Get Live Updates of Patrolling Activities through Live Monitoring Feature in TimeTec Patrol

Tuesday, November 28, 2017 TimeTec 1 Comments
This post was originally published in Nov 2017 and was updated in Jan 2019.

Introduction
Often times, supervisor in charge have trouble in keeping track of the patrolling activities that’s been carried out daily. With TimeTec Patrol, supervisor can now keep track of the patrolling activities by checking on the patrolling records and get live updates through Live Monitoring feature.  
To use TimeTec Patrol, make sure you have done the steps below:
i. Set up your TimeTec Patrol account - Use the system Wizard or refer here for more information.
ii. Add Patrol Device – Download TimeTec Patrol app, retrieve mobile ID, add the patrol device and assign supervisor/guard.
iii. Add NFC tags or Beacons - Install and registered the NFC tags and beacons as checkpoints. Please refer here for the steps.
iv. Add and assign Guards in the system.
v. Brief guard on using offline mode if they will be patrolling at areas with no Internet connectivity
Once the steps above are ticked off your list, you are ready to move on to the Live Monitoring module, where you can track all patrolling guards’ activities and records.

Live Monitoring Features
When any patrolling route starts, supervisors in charge of monitoring can navigate to this page on their TimeTec Patrol account to get instant access to all tour information and oversee the entire security operations. Here’s how to use the features:
1. Go to Records > Monitoring. Select the appropriate patrol location (Master Admin is able to view all patrol locations while other admins might have partial authorisation to only view their assigned location).
2. At the right corner, there is a quick link button to switch to ‘Dashboard’ view and vice versa - View today’s Patrol Schedule, work rate for the last 7 days.
3. Back at Monitoring, admin can choose to view Map or Floor Plan. The Floor plan will show all your checkpoints and if guards have already started patrolling, the colour of the checkpoints will change to indicate whether the guards are on time, late or yet to scan the checkpoint.


4. Scroll down to view the SOS Alert Listing and the Incident Report Listing. These are events that can be reported by guards at any time, including during patrol tour. Click to view any Photo Attachment that has been submitted by a guard.

 When guards use the app to report an incident, besides capturing a photo, they can also record a Voice Note as attachment. To listen to the voice recording, click on the ‘Play’ icon in the Incident Report Listing.

 Note: Any incident reported when the guard is on patrol duty (i.e. performing scans- start tour, checkpoint scans, end tour) will be displayed in the Live Feed section further down the same page.

a) Incident Report
During patrol rounds or other times, there are certain incidents that can be reported by guards and to notify assigned recipients. However, the incident list must first be created by Admin at Routes > Incidents & Notifications > Incidents List.



 b) SOS Alert
Panic button can be triggered by guard via mobile app and alerts will be sent to the intended recipients for further action. The system also shows record of the Notification Recipient that has viewed or acknowledged the alert.

 Refer to this article for more information on the SOS Alert function:
/2018/05/how-to-use-timetec-patrols-panic-button.html

 5. Scroll down further to view the Live Feed. This displays the start and end of tour, check in at each checkpoint.

 a) The information is updated from mobile app immediately after the guard starts/ends tour or scans checkpoints, provided that internet connection is available at that time.
 
b) To view recent records beyond the latest entries displayed in Live Feed, go to Records > Data Audit List.

 c) When guards scan at each checkpoint, based on the Admin’s configuration, they may be required to perform an action such as ‘Check and report incident’. The details for any Incident Reported will then be shown in a separate column within Live Feed. Refer to below for example:


6. Finally, the bottom section of Monitoring shows the On Duty Security Guards. This section shows list of guards that are scheduled for duty at the current time, e.g. at 4pm. In the image below, at the moment captured (4pm), there were 2 guards on duty.
a) Job Order - Click job order to send instructions for additional/ad hoc tasks to guards on duty.

 b) Send Job Order
c) Job Order display in app

7. The next tab is Patrol Records - View summary and/or details of the selected patrol rounds.
a) You can filter the Location and also Date

b) Generate Patrol Records
If you have retrieved Patrol Records and subsequently change some settings, for example the schedule or the routes assigned, you can use Generate function to recalculate or obtain adjusted records by choosing the date range for which the new settings has to be applied.


