Clocking in without an account: time clock terminal and PIN

For the time clock to be complete, the whole team needs to be able to clock in, not only those who use the app. But not everyone has a tablet or an account: kitchen or cleaning staff, or one more educator than there are tablets. And logging a colleague out to clock in, then logging back in with theirs, is a hassle.

That is why each staff member can have a personal time clock PIN of 4 to 6 digits. With it they clock in without a login account, in two ways: on one of the school's time clock terminals or on any colleague's device, without logging them out.

Step by step

1. Give each person their PIN: in «Staff», edit their record and fill in «Time clock PIN». Staff with an account can also choose it themselves in «Time clock» → «Choose my PIN».
2. To create the terminal, go to «Time clock» and click «Terminals». Type a name (for example, «Entrance tablet») and click «Create».
3. Open the link on the tablet or phone that will be the terminal: copy it, or scan the QR code with its camera. Leave it open at the entrance (even better, add it to the home screen).
4. When they arrive and when they leave, each person taps their name, types their PIN and presses the green ✓ button. The screen confirms the clock-in or clock-out with the time.
5. It also works without a terminal: on a colleague's device, «Time clock» → «Colleague with PIN» opens the same keypad (tap the name, type the PIN and press ✓). The colleague stays logged in and the person clocking in sees nothing else.

Good to know

• Any tablet, phone or computer with a browser will do, even an old one. There is no extra cost.
• The PIN is personal and nobody can see it, not even management. If someone forgets it, they are given a new one.
• After 5 wrong PINs, that person is locked out for 15 minutes.
• The terminal link works like a key: if the tablet is lost, click «Switch off» in «Terminals» and it stops working straight away.
• Only current staff members who have a PIN appear on the terminal.
• Records made with a PIN appear in the «Time clock» report and in the Excel file, like all the others.

Related guides

• Adding staff and deciding what each person sees
• Time clock: clocking in and downloading the record

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