Agency Go-live Checklist
The order to set up TempClock in the agency console, from your first users to your first closed pay week. Each step links to the guide that covers it in full.
Last checked against the product:
Overview
For the person who owns go-live.
Work through the steps in order. Each one depends on the one before: rate rules need sites, kiosks need sites, portal users need sites, and the first close week needs all of them. Most agencies finish steps 1 to 6 in the first week and enrol workers in the second.
Before you start
- Agency console, signed in as a super admin. Setting the two-factor date in step 1 and Automation in step 9 need a super admin; an Admin can do the rest.
- Your client list, site addresses, pay and charge rates, and your Sage payroll references.
- A worker list as a CSV file (name, badge, client and site at least).
- A tablet for each kiosk, a stand, power and Wi-Fi at each site, or 4G mobile data on the tablet where a site has no usable Wi-Fi.
Before You Start
One setting for the super admin.
Go to Setup > Settings and, under Navigation, click Two-tier: admin and client managers. The guides use this two-tier menu for the agency console and the client dashboard.
The 10 Steps
In this order.
Users and two-factor
Agency console: Setup > Users. Add each person with the right Access level and click Create User. Then each person sets up two-factor from Account menu > Two-factor authentication. A super admin sets the date it becomes compulsory under Setup > Security & 2FA. On a new system it is already set to 14 days after set-up.
See User Roles and Permissions and Two-factor Authentication.
Clients
Agency console: Clients > Clients. Add each client and set Require client approval before payroll, PIN clocking, Badge and face check, Late after (minutes past start) and the worker messages.
See Client Settings.
Sites, billing and 24/7
Agency console: Sites > Locations. Add each site with its geofence, Billing details (PO, Sage account, nominal code) and Site runs 24/7 for round-the-clock sites. Untick Site is live for a site that is still on paper. Then set limits on Sites > Site rules.
See Managing Locations and Site Rules.
Rate rules
Agency console: Time & Pay > Rate rules. Add rules with Add Rule, or fill a file and use Import rate rules from CSV. Export CSV gives you the current rules to edit. England and Wales bank holidays are already loaded.
See Creating Rate Rules and Bank Holidays.
Pay week and Sage payroll export
Agency console: Setup > Settings. Under Payroll Policies set Pay week starts on and the Approval cut-off. Under Sage payroll export set the product, employee reference and Payment reference for each pay element. Click Save Settings. Run a test file against a Sage test company before the first live week.
See Global Settings and The Sage Payroll File.
Kiosks
Agency console: Sites > Kiosk setup for each site's kiosk link and set-up QR code, then Sites > Kiosk devices to register each tablet. Check each tablet shows on Sites > Kiosk fleet.
Workers, enrolment and badges
Agency console: Workforce > Import workers to load the CSV, with a preview and row-by-row errors. Then Workforce > Batch re-enroll and Queue set-up links to send face set-up links in batches. Print or assign badges on Workforce > Badges.
See Importing Workers and Face Enrolment.
Client portal users
Agency console: Clients > Portal users. Add each client approver and supervisor, choose the Portal role and tick the Sites they look after. A user with no site ticked on a multi-site client sees nothing.
Alerts and scheduled reports
Agency console: Setup > Automation (super admin) for late and no-show emails, and Reports > Scheduled reports for reports emailed on a timetable. On Setup > System health, set the On-call mobile for urgent alerts and tick the Sites that run 24/7.
See Alerts and Automation and Scheduled Reports.
Your first close week
Agency console: Time & Pay > Close week. Check exceptions, approve, Lock week, Preview the Sage file, export it, then Open the charge schedule. Do this with the payroll lead for the first week.
See Closing the Pay Week.
Setting Up Your Team
Example: five coordinators and one payroll user.
| Who | Access level | Their landing guide |
|---|---|---|
| Go-live owner and a deputy | Super admin | This checklist |
| 5 coordinators | Coordinator | A Coordinator's Day |
| 1 payroll user | Payroll | The Payroll Week |
| Managers who only look | Read-only | Dashboard Overview |
| Client managers who run their own workers | Client dashboard users (Admin, Manager, Viewer) | Client Dashboard: Where to Start |
| Client approvers and supervisors | Client portal users | Client Portal: Getting Started |
Keep at least two super admins, so one can reset the other's two-factor if a phone is lost.
First Site and Paper Alongside
Your largest site goes live first.
How It Maps to the Plan
Implementation tasks and where they happen.
| Implementation task | Steps |
|---|---|
| Data set-up and migration (workers, sites, rates, users) | 1, 2, 3, 4 and 7 |
| Sage set-up and testing | 5 and 10 |
| Hardware and kiosks | 6 |
| Enrolling the workforce | 7 |
| Client sign-off and segregation by site | 2 and 8 |
| Near-real-time no-show alerts | 9 |
| Training | Each role's landing guide in the table above |
| Support and out-of-hours cover | See Getting Support |
After Go-live
The weekly routine.
Know who turned up, and pay every hour right.
Face-verified clock-ins, live geofencing and payroll-ready timesheets in one system. Tell us how your shifts run and we will show you how it fits.
Hosted in the EU · Your largest site live first, with us alongside · No app needed to clock in