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Export Scheduler for Attendance and Transaction data in Attendance Module

Thursday, November 23, 2017 TimeTec 3 Comments




Introduction
We have recently introduced a new feature within Ingress and TCMS V3 software, where you can export the Attendance and Transaction data automatically by date or time into the dedicated folder path under Attendance Module.

Advantages
By using this feature, you can export the transaction logs automatically for payroll calculations. At the same time, you can configure this feature with other options like Auto Download Transaction and Auto Generate Attendance Record to achieve better work efficiency

Process
To use this feature, go to Attendance module in Ingress software or Scheduling & Attendance module in TCMS V3 software, then select Export Scheduler > Add Scheduler.

There are 3 types of report that you can export:

1. Data Audit List
2. Summary Attendance Sheet
3. Details Attendance Sheet



From here on, you can select Auto Export period (either by Date, Weekly, Daily, Hourly or by Minute). Note that you can also configure the export Running Time and Date.

 Export Data Audit List
In Export Data Audit List, you can choose to export the file in 2 template formats. Select the export format template you preferred. Template options are:

1.  Export Type 1 
With Export Type 1, you can select or remove the data fields as you need, example User ID, Name, Clocking Time and Check Type. Note that “No.” refers to the sequence of the data and “Size” refers to the maximum characters for the data field.



2.  Export Type 2
With Export Type 2, you need to type the desired export format and click Verify for system to check and save the data format. The System will show the status: Parse Successful (data format valid) or Parse Failed (data format invalid).



- Next, select the Export Path or location where you want to save the file.
- Select Append Data if you want the System to update the new data that you have exported inside the same file.
- Press OK to Save the Export Scheduler settings.



- To test whether all of the configurations are working based on the settings, please click at Run. ‘Print Job Completed’ message shows that the configurations are working and you can now expect the System to export all of the data based on the scheduler time.
- Check the exported file and the item inside the selected folder for confirmation.

Remark (Updated in Jan 2019):
Please note that there is also an auto export to email feature which is applicable for Details Attendance and Summary Attendance Sheet only:
/2019/01/how-to-auto-export-attendance-data-in.html

Related Posts
How To Auto Export Attendance Data in Specified Folder and Email in TCMS V3/Ingress
Auto Generate Report to a Specific Path using Report Scheduler in Ingress and TCMS V3

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Getting Started with TimeTec Patrol App

Tuesday, November 21, 2017 TimeTec 0 Comments
Introduction TimeTec Patrol app is a mobile application for TimeTec Patrol; a cloud-based Guard Management System for security firms available at www.timetecpatrol.com. This mobile app needs to be installed on NFC/ BLE-enabled smartphones and during patrol rounds, guards perform duty by tapping the phone on NFC tags (or scan for Beacons) scattered along their assigned route.

 Benefit Through this app, not only can guards confirm they have been at the assigned routes’ locations during patrol duty, they can also report incidents, send photos and request for S.O.S distress message during emergencies. In addition, based on the BYOD concept, guards can be allowed to use their existing phones in the system, thereby reducing the investment in specialised tools and deployment cost.
FAQ 1. Do security companies need to prepare smartphones for the guards or they can use their own? You can choose either one. However, please make sure that the smartphone is paired with TimeTec Patrol before it can be used. 2. What’s the minimum smartphone specifications for TimeTec Patrol? Any Android phone with OS v 4.0.0 and above that comes with NFC and/or BLE functionality. 3. Sometimes Internet connectivity is not stable when I'm using mobile app. Can I still use the app when the Internet connection is lost? Don't worry about it, the offline mode in TimeTec Patrol mobile will still store and save the important information and transmitted it back to the server once you back online. Refer to the steps here .
Process

 Note: If you have signed up for TimeTec Patrol account for your company, you are the account owner and your e-mail address is assigned as the System Admin. For Mobile app access, you are required to create a new TimeTec user ID, with a Login user name and password to be able to login.

