync issues before retrying
- Troubleshooting Actions:
- Check server connectivity
- Verify server is not in maintenance mode
- Review device logs for specific sync errors
- Contact support if persistent failures
Step 5: Clear Local Data
- After Successful Sync Confirmation:
- Local employee profile cache deleted
- Local assignment cache deleted
- Local punch records deleted (now safely on server)
- Timeclock configuration cleared
- Language preferences reset
- Local logs PRESERVED (important for troubleshooting)
Step 6: Return to Setup Screen
- Device displays initial setup screen (same as first-time configuration)
- All fields blank and ready for new configuration:
- Company field (empty)
- Alias field (empty)
- Timeclock ID field (empty)
- Username field (empty)
- Password field (empty)
- Device is now ready to be reconfigured (same timeclock or different timeclock)
Log File Preservation – Backend
Important: Device logs are intentionally NOT deleted during exit/reset process
Preserved Log Information:
- All sync events (successful and failed)
- Punch entries (with timestamps)
- Device connectivity history
Log Access:
- Logs stored in device storage (not cleared by resetting or exiting)
- Accessible via Android file system or iOS file sharing
- Can be exported via admin/supervisor
- Useful for troubleshooting recurring issues
- Support team can request logs for advanced diagnostics
Log Retention:
- Logs are retained for a period of 30 days.
Use Cases for Exit/Reset
Use Case 1: Device Reassignment
- Tablet being moved from Warehouse A to Warehouse B
- Different timeclock ID needed for new location
- Admin performs exit/reset
- Reconfigures device with Warehouse B timeclock ID
Use Case 2: Troubleshooting Persistent Issues
- Device experiencing sync failures or performance problems
- Reset clears potentially corrupted local database
- Fresh setup resolves many technical issues
Use Case 3: Device Decommissioning
- Tablet being retired or returned
- Reset ensures no employee data remains on device
- Protects employee privacy
Use Case 5: Timeclock ID Change
- Organization restructures department timeclock assignments
- Device needs to be associated with different timeclock ID
- Reset required to change timeclock association
Export Time Punches
The export function allows administrators to download a complete copy of all locally stored punch data in a structured format for external analysis, backup, or troubleshooting.
Export Activation and Process
Step 1: Access Export Function
- Administrator double-taps Company Name on PIN Entry Screen
- Admin buttons become visible
- Administrator taps Export button (bottom-right of screen)
Step 2: Export Processing
- Data Collection: System gathers from local database:
- All employee punches (unsynchronized), but if sync is success the synced data wont be available in the export json file.
- Identification Form Data
- Punch Information
- Assignment Information
- Transaction Information
- Encoded Image (If Camera Enabled)
- Post Clock Out server form Information
Step 3: File Generation
- Format: JSON (JavaScript Object Notation)
- Rationale for JSON:
- Human-readable text format
- Easily parsed by software tools
- Supports nested data structures
- Compatible with Excel, database imports, and programming languages
- Industry standard for data exchange
Step 4: File Download
- Android:
- File saved to device Downloads folder
- Toaster message displayed: "Saved to download."
- File name format: Punch_Data [DateTime].json
- Example: Punch_Data 2025-12-17_14-30.json
- Accessible via Files app or file manager
- iOS:
- File saved to device Files app (ZenTime folder)
- File name format same as Android
Export Use Cases
Use Case 1: Backup During Extended Offline Period
- Device offline for several days due to network outage
- Administrator exports data daily as precaution
- If device fails catastrophically, export serves as backup
- Data can be manually imported to Zenople Web App
Use Case 2: Troubleshooting Sync Issues
- Punches not appearing in Zenople Web App
- Administrator exports data to verify punches exist locally
- Compare export with server data to identify discrepancies
- Share export file with support team for diagnostics
Use Case 3: Data Analysis
- Organization wants custom reporting beyond standard reports
- Administrator exports data for import into Excel or BI tools
- Perform specialized analysis or visualizations
- Validate payroll calculations independently
Use Case 4: Audit Trail
- Compliance or legal requirement for complete time-tracking records
- Administrator performs regular exports for archival
- Ensures redundant copy of all punch data
- Can be stored alongside other business records
Use Case 5: Device Replacement
- Device malfunction requires immediate replacement
- Administrator exports data before device failure (if possible)
- Data preserved even if device is lost or damaged
Export Limitations:
- Export includes only data currently on device
- If punches already synced and local cache cleared, those punches NOT in export
- Export represents point-in-time snapshot
- Does not include historical data beyond current local database contents
Export Security Considerations:
- JSON file contains sensitive employee information (names, partial SSN, work hours)
- Files should be handled according to organizational data protection policies
- Delete export files from tablet after transferring to secure location
- Encrypt files if transmitting via email or unsecured channels
- Limit access to export function to authorized administrators only
Automatic Transaction Batches
ZenTime punch data flows into the Zenople Web Application as transaction batches, enabling payroll processing and reporting. Understanding this mechanism helps administrators troubleshoot sync issues and verify data integrity.
