BioTime Integration

Introduction

BioTime is a third-party software application widely used to streamline and automate Human Resource (HR) activities. It integrates seamlessly with ERPNext to manage various HR operations efficiently. Through BioTime, organizations can handle key functions such as Employee Creation and Linking, Employee Deactivation or Resignation Handling, Automatic Late Entry and Early Exit Detection, Multiple Location Shift Support, and Check-In/Check-Out Synchronization. This integration ensures real-time attendance tracking, accurate shift management, and a centralized HR process which reducing manual effort and improving overall workforce productivity.

Pre-requisites

• HRMS Module must be installed in ERPNext.
• Access to BioTime
• A valid BioTime URL and Token (unique for each company).

Getting BioTime URL & Token

To connect ERPNext with BioTime, you need a URL and an Auth Token.

Steps to Get Token

1. Open Browser
• Enter: http://:/api/docs/#/jwt-api-token-auth

Example: http://192.168.218.8:8090/api/docs/#/jwt-api-token-auth

• serverIP → BioTime server/computer IP (e.g., 192.168.218.8)
• serverPort → Server port (default: 8090)
2. Enter Credentials
• Username: BioTime system username
• Password: BioTime system password
3. Click “Try it out” (in API docs) or use Postman to send request:

{

"username": "admin",

"password": "admin"

}

4. Copy Token
• The system will return a token like this:
• { "token": "a9e60c0af10aeed83af39365b3a96c174752b7" }

Configure BioTime in ERPNext

In ERPNext:

1. Go to BioTime Settings.
2. Enter:
• BioTime URL (your server URL)
• BioTime Token (the one generated above)
3. Save settings.

Key Features of BioTime Integration

1. Employee Creation & Linking

• Employees created in BioTime are automatically linked to ERPNext Employee records.
• This ensures that every new employee added in BioTime is reflected in ERPNext without any manual entry.
• HR teams can manage employee data centrally, reducing duplication and errors.

2. Employee Deactivation / Resignation Handling

• Employees who are removed or resigned in BioTime are automatically blocked in ERPNext.
• Blocked employees cannot access attendance, payroll, or other HR modules.
• This feature ensures that inactive or resigned employee records are up-to-date and prevents unauthorized access.

3. Check-In / Check-Out Sync

• All punch-in and punch-out logs from BioTime devices are fetched into ERPNext as Employee Check-in records.
• ⚠️ If a check-in is outside shift hours, a warning is displayed. HR/Admin can adjust shift timing and click Fetch Shift to ensure proper attendance calculation.

4. Automatic Late Entry / Early Exit Detection

• ERPNext automatically categorizes check-ins as Late Entry or Early Exit based on:
• Employee punch time
• Assigned shift schedule
• Configured grace period
• New log types are created in ERPNext to track these irregularities.
• This automation helps HR teams monitor attendance patterns accurately and reduces manual calculations for payroll or performance evaluations.

5. Multiple Location Shift Support

• BioTime integration supports multiple locations or branches.
• Time configurations and shift rules are applied according to each employee’s assigned location.
• This ensures accurate check-in/out calculations, even if employees work from different branches or time zones.
• HR can centrally manage multiple shifts and locations without errors or extra effort.

Sync Now – Features

The Sync Now button is available in the BioTime integration section of ERPNext and can be used to instantly fetch the latest data from the connected BioTime system.

Normally, ERPNext syncs information from BioTime automatically at scheduled intervals. However, the Sync Now option allows users to update data manually and immediately whenever needed.

• Employee Creation & Linking – Instantly fetch newly added employees from BioTime.
• Employee Deactivation / Resignation Handling – Update employee status changes right away.
• Check-In / Check-Out Logs – Retrieve the latest attendance punches.
• Late Entry / Early Exit Detection – Refresh and apply updated log types.
• Multiple Location Shift Support – Sync recent shift or location updates.

Key Benefits

• Fetch the most recent updates directly from BioTime.
• Keep ERPNext data aligned with BioTime in real-time.
• No need to wait for scheduled sync intervals.
• Reduces manual entry and improves data accuracy.