VisualPresencia

Visual Presencia CloudCloud

Administrator's Guide
INTRODUCTION
Welcome to Visual Presencia Cloud. This manual is intended as a guide in the use
of the Administrator Portal.
In its content you will be able to observe the essential aspects of our application in
the cloud, along with images that help to focus each of the points that are detailed.
An attendance control application conceived for the optimization of tasks and
resources in the work of Management or Human Resources, as well as support for
the reduction of costs that absenteeism implies for a company.
We will accompany you at all times, from its implementation to the customization of
the system for your company and subsequent technical support.
A flexible and real-time solution.

Support Department
 Table of contents
Access

Administrator Portal
PRESENCE MODULE
1. Presents
2. Alerts.
3. Incidents.
4. Holidays.
5. Check-in.
6. Accesses.
7. Reports and statistics.
8. Production
9. Calendar.
10. Emergency
11. Routes.
CONFIGURATION MODULE
1. Groups of Companies.
2. Companies.
3. Centers.
4. Departments.
5. Employees.
6. Permissions or Roles.
7. Directory
8. Work calendars.
9. Schedules.
10. Work plans.
11. Apply Plans.
12. Events and Incidents
13. Vacation and Permissions.
HARDWARE MODULE
1. Cards.
HR MODULE
1. Documents.
2. O.R.P documents
3. Layoffs and suspensions.
4. Supporting documents.
5. Management level.
6. Requests.
7. Requests for Hours.
8. Load Data.
9. Schedule Change Request
10. Compare Calendars.
11. Messaging.
12. Contracts
13. Amortization hour bag
14. Bonus hour bag
EVALUATION MODULE
1. Knowledge.
2. Prizes.
3. Bonus.
4. Evaluation Reports.
EQUIPMENT MODULE
1. Equipment.
2. Stock
3. Deliveries
4. Returns
 Access

www.vpcloud.es
 Administrator Portal
Modules
User
 Attendance MODULE

Attendants Real-time display of the employee last check-in.

Irregular situations:

- PRESENCE: The employee has clocked in without

Alerts having to work due to being on leave, sick leave, etc.

- ABSENCE: There is no entry record.

- DELAY: Check-in made after the time of entry.

Incidences Authorized outings (commercial visit, external work, etc.).

Vacations Personnel on leave or vacation.

Complete record listings, with automatic views of the

Check-in current day, previous day, previous week, previous month
and previous quarter.

Movements of entries and exits in different Terminals than

those assigned as a presence. (Garage, Elevator, CPD,
etc.).
Access
Complete lists of accesses, with automatic views of the
current day, previous day, previous week, previous month
and previous quarter.

Reports and
Statistics reports, absences, delays, vacations, etc.
statistics

Production Display of production orders of employees.

Schedule Display of the work calendar of each employee.

General view of the employees in the company separated

Emergency
by departments.

Routes Real-time display of an employee's route.

All the elements that make up this module have filters to consult a range of dates, filter by
employee, as well as company, center and/or department.

Query a range of
Data export dates

Predefined Filter by employee, company, center

filters and/or department

In addition to being able to select the desired date range, it has five predefined filters: Today,
Yesterday, Previous Week, Previous Month and Current Quarter.

Whenever you click on the employee's name, you can view their record history, as well as their
incidents and delays.

All data can be exported in PDF and Excel documents.

1. Presents.
It shows in real time the last check-in of each employee, indicating date, time and type (entry or
exit).
By clicking on the employee's name you can view their record history in more detail.

2. Alerts.

It shows in real time the latest irregular situation of the employees. These can be:

- PRESENCE: The employee has clocked in without having to work due to being on leave, sick
leave, etc.

- ABSENCE: There is no entry record.

- DELAY: Check-in made after the time of entry.

In addition to being able to select the date you want to consult, filter by employee, company, center
and/or department, it also has filters by alert types.
By clicking on the employee's name you can view their alert history in more detail.

3. Incidents.

It shows in real time the employees who have some kind of incident or authorized departure
(commercial visit, external work, etc.).

4. Holidays.

It shows in real time the employees who are on leave or vacation.

5. Check-in.

Complete lists of all the movements of entries, exits and incidents of the employees that collect the
terminals destined to the control of presence in the workplace.
By clicking on the employee's name you can view their record history in more detail.

