---
title: "Admin & Supervisor Functions"
slug: "admin-supervisor-functions"
updated: 2026-03-11T11:45:33Z
published: 2026-03-11T11:45:33Z
canonical: "zenoplesupport.aqore.com/admin-supervisor-functions"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://zenoplesupport.aqore.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Admin & Supervisor Functions

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**:

1. **Exit Button** (bottom-left): Initiates timeclock reset process.
2. **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**:

1. Admin/Supervisor double-taps displayed time (e.g., "02:45:05 PM").
2. **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.
3. **Sync Initiation**: Device immediately attempts to contact the server.
4. **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:

1. **No Network Connectivity**:
  - Wi-Fi disabled or out of range
  - Cellular data exhausted or disabled
  - Network hardware failure
  - Result: Connection timeout error
2. **Server Unavailable**:
  - Server maintenance in progress
  - Server overload or performance issues
  - Incorrect server configuration
  - Result: Server unreachable error
3. **Authentication Failure**:
  - Device credentials expired or revoked
  - Timeclock ID no longer valid on server
  - Organizational account suspended
  - Result: Authentication error (requires device reset)
4. **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:**

1. **Locate employee profile in Zenople Web App**
2. **Compare profile data with Sync Fail Report data**
3. **Identify discrepancy (name spelling, SSN digits)**
4. **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**
5. **Once employee profile correct, future punches will sync normally**
6. **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:**

1. **Query employee database for duplicates:**
  - **Search by First Name + Last Name + Last 4 SSN**
  - **Identify all matching profiles**
2. **Determine correct (active) employee profile:**
  - **Check essential employee information**
  - **Check employment status (active vs. terminated)**
  - **Check assignment history**
3. **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**
4. **Manually attribute sync-failed punches to correct active profile**
5. **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:**

1. **Review employee's assignments for the work date**
2. **Determine correct assignment based on:**
  - **Shift timing**
  - **Location where punch occurred**
  - **Manager confirmation**
  - **Employee inquiry**
3. **Manually assign punch to correct assignment in Zenople Web App**
4. **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:**

1. **Wait 10-15 minutes and check report again**
2. **If still pending after extended period:**
  - **Check server status**
  - **Verify network connectivity**
  - **Review device logs for errors**
3. **If persistent, may indicate:**
  - **Server-side processing issue**
  - **Database lock or constraint**
  - **Requires technical support intervention**
4. **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:**

1. **Review specific error details in report**
2. **Correct underlying data issue**
3. **Manually process punch if appropriate**
4. **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**