Staff attendance can come from eSSL or ZKTeco devices that send punches to SunRuby. This is off until the institution switches devices on and registers one. Open Staff > Devices and shifts.
Register a device
- Open the Devices tab and press the button to register a device.
- Type the serial number printed on the device (no spaces), a name such as "Main gate", and, if you want, the allowed addresses (an IP range such as 203.0.113.0/24).
- Save. A key is shown once. Press Copy and enter it in the device. If you lose it, press Make a new key.
- In the device's cloud or server settings, enter the server address and port shown as a hint on this page.
- Wait for the device to connect. The list shows its health ("Never connected" or last seen) and the punches received.
Unknown or switched-off serial numbers are refused and nothing is stored. Fingerprint and face templates and photos from a device are thrown away unread. SunRuby takes only the time of each punch.
Use Ask for new punches or Fetch punches again if a device missed some. It says "Sent with the next heartbeat".
Shifts
A shift says the in time, out time, grace minutes, when a late or early person counts as a half day, the minimum minutes for a full day, the weekly off and whether a punch is needed.
- Open the Shifts tab and add a shift.
- Give it a name, the times and the staff group it covers (for example Teaching or Non-teaching).
- An out time before the in time is refused.
- Switch a shift off when you do not need it.
Every 3 late marks count as half a day (the number is a setting for the institution).
Punch file
If a device was offline, upload its export.
- Open the Punch file section and choose a CSV or Excel file with columns such as
Employee Code, Date Time. - Press Check the file. It shows how many rows matched staff and lists unknown codes. Nothing is stored yet.
- Press Import. Importing the same file again adds nothing.
Each staff member needs a device number on their record to be matched.
The rule to remember
A day with no punch is shown as Not confirmed, not as Absent. It does not cut pay unless the institution turned on "device absence cuts pay". This is off by default.
Common questions
The page is missing.
You need the permission to see devices. It is usually the principal and the institution admin.
Staff say the device does not read them.
Staff can ask for a correction. See Ask for or approve a correction of your punches.