6. Access.

It shows the movements of entries and exits in those terminals destined to control access to the
work center (garage, elevator, CPD, etc.).

7. Reports and statistics.

It shows a list of statistics reports, absences, delays, vacations, etc. It allows obtaining the most
relevant information regarding the presence and access data of employees.
Clicking on the "New" button allows you to create personalized reports, you can assign a name, a
company, as well as the type of report or those reports you want to create (Personal statistics, total
statistics, list of transfers, summary of incidents, summary of movements, etc.).

Once saved, by clicking on the text “View” corresponding to the created report, you can select the
employees on whom you want to draw the report for later export in PDF or Excel documents.
Besides, in the employee report you can select the data you want to see.

8. Production

Shows the production orders of the employees.

By clicking on the employee's name you can view in more detail his history of production orders.
Work orders can also be imported so the employee can choose them in the Tasks dropdown.

9. Calendar.

It shows a list of the employees, according to their work calendar.

10. Emergency

Shows a list of the employees who are in the company separated by work center, and even by
department, to make easier the counting of employees by security managers in case of evacuation.

This list can be exported at any time in PDF and Excel documents.

11. Routes.

It shows the route of the employees during their working day.

For that you will have to click on “See”.
 Configuration Module

Groups de
companies

Companies

Work centers

Departments

Employees

Permissions Management, creation, editing and deletion.

Directory

Work calendars

Schedules

Work Plans

Apply Plans Block application of work plans.

Events and Customization of events and incidents.

Incidents

Permissions Management of vacations and individualized

Hours authorizations by employee.

In this module you can manage and set the structure of the company. It allows you to create a
group of companies, associate companies to these groups, configure the different work centers, as
well as the departments belonging to each work center with their employees and permissions.
In addition, it allows the creation of work calendars, schedules, work plans, events, incidents,
permissions and vacations.
 VisualPresenci
a

MADRID MÁLAGA

Administraci Ventas RRHH Direcció Taller I+D Informátic

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1. Group of companies.

It is the highest level in the organizational pyramid with which you can work in the program.

To create a new group of companies, click on "New" and fill in the fields, assign a name and a code.

It is important to click on “Save” to apply the changes. The data can be modified at any time by
clicking on “Edit”.
2. Companies.

Under a certain Group of Companies (if any), we find the lower level: the company.

To create a new company, click on "New" and then fill in the fields with the company data.

If desired, a logo can also be assigned to the new company. To do this, in the "Logo" field click on
the "Select file" button and search for its location.

It is also possible to assign an employee as the person in charge of the new company, but this
employee must have been created beforehand.
 It is important to click on “Save” to apply the changes. The data can be modified at any time by
clicking on “Edit”.

3. Centers.

Allows you to create the different work centers belonging to the company.

To create a new center, click on "New" and then fill in the fields with the data of the center.

It is important to click on “Save” to apply the changes. The data can be modified at any time by
clicking on “Edit”.

4. Departments.
In a work center you can have one or several departments. It is possible to filter by work centers to
view all the departments in that center.

To create a new department, click on "New" and then fill in the fields with the department data.

If applicable, departments can be created which in turn report to another department.

It is also possible to assign an employee as head of the department.

It is important to click on “Save” to apply the changes. The data can be modified at any time by
clicking on “Edit”.

5. Employees.

Allows you to view and create employees.

It is possible to filter by departments and/or work centers to view all the associated employees.
There is a button at the top left (next to the “New” button) that changes status between “View
History” and “View Assets”.

- View History: Employees who were created but no longer belong to the company.

- See Assets: Employees belonging to the company.

To create a new employee, click button on "New" and then fill in the fields with the employee's data.

At least, you have to fill in the mandatory fields in bold, found in the Personal, Contractual and
Security tabs.

The data is divided into the following tabs:

- Personal: Personal data corresponding to the employee.

 - Contractual: Personal data according to the company. You can also indicate if the
employee has an hour bag.

- Security: User, access password and roles (modules to which the employee will have
access).

- Directory: Contact details of the worker in the company.

- Resources: Company resources available to the employee.

- Experience: employee experience.

- Training: employee training.

- Certificates: employee certificates.

- Languages: employee languages.

