Pre-Conditions & System Requirements

Web Clock Configuration (Required Before ZenTime Setup)

Before deploying ZenTime on any device, specific configurations (Web clock) must be completed within the Zenople Web Application's Customer Management System (CMS). These settings establish the foundation for how the timeclock will operate.

Configuration Steps:

1. Navigate to CMS > WebClock Setup
2. Platform Selection:
   • Choose "All" to allow access from both web-based time clocks and ZenTime tablet application
   • Choose "ZenTime-Only" to restrict time punches exclusively to ZenTime tablet devices during initial setup phase
3. Template Selection(from Service Profile):
   • "4 Entries" template: Supports Clock In, Break Out, Break In, Clock Out (full shift with break tracking)
   • "2 Entries" template: Supports Clock In, Clock Out only (simplified shift tracking without break management)

ZenTime Accessibility and Job-Level Configuration

Job-Level Timeclock Setup:

The timeclock configuration is accessible at each individual job level within the organizational hierarchy. This granular control allows different departments, locations, or job sites to utilize different timeclock configurations based on their specific operational needs.

Timeclock Field Availability:

The timeclock selection field is integrated into the job add/edit form interface. This field renders using the same feature set as the address sharing functionality, where address components (Address Line 1, Address Line 2, ZIP Code) set at the root customer level cascade down to department levels.

Configuration Inheritance Logic:

• When a timeclock is configured at the root customer level, it becomes accessible to all users within that organizational structure
• The timeclock list is dynamically rendered based on the user's organizational access rights
• Upon selecting a desired Timeclock ID from the available list, users associated with that job level gain access to punch in/out using that specific timeclock configuration

Cross-Organization Access Scenarios:

Online/Offline Mode Handling:

• Scenario: User associated with Organization A attempts to access a timeclock configured for Organization B
• System Response: User will be prompted to complete an identification form to verify their credentials and eligibility for accessing the cross-organizational timeclock. At this time, entries created during this process will not be synced; however, users are still allowed to perform punch-in and punch-out actions.
• Purpose: This security measure helps prevent unauthorized access while still allowing valid cross-organizational time tracking when applicable. Any failed attempts will be recorded in the Aqore Zen Time Sync Fail Report, accessible from RMS under Remarks as “Pin Entry could not be validated.”

Break Compliance Accessibility in ZenTime

Online Mode Break Compliance: When the device maintains active internet connectivity, break compliance features operate at full capacity:

• Real-time validation of break policies against federal and state regulations
• Immediate notification delivery to administrators when compliance issues are detected
• Live survey presentation for mandatory break-related compliance questions
• Instant server communication for policy enforcement

Offline Mode Break Compliance Limitations: When the device operates without internet connectivity:

• Break compliance data is collected and stored locally on the device
• Compliance notifications cannot be transmitted to the server until connectivity is restored
• Survey responses are queued for transmission during next successful sync
• Critical Limitation: Administrators will not receive real-time notifications of compliance issues during offline operation

Clock-Out Question Feature

ZenTime supports configurable post-clock-out questionnaires that can be administered immediately after an employee completes their clock-out action. These questions serve multiple purposes:

Use Cases:

• Collect feedback about shift experience
• Gather safety incident reports
• Document workplace conditions
• Capture equipment status information
• Record end-of-shift notes

Configuration Requirements:

• Questions must be configured in the Zenople Web Application WebClock setup
• Questions are downloaded to the device during initial setup and sync operations
• Question presentation is mandatory when configured (employee must respond before completing clock-out process)

Admin & Supervisor Role Assignment

Proper role assignment is critical for ZenTime operation. Only users with Admin or Supervisor roles can perform device setup, reset operations, and data exports.

Setting Admin Role

Step-by-Step Process:

1. Navigate to ATM (Admin Tool Management) Module
   • Access the Zenople Web Application
   • Locate the ATM navigation menu
2. Select Role Navigation
   • Browse available system roles
   • Identify the "Admin" role entry
3. Edit Admin Role Configuration
   • Click the Edit icon next to "Admin" role
   • Access Favorite Actions configuration panel
4. Configure Office Staff Association
   • Navigate to the Office Staff stepper.
   • Select the target Company from the organizational hierarchy
   • Choose specific Staff members to receive Admin privileges
   • Save the configuration

Result: Selected staff members now possess Admin-level access rights for ZenTime operations

Setting Supervisor Role

Step-by-Step Process:

1. Add Contact Under Customer Management System (CMS)
   • Navigate to the target Customer entity in the system
   • Access the customer's detail page
2. Access Entity Detail Section
   • Locate the "People" tab or section
   • Navigate to the "Contact Role" tab
3. Add Supervisor Role
   • Click the "Add" icon (typically a plus symbol)
   • Select the desired Contact from the user list
   • Assign the "Supervisor" role to this contact
4. Configure Login Credentials
   • Click the Eye icon next to the newly added supervisor
   • Access the Profile section
   • Navigate to Login Info from the star icon
   • Use the username and password credentials

Result: The contact now has Supervisor-level access rights for ZenTime operations

System Requirements

The following technical specifications must be met for optimal ZenTime performance: