Finger Scan Z34 - Enrolling Your Employees' Fingerprints

You’ll need to enroll each employee’s fingerprint into the time clock before they can use it to clock in and out.  We recommend you do this before your hotel starts using the time clock on a daily basis.  A live internet connection is not required while you are enrolling your employees’ fingerprints.  This allows you to enroll fingerprints in a manager office or other central location if this is more convenient.

Step 1 – Get a list of your employees’ Personal Identification Number's (PIN's)

Employee PIN's are entered in the ‘Punch PIN’ or 'Webclock Username' field on each associate’s Employee Profile in Employee Manager, and we’ve built an easy-to-print report in Employee Manager under the 'Reports' tab for your convenience.

Note:  This first step requires you to have a Hotel Effectiveness Secure Portal account with access to our Employee Manager application.  If you do not have this access, you will need to request that a company administrator grant you this access or that they provide you a list of the PIN's by following the below procedures.

[follow the below instructions to access the page]

• Login to Hotel Effectiveness 
• Select "Employees" from the left navigation menu
• Select "Reports" from the blue menu and choose "Time Clock Login List"
• Choose the correct hotel and then click ‘Generate CSV file’
• Normally, the CSV file will open using Microsoft Excel.  We suggest you print this file so you can mark off every employee as you enroll their fingerprint to keep track of who still needs to be enrolled.

Login to Hotel Effectiveness Note: This requires you to have a Hotel Effectiveness account with access to our Employee Manager application.  If you do not have this access, you will need to request that a company administrator grant you this access or that they provide you a list of the PIN's.

Step 2 – Enroll Fingerprints at the Time Clock

1. Go to the timeclock with the employee you wish to enroll and the list of employee PIN's.
   1. Press '3' to access the Enrollment Menu---The default master manager password for the Enrollment Menu is 1234 (or if you have changed the password, please enter your master password).
      You should change this password to something more secure when convenient; write this password down. All managers responsible for tasks with the clock should be aware of this password.

2. Press '1' from the Enrollment Menu to enroll a fingerprint.
3. Enter the Time Clock PIN/Card 1 for the employee---This is the fourth column in the Time Clock Login List. It can also be found on the Employee Profile inside of Employee Manager in the 'Punch PIN' or 'Webclock Username' field.
4. The employee will be asked to touch the fingerprint sensor a few times to enroll - a couple touches to capture the enrollment and once more for verification.
5. Let the employee know he/she will need to use that same finger to clock in and out every time and place it on the sensor the exact same way they did when you just enrolled them.

You should repeat these steps for every employee who is responsible for using the time clock.

Fingerprint Enrollment Best Practices

Poor image quality at enrollment will cause poor fingerprint matching when using the time clock.  Hands should be clean and dry before enrolling.  We strongly recommend that immediately before enrollment each person completely wash and dry his/her hands or use hand sanitizer. 

We suggest you enroll the index finger of the employee’s non-dominant hand (i.e. if they are right handed, choose their left index finger; if they are left handed, choose their right index finger).   This is only a suggestion, so you can enroll whatever finger appears to have the best quality fingerprint.

 A manager should ensure that the employee touches the sensor firmly enough so that the skin is flattened and easily read. The center point of the finger should be in the center of the sensor and the finger should be held still while it’s being enrolled.

Testing the Fingerprint

On the Enrollment Menu, option 7 (Tests) allows you to test the automatic identification capability of the fingerprint reader without punching anybody in or out.   In test mode, the clock will attempt to identify the finger on the sensor and shows the corresponding PIN. The test mode can be used to train employees on the best way to touch the sensor.  The score displayed after testing a print is an indication of how well the finger matched the original template. You should try for a score of 100 whenever possible.

Understanding what is being captured by the time clock when you enroll a fingerprint

The system does not store or record the actual fingerprint image.  The system measures several key points on the person’s fingerprint as sample landmarks.  These fingerprint landmarks are encoded as a series of numbers.  Since the system never captures the entire fingerprint, the original fingerprint image can never be recreated from the sample landmarks that you are storing in the time clock.