 - Hardware: Personal card and employee profile. It is possible to assign a card from those
created to the employee. The clocking center may also be included when the employee
clocks in manually and the option to clock in through the mobile application.

- Emergency: Contact person and telephone in case of emergency.

It also allows assigning responsible for notifications to employees. To do this, click on "Responsible
Persons" and fill in the responsible persons that are needed.

Note that if four permissions officers are assigned, the level 1 permissions officer is the one who
has to accept the request first, then the level 2 permissions officer will have to accept, and so on
until all four accept.

Until the four managers accept the request, it will not be accepted.

It is not necessary to fill in the four levels of managers, only those that are needed.

If we need someone to be able to accept the request at any time, regardless of the person in
charge, we will assign a Global Permissions Manager. This person has to be different from the level
managers and can accept the pending requests of the employee at any time. Once the Global
Permission Manager has accepted the request, it will remain accepted.

6. Permissions or Roles.

Management levels and modules to which the employee will have access in VisualPresencia Cloud.
To create a new permission or role, click on "New" and then select the management level and the
modules to which the employee will have access in VisualPresencia Cloud.

You also have to check the boxes of the features that can be carried out with this role View, Add,
Edit and Delete.

It is important to click the left mouse button on “Save” to apply the changes.

7. Directory

A list with the employees is displayed where you can see and edit all the data that has been filled in
when creating the employee in the Directory tab.
8. Work calendars.

It allows you to view and create personalized work calendars, to associate them with the different
companies and/or departments to apply it later to your employees.

To create a new calendar, click on "New" and then a name will be assigned to the calendar.

It is possible to select the company and/or department to which you want to apply the new calendar.
To mark the days on the calendar, you must first select the type of holiday (National, Autonomous
Region, Town, Company) and then select the days on the calendar to which you want to apply the
marked holiday.

It is important to click on “Save” to apply the changes.

This is the appearance of the work calendar once the different existing holidays have been
informed.
9. Schedules.

It allows displaying and creating personalized schedules applied to companies and/or centers.
To create a new schedule, click on “New”. The following elements will be assigned: a name, the
company, and if applicable, the start and end of the night shift along with the minimum minutes for
overtime.

It is possible to create a schedule by sections, daily, weekly or annual.

To create a new schedule, we must indicate the time of entry and exit on each day, discriminating
whether these are flexible or not, and inform meal time, minutes from which it is considered to have
done an extra hour, maximum minutes tolerated as a delay before it generates an alert, and if you
have night hours.

Next, depending on the chosen schedule, you will have to indicate the time of entry and exit of the
employee for each of the days; if it is a section schedule, the hours to be worked per day, month or
year must be indicated.

10. Work plans.

It shows the list of work plans that have been created in the company and allows you to create new
plans.
To create a new work plan we must indicate for which company and center the work plan is, and
from there assign a schedule to each day. You can do this individually, by months and even by
year, just by clicking on each day, month or year, respectively.

This is the appearance of the Work Plan once created.

11. Apply Plans.

You can apply the previously created work plans to the desired employees.

To do this, you must select the employees to whom you want to apply the plan (left box) and assign
them the desired plan (right box). Once selected, click on "Apply" to save the changes.
The work plans can be applied in block.

It allows to filter by employee, company, center and/or department.

12. Events and Incidents

It shows all the events or incidents that have been registered.

It also allows you to create incidents. To do this, click on "New" and fill in the fields that are in bold.
13. Permissions and Vacations.

Allows you to create personalized permissions that workers can have (Breastfeeding, vacations,
paternity, moving, etc.).

To create a new permit, click on “New”. The name of the permission, the company to which it
corresponds and the number of days must be specified.

It is important to click the left mouse button on “Save” to apply the changes.

An employee's assigned days can be changed. Once the permission has been created, you click on
“Edit” so you can select the employee and modify the number of days to that permission.
 Hardware Module

Terminals Terminals installed in the company.

Cards Cards assigned to employees.

Fingerprints Fingerprints assigned to employees.

Access profiles (routes by which an employee can check-

Profiles
in).

In this module you can manage, configure and associate all the presence control systems available
to the company (Terminals, Cards, Fingerprints, Profiles, etc.).

