Kiosk & Clock-In

Using PIN Fallback

A PIN is the alternative to face clock-in: for workers who say no to face recognition, and for anyone when face matching cannot be used. Choose per client whether PIN is allowed, checked by a supervisor, or switched off.

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Overview PIN Clocking per Client At the Kiosk Setting PINs Reviewing PIN Clocks Limits Troubleshooting Related Guides

Overview

Badge first, then the PIN.

A worker always enters their badge first. The PIN is then checked against that badge holder only, so a PIN can never clock in a different worker. Every PIN clock takes three photos from the kiosk camera, a moment apart, is flagged for review, and sends a PIN alert email to the client's contact email.

Before you start

  • Agency console: Admin or super admin to set PIN clocking on Clients > Clients. The Coordinator preset can set workers' PINs and review Time & Pay > PIN snapshots.
  • Client dashboard: tenant admin for Setup > Settings. Tenant manager or tenant admin to set PINs and review Time & Pay > PIN snapshots.

PIN Clocking per Client

Three options.

Option What happens
PIN allowed Workers can clock with their PIN. Each PIN clock is photographed, flagged and emailed to the client.
Supervisor check (PIN flagged for review) As above, and every PIN clock is marked for a supervisor to confirm the worker was on site.
PIN not allowed (face only) A PIN clock is refused and the kiosk shows no PIN button, so workers clock in and out by face only. If face recognition is down, the kiosk tells workers to use the paper sign-in sheet; key it in on Backfill.

Agency console

Clients > Clients, click Edit on the client, then under Kiosk and lateness choose PIN clocking and click Save Changes. The same setting is in the per-client table on Sites > Face recognition.

Client dashboard

Setup > Settings, under Kiosk choose PIN clocking and click Save Settings.

Tip

To make one site face only for clocking in while others allow PIN, use the site rule "Require facial recognition". The kiosk still shows the PIN button there: a PIN clock-in is refused, but a worker already on shift can clock out and take breaks by PIN. See Site Rules.

At the Kiosk

What the worker does.

Badge

The worker enters their badge as normal, on Enter your badge number.

Use PIN instead

They tap Use PIN instead, or Skip and use my PIN if their face is not set up.

Enter the PIN

On Enter your PIN they type it. The kiosk takes three photos, about 0.4 seconds apart, and shows the result as usual. An older kiosk app that has not updated yet takes one.

A dormant (off-season) worker who clocks in is accepted, flagged and set back to active.
A PIN used within 10 minutes of a face scan on the same badge that matched someone else is flagged. Under face match proof Enforce it is refused.
PIN clocks need a connection. They are never saved on the tablet for later.

Setting PINs

Four to six digits.

Workers who say no to face clock-in set their own PIN from their set-up link. Simple PINs such as 1234 or 1111 are refused. See Enrolling Workers for Face Clock-in.
Agency console: on Workforce > Workers, click Set or None in the PIN column. Enter a New PIN (4-6 digits) and click Set PIN, or Remove PIN. The worker's page has the same under Clock-in PIN.
Client dashboard: on Workforce > Workers, click Set or None in the PIN column (tenant manager or tenant admin).
Tell the worker their PIN privately. Staff cannot see a PIN once it is saved.

Reviewing PIN Clocks

Photos, flags and alerts.

Agency console: Time & Pay > PIN snapshots. Client dashboard: Time & Pay > PIN snapshots. Choose From, To, the client or location and the Worker, then click Filter. The cards count PIN Entries, With Snapshot and Missing Snapshot. In the client dashboard each entry shows its first photo, with a strip of every photo taken: up to three when the worker clocked in by PIN and three when they clocked out. Click one to see it larger and use the arrows to step through them. The agency console shows the first photo of each clock in and clock out. Up to 200 entries are shown at a time.

On the client dashboard Time & Pay > Timesheets, the camera next to PIN shows how many photos there are. Click it to see them all.

Look for a photo that is not the badge holder, or one that is blank or covered. Three photos a moment apart make a held-up picture or a quick swap easier to spot. A missing photo can mean the camera was blocked.
The PIN alert email to the client says when a site asks for a supervisor check, and warns when the badge matched a different face in the last 10 minutes.
PIN clock photos, all three of each clock, are deleted after 90 days once the nightly retention sweep is set to Live (delete) on Setup > Data retention. It starts in dry run, which deletes nothing. See Data retention.

Limits

What PIN does and does not do.

A PIN can be shared. The photo, the alert email and the review page are there to catch it. No system makes buddy clocking impossible.
Five wrong PINs for a badge at one kiosk in 15 minutes, or ten from anywhere, lock PIN clocking for that badge for 15 minutes and alert the agency. The lock clears by itself.
If a worker keeps needing their PIN because face matching fails, send them a re-enrolment link rather than relying on the PIN.

Troubleshooting

What the worker sees, and what to do.

Kiosk message What to do
PIN sign-in is off PIN clocking is not allowed for this client, or the site is face only. The worker uses face clock-in, or a supervisor clocks them in on Manual clock.
No PIN set Set a PIN for the worker, or send them a set-up link.
PIN locked Too many wrong PINs. Wait 15 minutes, or clock the worker in by hand meanwhile.
Wrong PIN The PIN did not match. Check the worker entered their own badge.
How the Kiosk Works
Facial Recognition Explained
Client settings
A coordinator's day
Previous Facial Recognition Explained Next Kiosk and Worker Languages
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