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Realtime guides

Personnel and employees

How to manage your people in Realtime, from adding a new employee to assigning the RFID cards and fobs they use to clock in.

Assigning an RFID card or fob to an employee

Assign or replace an employee’s RFID card or fob by selecting them in Manage Employees, opening the Enrolment tab, and entering the card’s serial number.

Step 1: Open employee management

  1. On the left-hand menu, go to Personnel, then Manage Employees.
  2. Select the employee you want to assign the card or fob to. If they are not listed, add them first (see the Adding a new employee guide on this page).
  3. Click Apply to confirm the employee selection.

Step 2: Open the Enrolment tab

  1. At the top of the screen, click the Enrolment tab.

If you cannot see the Enrolment tab, it is likely a permissions setting. Go to Settings, then User Management, and make sure Enrolment is ticked for your user role. If you do not have permission to change this, contact your system administrator.

Step 3: Assign or replace the card or fob

  1. In the Enrolment tab, click Edit.
  2. Find the RF Card ID field.
  3. Enter the serial number printed on the back of the RFID card or fob.
  4. Click Apply to save.

To replace an existing card or fob, delete the current number in the RF Card ID field, enter the new serial number, then click Apply. The card or fob is now ready for the assigned employee to use.

Adding a new employee to the system

Add a new employee in Manage Employees: create a blank record, fill in their details, save to send them to the clocking terminal, then enrol their biometrics or card.

Step 1: Open employee management

  1. On the left-hand menu, go to Personnel, then Manage Employees.

Step 2: Create a new employee entry

  1. At the bottom right of the screen, click New Employee.
  2. Blank fields will appear at the top of the screen for you to complete.

Step 3: Enter the employee information

  1. Fill in each field, for example name, ID number and department.
  2. Check all the necessary information is entered accurately.

Step 4: Add a profile picture (optional)

  1. Click the image icon above the form to upload or select a profile picture.

Step 5: Save the employee record

  1. Once all fields are complete, click Apply to save.
  2. This sends the new employee data to the clocking terminal.

Step 6: Enrol biometrics or a card

  1. At the clocking terminal, enrol the employee’s face or fingerprint. See the enrolling biometrics guide for detail.
  2. To assign an RFID card or fob instead, follow the Assigning an RFID card or fob guide above.

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