1. Cards.

It allows to manage and create the cards, controls, telephones, chips that the company has as
identification and/or access methods.
To create a new identification and/or access method, click on “New”.

Then, the following elements will be specified: the associated company, the unique identification
number of the device, the printed code of the device and finally the type of technology.

It is important to click on “Save” to apply the changes.

To assign a card to an employee, from the Configuration module you can edit the employee and
assign the card in the Hardware tab.

If you click on “Activated”, you will be able to see the employees that are and are not active. In
addition, you will be able to activate the cards of employees who are not active.

To activate an employee's card or fingerprint, you have to select an employee that is not active and
click on “Activate”.
 HR Module

Document management, storage and editing of

Documents
documents per employee.

O.R.P.
Prevention plans, medical skills, IPEs delivery, etc.
Documents

Sick Leaves Insertion of layoffs and suspensions.

Documents justifying absences or other situations

Receipts
presented by employees for validation.

Management View of the different levels of management of the

Levels application for each user.

Visualization of requests made by employees with their

Requests
different statuses (pending, accepted or denied).

Requests hours Viewing requests for leave hours.

Load Data Bulk upload of documents. (Payroll, contracts, etc.).

Viewing and creating employee schedule change

Schedule Change
requests.

Compare
View multiple calendars at once.
calendars

Messaging Internal email system.

Contracts Employee contract management.

Amortization hour Payments (amortization) of hours from the hour bag made
bag by employees.

Bonus hour bag Insertion of hour bag for employees.

 This module allows you to perform all the functions performed by the workers of the company's HR
department.

1. Documents.

Allows you to manage and send employee documents (Payrolls, contracts, certificates, medical
reports).

To upload a document, click on “New”. You must specify the employee, the corresponding
document and the date on which the document will be uploaded.

Finally, it will be specified what type of document it is.

To attach it, you must click on "Select file" and search for the desired document.

If desired, a notification can be sent to the employee to notify that a new document has been
uploaded. To do this, check the "Notify" box.

It is important to click on “Save” to apply the changes.

2. O.R.P. Documents

It allows managing Occupational Risk Prevention documents (Prevention plans, medical skills, IPEs
delivery, etc.).

To upload a document, click on “New”. You must specify the employee, the corresponding
document and the date on which the document will be uploaded.

To attach the document, click on "Select file" and search for the desired document.

It is important to click on “Save” to apply the changes.

3. Sick Leaves.

Allows management of employee layoffs and suspensions.

To create a layoff or a suspension, click on "New".

 Next, you must specify the employee and mark the type of layoff or suspension that corresponds.

Finally, you must specify the start date and end date (in the case of the withdrawal has been
completed). If the end date is not known, each day that the employee is absent, one day will be
added to that layoff. When the end date of the cancellation permission is known, that permission will
have to be edited. Indicate the end date and save.

It is important to click on “Save” to apply the changes.

The layoff or suspension reports can be attached by clicking on the “Select File” button.

4. Supporting documents.

It allows you to manage all the employee receipts and check their status. It is possible to filter by
Pending, Accepted and Rejected.

Clicking on the text “View”, located next to the status of the receipt, will allow more information
about the receipt to be obtained.

It is possible to view the supporting document of the employee as long as you have attached it.

To validate the receipt, simply click on "Accept". If you want, you can add a response to the
employee.
5. Management level.

It allows visualizing the management levels of the employees. It is possible to export it in a PDF or
Excel document.

6. Requests.

It allows managing the different requests from employees (holidays, moving, special permits, birth
of a child, etc.). It is possible to filter by Pending, Accepted and Rejected and also by start and end
date of the request.

Clicking on the text "Edit", located next to the status of the request, will allow you to accept or reject
said request.

It is possible to include a comment in response to the employee's request and upload a document
by clicking on the “Select file” button.
 It is important to click on “Save” to apply the changes.

It is also possible to create the request for a specific employee. For that you will have to click on
"New" and fill in the fields that are in bold.

This request, being created by the administrator, will be automatically accepted.

7. Requests for hours.

It allows to manage the requests of hours by the employees. It is also possible to filter by Pending,
Accepted and Rejected and also by the start date of the request.
Clicking on "Edit", located next to the status of the request, will allow you to accept or reject that
request.

It is possible to include a comment in response to the employee's request.

