You can use your Access People Planner terminal to allow employees to book on and off shifts using NFC tags or a PIN. Follow the steps below to prepare your terminal, configure it in Access People Planner, and start using it.
Prepare the terminal
When you first receive your terminal, you'll be prompted to enter some information. See below for details on each field required:
Client ID field: The Access People Planner 6-digit number that was provided to your organisation when you started using Access People Planner.
Username field: Your Access People Planner admin account username. Due to the integration with Access Workspace, your username might be in an email address format.
Password field: Your Access People Planner admin account password.
The next screen asks you to select whether to register this terminal as a new terminal or to overwrite an existing one, in case this is a replacement unit:
Choosing to overwrite provides a dropdown list of your existing terminal names to choose from and register.
Registering a new terminal prompts you to enter a terminal name. We recommend naming it with the site or branch name to avoid confusion.
Once this is done, the terminal login screen appears, and it is ready to use.
Configure the terminal in Access People Planner
In Access People Planner, you'll need to further configure how the terminal works. Follow the steps below to set up the configuration, groups, and terminal assignment.
Set up the configuration
Click Settings, then click Other.
Click Terminal, then click Configuration.
Select the terminal.
Click the plus icon to add a new configuration.
Set up the groups
Click Settings, then click Other.
Click Terminal, then click Groups.
Click the plus icon, enter the group name, then click Save.
From the QuickLinks menu, click Branches.
Select the branches applicable to this group.
Click Save.
Assign the configuration and groups to the terminal
Click Settings, then click Other.
Click Terminals, then select the terminal.
From the QuickLinks menu, click Configuration and Groups to assign them.
Click Save.
Use the terminal
Management
The management unit on the terminal can be accessed by a user in Access People Planner.
Click the management icon.
Enter the Access People Planner username and password for the system user, then click Log in.
Monitoring screen
When entering the management unit, the monitoring screen is the default page. This screen displays all monitoring information. By default, it'll display active shifts. Checking the boxes also shows complete and upcoming shifts.
Clicking on a shift displays additional details and an image.
NFC programming
Within this screen, an employee's NFC tag can be programmed:
Click the Program Tag for the employee.
Hold the NFC tag against the strip located on your terminal.
Wait a couple of seconds until the terminal has confirmed the tag has been successfully programmed.
đNote: Once a tag has been programmed, an option will appear to verify the tag. This will show who is programmed to the tag.
Book on and off a shift
â ď¸Important: If an employee tries to book on or off a shift outside the grace periods configured in the terminal configuration, the system asks them for an explanation. The reasons listed are those configured in the EMS Manual Adjustment Types unit.
When an employee wishes to use the terminal to book on or off a shift, they can do this using one of two methods, depending on configuration:
Present their NFC tag on the strip located at the back of the terminal.
Select the login icon, which will prompt them to enter their surname and PIN. The PIN can be found in their employee record in Access People Planner.