Transaction Batch Characteristics
Source Identification:
- All punches originating from ZenTime are tagged with source identifier: "TimeClock App"
- Distinguishes ZenTime punches from other entry methods:
- Web time clock punches: Tagged as "WebPortal"
- Mobile app punches: Tagged as "Mobile App"
- Manual entry by supervisor: Tagged as "Manual "
- Employee portal: Tagged as " Web Portal"
- Contact portal: Tagged as "Web Portal"
Batch Creation Timing:
Online Mode:
- Real-time Creation: Punches transmitted to server immediately upon entry
- Batch Generation: Server creates transaction batch within seconds
- Availability: Appears in Zenople Web App within 1-2 minutes
- Admin/Supervisor View: Nearly instant visibility for approval workflows
Offline Mode:
- Delayed Creation: Punches stored locally until device comes online
- Sync Trigger: When device reconnects and successful sync occurs
- Batch Generation: Server creates transaction batch post-sync
- Timing: Batch appears after next 10-minute sync cycle (or manual sync)
- Example Timeline:
- 10:00 AM: Employee punches (device offline)
- 2:00 PM: Device comes online
- 2:05 PM: Automatic sync occurs
- 2:06 PM: Transaction batch created in Zenople Web App
- 2:07 PM: Batch available for supervisor review
Batch Viewing:
- Navigate to Zenople Web App → TMS → Timesheet
- Filter by source: "TimeClock App"
- Filter by either customer name or date range
- View individual punch details within batch
Time Sync Fail Reports
The “Aqore Zen Time Sync Fail” Report is a critical diagnostic tool that captures punch data that could not be automatically processed due to validation failures, ambiguities, or data quality issues.
Accessing the Report
Navigation Path:
- Zenople Web App → RMS (Reports Management System)
- Search for: "Aqore Zen Time Sync Fail"
Report Permissions:
- Available to Admin/Supervisors as per data access
Issues Logged in Sync Fail Report
The report categorizes failed syncs with specific verbiage to help administrators quickly identify and resolve issues:
Category 1: "Pin entry for the person could not be validated."
Meaning: Employee completed identification form, but submitted information does not match any employee profile in Zenople database
Specific Causes:
- First Name entered on form differs from employee's First Name in system
- Example: Form shows "Bob", system has "Robert"
- Last Name entered on form differs from employee's Last Name in system
- Example: Form shows "Smith", system has "Smiths"
- Last 4 digits of SSN entered on form do not match employee's SSN in system
- Example: Form shows "1234", system has "1235"
- Combination of all three fields does not uniquely identify any employee
Resolution Steps:
- Locate employee profile in Zenople Web App
- Compare profile data with Sync Fail Report data
- Identify discrepancy (name spelling, SSN digits)
- Options:
- Option A: Correct employee profile in Zenople (if profile has error)
- Option B: Manually attribute punches to correct employee
- Option C: Contact employee to verify correct information
- Once employee profile correct, future punches will sync normally
- Historical failed punches require manual correction
Category 2: "Multiple persons found with same First Name, Last Name and last 4 digits of SSN."
Meaning: Database contains duplicate employee records with identical identification information
Specific Causes:
- Data migration created duplicate records
- Employee working at the organization with an incorrectly shared SSN
- Data entry error during employee onboarding
- System bug during mass employee import
Resolution Steps:
- Query employee database for duplicates:
- Search by First Name + Last Name + Last 4 SSN
- Identify all matching profiles
- Determine correct (active) employee profile:
- Check essential employee information
- Check employment status (active vs. terminated)
- Check assignment history
- Resolve duplicate:
- Option A: Correct the mismatch records manually or by assigning the employee a personal information task.
- Option B: Inactivate incorrect duplicate profile
- Option C: Correct SSN on duplicate if SSN was entered wrong
- Manually attribute sync-failed punches to correct active profile
- Verify no other employees share same identification information
Category 3: "Person Has Multiple Active Assignment For The WorkDate."
Meaning: Employee has more than one active assignment for the punch work date, but punch data does not specify which assignment to use.
Specific Causes:
- Extended Schedule Cases: Employee scheduled across overlapping shifts
- Example: Regular shift 8 AM - 4 PM, plus overtime shift 6 PM - 10 PM same day
- Identification Form Scenario: Employee completed identification form (offline or unrecognized PIN)
- Form does not capture assignment selection
- System cannot determine which of multiple assignments to attribute punch to
- Assignment Transition: Employee transitioning between departments on same date
- Old assignment end date matches new assignment start date
- Data Configuration Error: Assignments improperly configured with overlapping dates
Resolution Steps:
- Review employee's assignments for the work date
- Determine correct assignment based on:
- Shift timing
- Location where punch occurred
- Manager confirmation
- Employee inquiry
- Manually assign punch to correct assignment in Zenople Web App
- If recurrent issue:
- Review assignment scheduling practices
- Ensure assignment picker appears for employees with multiple active assignments
- Train employees on assignment selection importance
Category 4: "Synchronization Pending"
Meaning: Data has begun syncing process with Zenople system (TMS - Time Management System) but not yet complete
Specific Causes:
- Large batch of punches being processed
- Server experiencing high load
- Network latency during sync
- Intermediate state during multi-step sync process
Resolution Steps:
- Wait 10-15 minutes and check report again
- If still pending after extended period:
- Check server status
- Verify network connectivity
- Review device logs for errors
- If persistent, may indicate:
- Server-side processing issue
- Database lock or constraint
- Requires technical support intervention
- Contact Aqore Support
Category 5: Invalid/Generic User Punches
Meaning: Catch-all category for credential validation failures not covered by specific categories
Examples:
- Employee not found in database, has entered time via Zentime.
- Punch timestamp in the future (device clock incorrect)
- Punch sequence violation (e.g., Clock Out without Clock In)
- Employee terminated before punch date
- Assignment not active on punch date
Resolution Steps:
- Review specific error details in report
- Correct underlying data issue
- Manually process punch if appropriate
- Update device configuration if systematic problem
- Monitor report trends to identify emerging issues
Time Entry Approval
After punches sync to the Zenople Web Application, they become available for admin/supervisor review and approval before payroll processing.
Approval Workflow Location
Access Point:
- Via Office Staff: Zenople Web App → Timesheet Management System > Timesheet Navigation
- Via Contact : Contact Portal -> Timesheet Navigation