The ZK Timeclock import uses clock-in and clock-out records to calculate working hours and add them to the current pay run. The applicable timeclock rules determine how SmoothPay handles rounding, meal breaks and weekend work.
This guide covers exporting attendance data from VF380, UA300 and TX628 timeclocks. Other ZKTeco models that produce the same standard attendance file format may also be compatible.
Prepare employee records
SmoothPay matches attendance records to employees using their badge numbers.
Before importing, check that:
Each employee has a Badge # recorded in SmoothPay.
The Badge # matches the ID number used to enrol that employee on the timeclock.
Attendance records with an unmatched badge number are not imported.
Configure timeclock rules
Timeclock rules control how SmoothPay converts clocking records into working hours.
These can include:
Official start and end times: Restrict the times from which working hours are counted.
Start and end rounding: Round clock-in and clock-out times to the selected intervals.
Meal-break rules: Deduct unpaid breaks from the calculated working hours.
Weekend rules: Determine how Saturday and Sunday hours are treated.
Leave official start and end times or meal-break settings blank where those rules are not required.
Review company defaults
Open the Settings screen.
Select the Timesheets tab.
Click Edit.
Review the default timeclock settings and the company-wide weekend Work code rules.
Click Save.
The default timeclock settings are assigned to new employees. Review existing employees individually where their rules need to change.
For more information about the available settings, refer to:
Review employee rules
Open the Staff screen and select the employee.
Select the Contract tab, then select the nested Timesheet tab.
Click Edit.
Mark Use special timeclock import rules for this employee? to enable the employee-level rules.
Review the applicable settings.
Click Save.
The remaining settings on the employee’s Timesheet tab have no effect unless Use special timeclock import rules for this employee? is selected.
For more information about employee-level settings, refer to:
Export attendance records from the timeclock
Export the attendance records to a USB drive before importing them into SmoothPay.
The attendance filename varies by clock model. Examples include 0797133800001_attlog.dat and 1_attlog.dat.
Export from a VF380
Insert a USB drive into the port on the left side of the timeclock.
Select MENU and authenticate using an administrator’s RFID card or face recognition.
Select Dn/Upload.
Select Download transactions.
Once the download is complete, return to the main screen and remove the USB drive.
Export from a UA300 or TX628
Insert a USB drive into the port on the left side of the timeclock.
Press M/OK and authenticate using an administrator’s RFID card or fingerprint.
Select USB Manager.
Select Download, then select Attendance data.
Select the required time range. Use ALL or User-Defined to include the records you need.
Once the download is complete, press ESC to return to the main screen and remove the USB drive.
For initial device setup and employee enrolment, use the instructions supplied with the timeclock or contact its supplier. The optional Windows timeclock management software is not required for this import.
Import attendance records
Connect the USB drive containing the attendance file to your computer.
Open the Pay run screen.
Click Import on the pay run control bar.
Select ZK Timeclock DAT.
In the import window:
Drag the attendance .dat file into the upload area, or click the area to select the file.
Allow the file to upload.
Check the start and end dates and times.
Adjust the range if required.
Click Process.
The date and time range defaults to the usual pay cycle. The Reset control restores the range that was set when the import window opened.
SmoothPay processes the attendance records within the selected range and adds the resulting entries to the current pay run.
Important: Imports add to existing pay entries. Importing the same attendance records again can create duplicate entries.
Review the import audit report
After processing, review the import audit report before continuing with the pay run.
The report shows the calculated time after applicable rounding and meal-break deductions. It also identifies ignored records and errors, except for records outside the selected date and time range.
Check that:
Attendance records have matched the correct employees.
The imported dates and hours are correct.
Rounding and meal-break deductions have been applied as intended.
Weekend hours have been treated correctly.
Any missing or rejected records have been investigated.
Records that are not imported
The import excludes records that cannot be used to calculate valid working time, including:
Records outside the selected date and time range.
Clockings less than three minutes apart.
Records without a corresponding start or stop.
Records with an unmatched employee badge number.
Clocking spans exceeding 13 hours.
Missing or rejected clockings may require a correction to the employee’s pay entries.
Correct or reimport attendance records
For an individual correction, open the Pay run screen, select the employee and review their entries on the Work tab. Amend the affected entry or add the missing working hours as required.
For more information about working with these entries, refer to:
If you need to replace the imported entries for the entire pay period, clear the existing pay inputs before importing the corrected data.
Open the Pay run screen.
Click Who to pay on the pay run control bar and clear all employees from the current pay run.
Import the corrected attendance file.
Restore any other required pay entries.
Review the audit report and the resulting pay inputs.
You can import attendance progressively during a pay period, leaving the entries in place until the pay run is processed. Ensure each import contains only the additional records you intend to add.
For more information about reviewing and completing the pay run, refer to: