Appendices

Appendix A: Glossary of Terms

Active Assignment: A job assignment with a current start date and either no end date or an end date in the future. Employees can only punch time for active assignments.

Alias: A shortened identifier for an organization within the Zenople multi-tenant system, typically 3-8 characters.

Assignment Picker: The screen displayed when an employee has multiple active assignments, allowing selection of which job to attribute the punch to.

Bi-Directional Sync: Two-way data synchronization where changes made on the device are sent to the server AND changes made on the server are sent to the device.

Break Compliance: Policies and rules enforcing federal, state, and organizational requirements for employee meal and rest breaks.

CMS: Content Management System - the administrative backend of Zenople Web Application where timeclock configurations are created.

Contact Portal: A web interface for supervisors with limited contact-level access to review and correct employee timesheets.

Geo-Fencing: Technology that uses GPS coordinates to create virtual geographic boundaries, restricting time punches to specific physical locations.

Identification Form: A form displayed to employees whose PIN is not recognized, capturing First Name, Last Name, and Last 4 SSN for manual matching.

Kiosk Mode: A restricted device operation mode (Android) or Guided Access (iOS) that locks the device to a single application, preventing access to other device features.

Last Known Location: The most recent GPS coordinates cached on the device, used for geo-fence validation when current GPS is unavailable.

Overnight Shift: A work shift that spans across midnight, requiring employees to select the shift start date for all punches (both before and after midnight).

PIN Entry Screen: The default screen of ZenTime where employees enter their Personal Identification Number to access the time entry functions.

Punch Sequence: The required order of punch types (e.g., Clock In → Break Out → Break In → Clock Out) enforced by the timeclock configuration.

Recovery Sync: A priority synchronization process that occurs immediately when a device transitions from offline to online status, uploading locally stored data before downloading server updates.

RMS: Reports Management System - the reporting module of Zenople Web Application where various time and attendance reports are accessed.

Rounding Rules: Policies that adjust punch times to the nearest specified increment (e.g., round to nearest 15 minutes) for payroll calculation purposes.

SSN: Social Security Number - used as part of employee identification, with typically only the last 4 digits used for PIN or identification purposes.

Sync Fail Report: The "Aqore Zen Time Sync Fail Report" in RMS that logs punch data that could not be automatically processed, requiring administrator review.

Temporary Employee Record: A local database record created when an employee completes the identification form, used to store punches until the employee can be matched to a server profile.

Time Entry Screen: The screen displaying available punch buttons (Clock In, Break Out, Break In, Clock Out) and the current day's punch history.

Timeclock ID: A unique identifier for a specific timeclock configuration, determining all operational parameters for devices configured with that ID.

TMS: Time Management System - the core time and attendance module within Zenople Web Application.

Transaction Batch: A collection of time punches grouped together for processing, identified by source (e.g., "TimeClock App" for ZenTime punches).

Updated Time: An indicator shown on the timesheet when a punch has been modified after its initial recording, whether by rounding rules, supervisor correction, or system adjustment.

WebClock Setup: The configuration area within CMS where timeclocks are created and their properties (PIN type, geo-fencing, break compliance, etc.) are defined.

Work Date Selector: A screen that allows employees to choose which calendar date to attribute their current punch to, appearing in overnight shift scenarios or after extended offline periods.

Appendix B: Quick Reference - Admin Tasks

Initial Device Setup:

1. Install ZenTime app from app store
2. Launch app → Setup screen appears
3. Enter: Company, Alias, Timeclock ID, Admin credentials
4. Wait for configuration download
5. Verify PIN Entry Screen appears
6. Test with employee PIN

Force Manual Sync:

1. Double-tap displayed time on PIN Entry Screen
2. Watch for sync confirmation or error
3. Check "Last Sync" timestamp (double-tap Company Name to view)

Exit/Reset Device:

1. Double-tap Company Name
2. Tap Exit button (bottom-left, visible for 10 seconds)
3. Enter Admin/Supervisor credentials
4. Wait for force sync to complete
5. Device returns to setup screen

Export Punch Data:

1. Double-tap Company Name
2. Tap Export button (bottom-right, visible for 10 seconds)
3. Locate exported JSON file in Downloads or Files app
4. Transfer to computer or email for analysis

Review Sync Failures:

1. Log into Zenople Web App
2. Navigate to RMS
3. Search for "Aqore Zen Time Sync Fail"
4. Review entries by date or employee
5. Correct underlying issues in employee profiles or assignments
6. Manually attribute punches as needed

Appendix C: Quick Reference - Employee Tasks

Standard Clock In:

1. Enter your PIN
2. If multiple assignments, select correct one
3. Tap "Clock In" button
4. Wait for confirmation
5. Walk away when screen returns to PIN entry

Standard Clock Out:

1. Enter your PIN
2. If multiple assignments, select same one as Clock In
3. Tap "Clock Out" button
4. Complete post-clock-out questions if displayed
5. Wait for confirmation

Taking a Break:

1. Before break: Enter PIN, tap "Break Out"
2. Take your break
3. After break: Enter PIN, tap "Break In"

View Your Timesheet:

1. Enter your PIN
2. Look at left-side grid on Time Entry Screen
3. Review today's punches
4. Note any "Updated Time" indicators
5. Contact supervisor with questions

Forgot to Punch?:

1. Don't try to go back in time
2. Continue with your next scheduled punch
3. Notify your supervisor
4. Supervisor will add missing punch
5. Check timesheet next time for correction

Appendix D: Support Checklist

Before Contacting Support, Gather:

• Company name and Alias
• Timeclock ID
• Device model and OS version
• Description of issue (what happened, what should have happened)
• When issue started (date and time)
• How many employees/devices affected
• Screenshots of error messages
• Steps already taken to troubleshoot
• Whether issue is consistent or intermittent
• Network connectivity status (online/offline)
• Last successful sync timestamp
• Device logs (if requested by support)

Information Support May Request:

• Specific employee IDs experiencing issues
• Punch timestamps in question
• Assignment details
• Timeclock configuration screenshots
• Network infrastructure details (IP addresses, firewall rules)
• Recent changes to employee profiles or timeclock configuration