Adding Your First Workers
Add the workers who will be clocking in and out at your locations. This guide covers adding them one at a time.
Before You Start
Have these details ready for each worker you want to add.
Before you start
- A TempClock account with at least one location set up (see Adding Your First Location)
- The worker's full name
- An employee ID or badge number (if your agency uses them)
- The worker's email address and/or phone number
- Their hourly pay rate and charge rate
- The job role and location they will be assigned to
You do not need every detail right now. The only required fields are the worker's name and the location they are assigned to. You can fill in the rest later.
Log in to the manage portal
Go to tempclock.co.uk/manage and sign in with your email and password.
Click Workers in the sidebar
In the left-hand sidebar, click Workers. This opens the Workers page where you can see everyone registered in your system.
Adding a New Worker
Click the button and fill in the worker's details.
Click Add Worker
On the Workers page, click the + Add Worker button in the top-right corner. This opens the new worker form.
Fill in the form
Complete the fields described below. Required fields are marked with a red asterisk. Once finished, click Save Worker at the bottom of the form.
Worker Details Explained
Here is what each field on the form means and what to put in it.
Here is a breakdown of each field:
The worker's full name, exactly as it should appear on timesheets and reports. Required.
An optional identifier used by your agency. See the section below for more details.
The worker's email. Used if you want to send them notifications or timesheet summaries. Optional.
A contact number for the worker. Optional but useful for your records.
What you pay the worker per hour. Used for payroll calculations and Sage/Xero exports.
What you charge the client per hour for this worker. Used in client invoicing and margin reports.
The worker's role, such as Warehouse Operative, Cleaner, or Security Guard. Helps with filtering and reports.
Which location this worker is assigned to. They will only be able to clock in at this location. Required.
The pay rate is what the worker earns. The charge rate is what you bill the client. The difference is your margin. Both are used when generating payroll and invoicing reports.
Understanding the Employee ID
What the Employee ID field is for and how to use it.
The Employee ID (sometimes called a badge number) is an optional field that lets you assign your own reference number to each worker. Here is how it is typically used:
If your agency already has employee numbers in your HR system, payroll software, or spreadsheets, enter them here so records match up across systems.
Some agencies issue physical ID badges with a number. Enter that number here so you can quickly look up a worker by their badge.
When you export timesheets to Sage or Xero, the Employee ID is included. This makes it much easier to match hours to the correct payroll record.
If you do not use employee numbers, leave this field blank. TempClock will still work perfectly — it assigns its own internal reference automatically.
If you use Sage or Xero for payroll, we strongly recommend filling in the Employee ID field. It saves a lot of time when matching up records during pay runs.
Face Registration
How workers get their face registered for clock-in.
TempClock uses facial recognition for clock-ins, but you do not need to take photos or upload anything during worker setup. Here is how it works:
Add the worker in the manage portal
You fill in their details as described above. At this point, they are registered in the system but do not yet have a face on file.
The worker visits the kiosk for the first time
When the worker first approaches the kiosk at their location, the system will not recognise them. The kiosk will prompt them to register their face.
They follow the on-screen instructions
The kiosk asks them to look at the camera and hold still for a few seconds. It captures their face and links it to their worker record. This only needs to happen once.
From then on, they just walk up and clock in
After registration, the kiosk recognises them automatically every time. They simply look at the camera, confirm their name, and tap Clock In or Clock Out.
Face registration is quick and painless. The worker simply selects their name from a list and looks at the camera. The whole process takes about 10 seconds. After that, clock-ins are completely hands-free.
Adding Workers in Bulk
Got a lot of workers to add? Use the CSV import instead.
If you have dozens or hundreds of workers to add, typing them in one by one is not practical. TempClock supports bulk importing workers from a CSV spreadsheet.
The bulk import process lets you:
For a full walkthrough of the bulk import process, including the template format and troubleshooting common issues, see Importing Workers from a Spreadsheet.
What's Next?
Your workers are registered. Now set up a kiosk so they can clock in.
With your location and workers in place, the next step is to set up a kiosk device at your site. This is the tablet or computer where workers will clock in using facial recognition.
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