Getting Started with BioLook

This article will walk you through the first steps to get started with your new BioLook timeclock.  You can use the links below to skip to a specific section of this article.  After you complete the initial setup process, you can proceed with the other articles in this help center to learn more about operating your BioLook timeclock features (registering face and finger ID templates, punching, shift management, user management, data management, reports, timeclock settings, and keypad characters).

Before You Start

• What’s in the Box?
• Installing the backup battery
• Operating Environment
• Mounting Instructions

Getting Started

• Menu Navigation
• Menu Access
• Set Date and Time

Using the Shift and Employee Setup Sheets

• Download the Shift and Employee Setup Sheets
• Using the Shift Setup Sheet
• Using the Employee Setup Sheet
• Upload the Setup Sheets to the Clock

Before You Start

Thank you for choosing BioLook™ by Acroprint Tech, Inc. This advanced time clock lets you:

• Capture employee punches safely and easily using touch-free face authentication
• Track hours
• Collect the data you need to process payroll

All on the time clock without any software to install or monthly fees!

What’s in the Box?

• BioLook Time Clock
• 9V DC Power Cord
• RFID Card
• BioLook Flash Drive
• Wall Mount Bracket and Hardware
• Pin Cable
• Warranty Card
• Product Manual

Unpack the BioLook time clock and accessories. Check for any damage that may have occurred during shipping and make sure all the components listed above are included. If any damage is found or any parts are missing, please contact Acroprint Tech Customer Service at [phone].

Installing the backup battery

To install the backup battery, follow these steps.

1. Remove the battery cover on the bottom of the device.

2. Plug the battery into the terminal.

3. Place the battery and connection wires into the bay. 

4. Replace the cover to secure the battery.

Operating Environment

Strong light can negatively impact the performance of face and finger scan verification. When installing BioLook, avoid areas with bright ambient or artificial lighting.
The recommended operating temperature for BioLook is 32°F to 140°F (0°C to 60°C). Long-term outdoor use will affect time clock operations and should be avoided, if possible. If the device is used outdoors, place it in the shade and use heating and cooling equipment to ensure that the device remains within the recommended temperature parameters.

Mounting Instructions

Included with your time clock is a metal back plate, four drywall anchors, four screws, and two small bracket screws. You will need your own Phillips-head screwdriver.
BioLook can be placed on a table or desk. It can also be mounted to a wall using the included wall mounting materials, as follows:

1. Select a location for your time clock near a power outlet.
2. Place the metal back plate against the wall (shown below). Mark the holes against the wall.
3. Insert the drywall anchors into the center of the wall marks.
4. Align the metal back plate with the holes. Ensure that the prongs are facing away from the wall and upward, then secure the back plate to the wall with the included screws.
5. Attach the power adapter. The time clock will power on.
   • Note: The time clock will automatically power on when the Power Off feature is set to No and power supply unit is connected. If the Power Off feature is set to Yes, you will need to press and hold the ◉ power button until the display comes on.
6. Align the four slots on the back of the time clock with the four prongs on the back plate. Push down slightly to ensure the time clock is securely fastened.
7. Secure the time clock to the metal back plate by fastening the bracket screws to the bottom of the time clock.

Getting Started

Menu Navigation

Bracketed words indicate time clock buttons such as [MENU], [ESC], or [OK]. Words in bold italics indicate menu selections on the time clock display such as Shift, User Mgt, Report, etc.
When instructed to select a menu item it requires that you highlight the item and then press [OK] to select it.
The up arrow button [▲] or down arrow button [▼] is used to navigate through the time clock menus to select the menu item you wish to edit.

Note that the arrows move right/left through the main menu.

Menu Access

For brevity throughout this manual, instructions will indicate only pressing [MENU] to enter the menu. However, if you have a user on the time clock designated as a manager, you will need to follow the instructions listed under “Manager Access to the Menus” in the Managers section.

Menu options include:

• User Mgt: Add, edit, and delete user information, or register a user’s face, finger ID, proximity card, or user ID and password.
• Shift: Create shifts, import and export shift sheets in Excel format, define attendance rules, and set an alarm bell.
•  Report: Includes Total Hours
  
  • (Summary), Time Card
  • (Schedule), and Punch
  • (OriginalRecord) Reports
• System: Change device settings like language preference, hour and date format, and more.
• Data Mgt: Download and delete attendance logs, delete all user authentication data, reset the device to factory settings, and reset all manager privileges.