 Setting up Admin Guard & Normal Guards For guards to be able to use the TimeTec Patrol App during their patrol rounds, Admin need to pre-configure the below: 1. Go to your TimeTec Patrol account > User > Manage User tab > click Manage to Add Guard. Otherwise, if you have already added user previously, select the user > Click Edit.
2. Ensure that you have entered the following information (Compulsory to be added for Guard to gain access to the mobile app):
 - Name
 - Organization Structure (Select the relevant Patrol Location, e.g Bandar Kinrara Sec 4 - 5)
 - System Information: Enter the TimeTec User ID, Issuance Date, Login User Name (Email Address), Login Password
Note: System Admin can always set a new login password here for all users.
3. Assign Admin Guard
We recommend for you to assign Admin Guard for every patrol location especially to perform NFC/Beacon enrolment via the Mobile app. Assign Admin Guard role at User > Manage System Roles & Admin > Add > Select the added guard Login email > Select the system role (e.g. Master) > Enter the Guard password > Submit.

4. At Routes tab, select Patrol Devices > Patrol Devices List > Add > Enter the Patrol Device Name.
5. Next, you will have to add the Mobile ID of the smartphone. Open the TimeTec Patrol app, at the Login Page of your Mobile app > Click on Mobile ID. Then, at the web application, enter the prompted Mobile ID into the Mobile ID box of the newly added patrol device (The pairing code will appear automatically). You will need the pairing code later when the guard first login from the device.
6. Next, go to Assign Security Guards to Device tab > Select the Patrol Location > Click on Assign > Select a Patrol Device > Select Security Guard(s) to be assigned to the device. You can assign more than one guard to a single Patrol Device (guards can share the mobile phone).

First time login - Normal Guard
7. For first time login, guard will need to insert username and password, and enter the pairing code of the Patrol device, obtained from Step 5 above.


8. From the main menu, select Routes & Checkpoints. If you have already been assigned a route for patrol duty, it will be listed here on the relevant date. Choose the route to start your tour.

First time login - Admin Guard
9. Similar to the guard login, admin also will need to enter the pairing code obtained from Step 5 above. Once logged in, Admin guard can perform NFC/Beacon enrolment and check on patrol duty.

10. To enrol NFC tags or Beacon, at the main Menu, select Routes & Checkpoints. Then, select Enroll Checkpoints. 
Note: TimeTec Patrol’s Admin need to create patrol routes first in the web application before Admin Guard can enrol NFC tags or Beacons via Mobile App.

11. Choose the preferred route for checkpoint enrolment.
 
12. Tap your Device at the NFC button (or scan via bluetooth for Beacon enrolment) and press Submit to have the Checkpoint ID registered.



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BEACON IS NOW APPLICABLE IN TIMETEC PATROL!

Tuesday, November 21, 2017 TimeTec 0 Comments



Introduction
Introducing the newest method to verify patrol duty of security guard in TimeTec Patrol. On top  of NFC Tags, now TimeTec Patrol can be paired with BEACON for checkpoint verification.


Steps to Create a Patrol Checkpoint with Beacon
1. Go to ROUTES tab > LOCATIONS & CHECKPOINTS, add BUILDING or FLOOR based on the location you want to configure.
2. You will be able to add a CHECKPOINT by right clicking the FLOOR that you have created and click on Add CHECKPOINT.


3. Insert the name of the CHECKPOINT and click Save.
3. You will find information of your CHECKPOINT listed on the right side.
4. Click on the EDIT button and choose your CHECKPOINT enrollment option, NFC or BEACON.


5. Click on the radio button for BEACON and change the checkpoint status to “ACTIVE” and click Save.
 
6. Using the mobile application, the admin will need to select the BEACON available within the list to complete enrollment for the CHECKPOINT. Go to Menu > Routes & Checkpoints > Enroll Checkpoints > Select Routes > Select Checkpoints > Choose
*Note: Turn on Bluetooth to detect the nearest Beacon(s) available for enrollment. Reading perimeter is approximately 10 meter.





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