WFM UK: Time & Attendance: Ordering Biometric Devices

Overview

New, additional, or replacement time and attendance devices can be ordered directly from Fourth's Customer Success Portal (CSP) by submitting a New Install Request and completing an order form. This article provides guidance on doing this. 

Filling out the form is straightforward but does require a level of familiarity with Fourth's Workforce Management solution and can only be done when signed in to Fourth's CSP. If you don't have a CSP login, please see Customer Success Portal: Signing up to the Customer Portal – Fourth & HotSchedules Customer Success Portal for guidance.

Accessing the Order Form

 By completing the order form you will be confirming that you have read and understood the Device Requirements and Installation Pre-requisites.

• Log in to Fourth's Customer Sucess Portal and select Submit a request from the top-right corner
• Where it reads Please choose your issue below, select Time and Attendance Device Install Request

Company and Location Details

The first section of the order form has fields for the following:

• Company Name - this can be found in the HR and Rotas app before the word 'Portal' (see Fig.1)
• Location Name - this must be exactly as listed in the HR and Rotas modules
  • In Workforce Management, go to HR > Company Admin > Locations (see Fig.2)
  • If possible also provide the Accounting System Code for the Location which allows us to know exactly which location the device should post to.
• Location Address - the full street address of the location
• Exact Clock Location - the physical area onsite where the device is to be installed. Please review the prerequisites to make sure the location is appropriate

Fig.1 - Finding the company name

Fig.2 - Selecting Locations from the side menu

Installation Contact Details

The following section is for providing contact details for whoever the installation point of contact is.

• Contact Name
• Email
• Phone

This person should be available onsite on the day of the installation and will need to be authorised to sign off that the installation has been successful. As such they will need access to, and a working knowledge of, the HR and Rotas modules.

If there is any uncertainty at all that the location will be able to meet the prerequisites for a device installation, Fourth advise having an IT contact either onsite or available by phone on the day of installation.

Device

• Use the Type of Reader drop-down and select one of the following:
  • UK Only - Biometric Reader Synergy A (fingerprint)
  • US Only - Biometric Reader Synergy A (fingerprint)
  • Facial Recognition Terminal - SY910
• Confirm if the device is being ordered is a Replacement Device?
• Select if contactless buttons are required - only available for Facial Recognition SY910 devices

Connectivity

Full details of connectivity requirements are available in Device Requirements and Installation Prerequisites.

• Confirm that a Power Supply and Network Connection are available according to the requirements of the device model being ordered
• If IP provisioning will be by Dynamic Host Configuration Protocol check DHCP to confirm that static IP is not required
• If IP provisioning will not be by DHCP provide Static IP Address, Default Gateway and Subnet Mask
  • If you add TBC to these sections we will be unable to process your order until finalised details have been provided.

Additional Comments

Please use this box to include the following information:

• Preferred install dates - if you provide one or two preferred install dates we will do our best to meet your request but be aware that our lead times are between 10 and 15 days
• Warranty - please indicate if the device should be covered by warranty
• Solution - please add if you want T&A data to post to Rotas or Schedules
• Model to be replaced - If you have indicated that the device being ordered is as a replacement please provide details of the model being replaced
• Any other information that you believe may be useful for us to know

Once completed, tick each of the Terms and Conditions boxes to confirm understanding and your authority to place the order.

By completing the order form you will be confirming that you have read and understood the Device Requirements and Installation Pre-requisites.

If you are at all unsure of the connectivity requirements, we advise seeking guidance from your own IT contact prior to completing the order. Installations that cannot be completed because of network or power issues will result in a chargeable second installation visit.

Once you have completed and submitted the form you will receive an email confirming your order, along with your order number, please use this number in all communications to help us keep you informed.

What will happen next?

Once your order has been confirmed on our portal it will be reviewed by the Customer Success Team who may need to get in touch with you to arrange any additional contracting required. 

Once your order has been reviewed by the Customer Success Team it is passed to the Installations Team who will arrange an installation date for you. We aim to share installation dates every monday for all orders reviewed the previous week and the installations themselves almost always fall in the subsequent 3 weeks.