Set Date and Time

To set the time and date on the time clock:

1. Press [Menu]
2. Select System and press [OK]
3. Select Time and press [OK]
4. Use the arrow keys or keypad to change a setting. Press [OK] to move to the next field
5. When finished, press [OK] once and press [ESC] to exit the menu or continue to change the date and time format.

To change the way date and time display follow these steps while in the Time menu:

1. Select Date fmt and press [OK]
2. Use the arrow keys to change a setting and press [OK]
3. Select Time fmt and press [OK]
4. Use the arrow keys to change a setting and press [OK]
5. When finished, press [ESC] once
6. The time clock will prompt you with “Save?”, press [OK]

Using the Shift and Employee Setup Sheets

Setup BioLook using the ease of Microsoft’s Excel:

• Download the setup files from the BioLook flash drive to your computer

• Set up your shifts, punch parameters, holidays, and enter your employees using Excel on your computer

• Upload the setup files back to the time clock

Download the Shift and Employee Setup Sheets

To download the setup files from the BioLook flash drive follow these steps:

1. Plug the BioLook flash drive into a USB port on your computer
2. If a directory does not automatically open, use your file browser (Windows Explorer or Mac Finder) to navigate to the flash drive directory
3. Double-click on the ‘01SHIFT’ file, Excel should launch and open the file. If not, run Excel and open the file from the flash drive’s directory
4. Double-click on the ‘01STAFF’ file, Excel should launch and open the file. If not, run Excel and open the file from the flash drive’s directory

Note: It is extremely important that the file names are not modified, or the time clock will not recognize them when uploading shifts and users.

We will cover completing the setup sheets and uploading to the time clock in the next steps.

Using the Shift Setup Sheet

Shifts are used to determine the time of day that employees are due to start work, leave for and return from lunch, and leave for the day. These times are used along with the Late Arrivals and Early Departures settings on the time clock to mark late arrivals and early departures in red on the time card. See Late Arrivals and Early Departures later on in this manual to learn how to set up late arrival and early departure rules on the time clock.

With the ‘01SHIFT’ file open in Excel, read the information at the top of the spreadsheet and enter your company’s rules as follows:

1. Read the information at the top of the spreadsheet
2. Starting with Shift1, enter the employees’ Start time, Lunch start, Lunch end, and End time
3. Enter the type of hours in ‘Sec type’; 0 for regular hours and 1 for overtime hours
4. Leave the ‘Cutoff Time’ at midnight (0:00) unless your employees work across midnight. If your employees work across midnight, see ‘Cutoff Time’ in the manual to learn more about setting cutoff times.
5. Repeat steps 2-4 to create additional shifts if desired
   Note: The times in each shift will apply to all days of the week
6. Next, click on the Holidays tab in the setup sheet
7. Enter your company’s holiday’s names and dates
8. When finished, save the file back to the BioLook flash drive
   
   

Using the Employee Setup Sheet

Adding or modifying employee information involves entering the employee names, department, and a password or a proximity badge number if desired. Enrolling face or finger ID templates and setting a user to a Manager role MUST be done on the time clock, not in Excel on the computer.

With the ‘01STAFF’ file open in Excel, read the instructions at the top of the spreadsheet and enter the employee information as follows read the instructions at the top of the spreadsheet and enter the employee information as follows:

1. Enter the employee ID (required)
2. Enter the employee’s full name (required)
3. Enter the employee’s department, if desired
4. Enter the shift you wish to assign to the employee. Enter ‘0’ to apply to no shift. If left blank, Shift1 will be assigned
5. In the manager field, enter ‘0’ or leave blank
   
   • Important: All new employees should be entered with a ‘0’ or a blank in the manager field. Managers should be set up on the time clock.
     See the Managers Section of this manual after the upload of the setup sheets is complete.
6. Leave the FP and Face fields blank
   
   • Note: Face and finger ID templates can only be registered on the time clock.
7. Enter a numeric password, if desired
8. Enter a proximity badge number, if desired
9. When finished adding all employee information, save the file back to the BioLook flash drive

Upload the Setup Sheets to the Time Clock

To upload the setup sheets to the time clock, follow these steps:

1. Eject and remove the BioLook flash drive from the computer
2. Plug the flash drive into the side of the time clock
3. Press [Menu], select Shift and press [OK]
4. Select Upload Shift and press [OK]
5. When complete, press [ESC] once
6. Select User Mgt and press [OK]
7. Select Upload User and press [OK]
8. When finished, press [ESC] repeatedly to exit the menus or simply allow the menus to time out
9. Remove the flash drive from the time clock