It is important to click on “Save” to apply the changes.

It is also possible to create the time permission request for an employee. For that, you will have to
click on "New" and fill in the fields that are in bold.
 This request for hours, being created by the administrator, will be automatically accepted.

8. Load Data.

Allows bulk upload of documents.

To carry out a massive data load, you must click on "New" and then specify the directory in which
the documents are located.

All documents that are uploaded in bulk must be called as follows: XXXXX_YYYYMM.pdf, where
XXXX can be any name that contains any character, number, letters, spaces, hyphens, etc. From
there, an underscore must follow followed by YYYY and MM, which are the year and month to
which that document corresponds.

For example, if you want to massively upload the payroll of the employees for March 2017, the file
will be called Payrolls_201703.pdf.

It is important to click on “Save” to apply the changes.

9. Schedule Change Request

It allows managing schedule change requests by the employees. It is also possible to filter by
Pending, Accepted and Rejected and also by the start date of the request.
By clicking on "Edit", next to the status of the request, you will be able to accept or reject that
request.

It is possible to include a comment in response to the employee's request.

It is important to click on “Save” to apply the changes.

It is also possible to create the schedule change request for an employee. For that, you will have to
click on "New" and fill in the fields that are in bold.

This schedule change request, being created by the administrator, will be automatically accepted.
In order for an employee to request a schedule change request or an administrator to create a
schedule change request for an employee, that schedule must be previously created.

10. Compare calendars.

Allows you to compare the calendar of one or several workers.

For this, you have to select the workers you want to compare and click on the “Compare” button.

It will be shown if the employees work on those days (Working), if they are on Permission or if the
employee has a Request but it has not been accepted or rejected.

It is possible to export to Excel the view of comparing employee calendars for the whole year.
11. Messaging

It is an internal email system between the administrator and the employees.

It has a reading confirmation system.

To write an email, you must click with the left mouse button on "New", choose the recipient(s) and
finally write the subject and the message.

If you want the recipient to receive the email sent in their personal email, you must check the
"Notify" box. This employee's email must be configured in the Personal tab, in the Configuration
module.

It is important to click on “Save” to apply the changes.

By clicking on the "Sent" and "Received" buttons, you can check all the emails sent and received,
as well as check if the email has been read by the recipient.

12. Contracts

Records of employee contracts. The last start date of contracts will be the one taken into account
for the calculation of hour bag.

If the contracts are not registered, the employee's registration date is used to start counting the hour
bag.
To create a contract, you will have to click on "New" and fill in the fields Company, Center,
Department, Employee, the type of contract, the start date of the contract, weekly and annual hours
that the employee has to perform. It is also possible to import the contract and include comments.

13. Amortization Hour Bag

Records of the payments (amortizations) of hour bag made by the employees.

To register a payment, you will have to click on “New” and fill in the fields Company, Centers,
Department, Employee, Hours (number of hours from the hour bag that the company has paid the
employee) and Observations. We can also include the amount of the hours.
14. Bonus Hour Bag

Allows you to insert or remove hours from an employee's hour bag.

To insert or remove hours from an employee's hour bag, click on "New" and fill in the fields
Company, Centers, Department, Employee and Hours (number of hours that will be added or
subtracted from the hour bag of the employee).

Comments can also be added.

To see the employee's hour bag, you have to go to Configuration> Employees. This data is
changing day by day.
 Evaluation Module

Knowledge List of features to be evaluated of the employees.

Prizes List of gifts that employees will be able to acquire.

List of Bonuses that the person in charge assigns to the

Bonus
employees.

Evaluation
List of Game Reports and Survey.
Reports

In Evaluation, two parts are distinguished:

• Game: It includes the tabs of knowledge, Prizes, Bonus and a part of Evaluation Reports.
In the game, each employee will evaluate a series of competences of their colleagues.
These competences will be configured in Knowledge and will be evaluated in the period of
dates considered (every week, month, etc.).

Each worker will have a currency for knowledge to assign to the employee who considers
that he has been better in that competition.

The workers will also have a bag of coins with the coins that his companions have been
assigning for the knowledge or bonuses obtained. The coins in this bag cannot be given
away and with it you can get gifts in the Prizes section.

Each worker will assign the skills in the Game part, which is found in the Employee Portal.

