Icon Time TotalPass P400

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Icon Time TotalPass® P400

Automated Time Clock That Packs a Powerful Punch

Simply designed and easy to use, the TotalPass P400 is more than just an employee time clock. It’s your new payroll assistant – designed to streamline your time and attendance process. With TotalPass Technology built into the clock, there’s no software to install and no recurring monthly costs for your business.

Big Features for Your Small Business


One of the biggest mental hurdles for small businesses is making the transition from manual to automated timekeeping. That’s why we designed the TotalPass P400 to work right out of the box – no software to install and no complicated setup. Managing employees and creating reports is also a breeze thanks to the powerful TotalPass software built into the clock and accessible from any device via an internet browser.


Improve productivity with perfect digital accuracy.

Inaccurate timekeeping can cost a company a lot of money in lost productivity and over-reported employee hours. With the TotalPass P400, employee punch data is captured down to the minute – no more wasted hours spent tracking down timecards, missed punches, or deciphering illegible entries.Now you can quickly turn employee punches into actionable insights with Employee Timecard and Attendance Reports. These detailed reports help you take control of labor costs – and more advanced reporting and tracking capabilities can be added with the Advanced Pack, Benefit Tracking Pack and Email Productivity Pack.


Fits your business today and tomorrow.The TotalPass P400 gives you the freedom to punch in where and how you want – by entering an assigned four-digit Personal Identification Number (PIN), swiping an RFID Proximity Card or clocking in remotely from your phone, tablet or PC using the optional Web Punch. Employee punches appear in real-time so you know who has punched in and who has not.Manage time and attendance with the same familiarity as the internet – simply open a web browser and connect to the clock’s intuitive TotalPass software. Whether you’re at home or on the road, you and your team can access the clock to review and approve hours, generate reports or process payroll.The TotalPass P400 is a powerful and cost-effective time and attendance solution for businesses up to 250 employees. Rather than pay for advanced features you may not use, the P400 is easy to upgrade, allowing you to keep your initial costs down and only pay for features you’ll use.


Advanced Features

Multiple Entry Options
Clock in and out using an assigned four-digit Personal Identification Number (PIN) or by waving a Proximity Badge (sold separately).

Connects Easily To Your Network
TotalPass P400 connects seamlessly to your network via Wi-FI, Ethernet, or USB.

Export Hours Directly to Payroll

This is where you’ll see the real power of automated time and attendance. Employee hours are seamlessly moved into your payroll system — eliminating manual data entry, ensuring accuracy and saving you time. The TotalPass P400 is compatible with most popular payroll systems, including:

Paychex Flex® & Preview

QuickBooks Online®

QuickBooks Desktop (Pro®, Premier, Enterprise)

ADP Workforce Now®




Employee Capacity Up to 25 (expandable up to 250 users)

Employee Entry Methods RFID Card/Proximity Badge, Keypad (preset 4-digit PIN), Web Punch Licenses (sold separately), 3rd-party badges (via USB external RFID reader, keyboard)

Connectivity Wi-Fi ®, Ethernet 10/100/1000 Base-T, High-speed USB 3.0 (for PC, 3rd-party RFID reader, keyboard)

Reporting & Tracking Reports Timecard, Attendance

Optional Reports Labor Distribution (using Custom Fields Assigned to Employee), Department, Timecard by Department, Individual Employee Timecard, Create Report

* Pay Item Types1 Regular, Day (Overtime 1, Overtime 2), Week (Overtime 1, Overtime 2), Non-worked, Holiday

** Optional Pay Item Types 2  Vacation, Sick, Personal

Geolocation Reporting Available with Web Punch Licenses (sold separately)

Payroll Exports

Payroll ExportsPaychex Flex®, Paychex Preview, SurePayroll®, Paycom®, Paylocity®, ADP Workforce Now®, QuickBooks Online®, QuickBooks (Pro®, Premier, Enterprise), HTML, CSV

Payroll Export Utilities QuickBooks Plug-in (Pro, Premier, Enterprise, Online), ADP desktop software

Custom Exports API for creating personalized reports

Advanced Payroll Upgrades

Advanced Pack Includes Email Productivity Pack, 5 Web Punch Licenses, Custom Employee ID PIN upgrade, Increases Employee Capacity to 50, Multi-clock feature allows you to connect multiple time clocks, Employee Input Tracking (Tips, Job Numbers, Piece Counts), Track Notes by Punch, up to 99 Department Codes (for Payroll exports), Supervisor Login & Permissions with Employee Assignments, Labor Distribution Reports (Using Custom Fields Assigned to the Employee)

Benefit Tracking Pack

Revision Zones, Custom Overtime Multipliers (Overtime 1, Overtime 2, Consecutive Days), Benefit Accruals (Sick, Vacation, Personal), Accrual Summary Report, Filter Create Report by Non-work Hours (Vacation, Sick, Personal)

Email Productivity Pack

Included in Advanced Pack upgrade Email Alerts: High Hours, Low Hours, Maximum Hours, Approaching Consecutive Overtime, Approaching Daily Overtime, Approaching Weekly Overtime, Check for Updates, Backup Reminder, Punch Notify; Automatic Email Backups (Daily, Weekly, Monthly); SSL Data Encryption WarrantyWarrantyOne-year parts & labor warranty, 30-day free phone support. Additional service agreements available.

* ¹ Requires Advanced Pack Upgrade 

** ² Requires Benefit Tracking Pack Upgrade 

Accessories & Service

Web Punch Licenses Sold in sets of 5 (max of 50)

Custom Employee ID PIN Individual upgrade or part of Advanced Pack

Proximity Badges Sold in packs of 10 and 25

P400 Care Pack Service Agreement covering hardware and software. Includes phone, email and remote login support.

What’s in the Box

TotalPass P400 Time Clock

Power Supply15 ft. Ethernet Cable

Quick Start Guide

15 ft. USB Cable

1-Year Manufacturer Warranty

Locking Mounting Plate with 2 Keys

30-Day Free Set Up Support

Warranty Information
One Year