• Survey: a survey will be carried out every certain period of time in which each worker will
have to evaluate themselves through a series of questions. These same questions will go to
the person in charge of each worker to evaluate them.

The surveys will be compared and the result can be seen in the Evaluation Reports.

The surveys will have to be answered in the Surveys part of the Employee Portal.

Employee managers will have to answer two types of surveys, their own and those of the
employees for whom they are responsible.
1. Knowledge.

List of knowledge or skills to be evaluated in the Game.

2. Rewards.

List of gifts that employees can acquire through the coins obtained in the evaluation of each
knowledge or through coins obtained and euros.

To create a new award you have to click on "New" and fill in at least the data that is in bold.

3. Bonus.

List of Bonuses that the person in charge assigns to the employees.

To create a bonus you have to click on "New" and fill in at least the employee to whom the bonus
will be assigned, the coins that will be given with that bonus and the description of the bonus.

4. Evaluation reports.

There are two types of reports, those for the survey part and those for the game.

In the Activity List, Coin Ranking, Employee Voting, Knowledge Voting and Redeemed Prizes
reports, a series of game issues will be seen.
 Equipment Module

Equipment List with all the equipment that have been created.

List where all the equipment stocks that have been

Stock
created are displayed.

Deliveries List of equipment deliveries that have been made.

List with the returns of the equipment that have been

Returns
made.

This module allows you to manage all the equipment available to the company.

1. Equipment.

List with all the equipment created. We can manage, edit or delete this equipment.

To create a new piece of equipment, click on "New" and fill in the following fields:
 - Company: select company.
- Equipment type: select the type of equipment that you want to create from various
options (clothing, technology, vehicles, etc.).
- Family: depending on the type of equipment chosen, a family can be selected (in
the case of clothing: pants, shirts, t-shirts).
- Code: Numerical field to identify each equipment.
- Description: we can add a description of the equipment.
- Recoverable: it serves as information to know if the equipment can be recovered.

2. Stock

List in which all the created stock is displayed, with equipment, family, quantity, etc.

To create a new stock of equipment, click on "New" and fill in the following fields:

- Company: select company.

- Center: select center.
- Equipment type: We select the type of equipment that we want to create a stock of. It is
necessary to have a previously created equipment.
- Family: depending on the type of equipment chosen, a family can be selected (in the
case of clothing: pants, shirts, t-shirts).
- Equipment: select the previously created equipment.

Depending on the equipment and the chosen family, additional fields will appear to fill in.
 3. Deliveries

List with all equipment deliveries where you can view the deliveries and download the delivery
certificate for later confirmation.

To create a new delivery, click on "New" and fill in the following fields:

- Company: select company.

- Center: select center.
- Department: select department.
- Employee: select employee to deliver the equipment.
- Delivery date: select the date when the delivery is made.

In the equipment part we will have to select the equipment to be delivered and press the “add”
button.

In the selected part, we can see the equipment delivered to the employee. We can remove this by
selecting the equipment and pressing the "remove" button.

Once all the fields are correct, click on the "save" button.

Once the delivery has been made, the delivery certificate can be downloaded. This record is a PDF
document that will be downloaded to our computer and indicates the details of the delivery, the
employee and the equipment. This will have to be signed by the administrator and the employee.
When this act is signed by both parts, we will have to upload it on the "Confirm" button. For that we
select this button, attach the file and press the "save" button.

4. Returns

List with all equipment returns made by employees. You can view the returns and download the
return certificate for later confirmation.

To create a new equipment return, click on "New" and fill in the following fields:
 - Company: select company.
- Center: select center.
- Department: select department.
- Employee: select employee to deliver the equipment.
- Return date: select the date when the return is made.

Once the employee has been selected, the equipment assigned to him will appear. You can filter by
type with the select button. You will have to mark the equipment, write the reason for return and
press the "save" button.

Once the return has been made, the return certificate can be downloaded. This record is a PDF
document that will be downloaded to our computer and indicates the data of the return, the
employee and the equipment. It will have to be signed by the administrator and the employee.
When this act is signed by both parts, we will have to upload it with the "Confirm" button. For
that we select this button, attach the file, choose the status of the return (Disabled, under repair,
theft, available, reusable) and press the "save" button.