Kiosk & Clock-In

Using PIN Fallback

PIN entry is the backup method for clocking in when facial recognition is not available or not working.

3 min read
When to Use PIN How It Works Setting Up PINs Audit Snapshots Best Practices

When to Use PIN Entry

Situations where PIN fallback is the right choice.

Facial recognition is the primary way workers clock in at the kiosk, but it is not always possible. PIN entry provides a reliable alternative so workers are never stuck unable to clock in. Common situations where PIN is useful:

Poor Lighting

If the kiosk area is too dark for reliable face matching, PIN entry lets workers clock in without delay.

PPE / Face Masks

Workers wearing face masks, balaclavas, or heavy PPE that covers their face should use PIN instead.

Face Not Recognised

If the system cannot match a worker after a couple of attempts (changed appearance, camera issues), PIN gets them clocked in quickly.

New / Unregistered Workers

Workers who have not yet had their face registered can use PIN entry on their first day until registration is completed.

Note

PIN entry is a fallback, not a replacement. For the best experience and security, encourage workers to use facial recognition whenever possible.

How PIN Entry Works at the Kiosk

The step-by-step process a worker follows.

Tap "Use PIN instead"

On the kiosk screen, below the camera view, there is a "Use PIN instead" link. The worker taps this to switch from facial recognition to PIN mode.

Kiosk — Switch to PIN

Can't recognise your face?

Use PIN instead

Enter Employee ID

A number pad appears on screen. The worker enters their Employee ID (also called badge number or worker number). This is the unique number assigned to them in the system — usually printed on their ID badge.

Kiosk — Enter Employee ID

Enter your Employee ID

1047
1 2 3 4 5 6 7 8 9 ← 0 OK

Enter their 4–6 digit PIN

After entering the Employee ID, the worker is prompted to enter their personal PIN. This is a 4 to 6 digit number that was set up for them (either by a manager or by the worker themselves). The digits are masked on screen for security.

Kiosk — Enter PIN

Enter your PIN

••••
1 2 3 4 5 6 7 8 9 ← 0 OK

System verifies and shows clock-in options

If the Employee ID and PIN match, the worker's name is displayed along with a "Clock In" or "Clock Out" button — exactly the same as the facial recognition flow. The worker taps to confirm, and they are done.

If the PIN is incorrect, an error message is shown and the worker can try again. After 5 failed attempts, the PIN is temporarily locked for 5 minutes.

Kiosk — PIN Verified
JD

James Davies

PIN verified
Clock In
Important

If a worker enters the wrong PIN 5 times in a row, the system locks their PIN for 5 minutes to prevent guessing. If a worker is locked out, a manager can reset it from the portal.

Setting Up Worker PINs

How to assign and manage PINs for your workers.

PINs are managed from the manage portal. You can set a PIN when adding a new worker, or add one to an existing worker's profile at any time.

Where to set PINs

Workers > Select worker > Security tab > Set PIN

PIN length

4 to 6 digits (we recommend 4 for speed on kiosk)

Who can set PINs

Managers and admins from the portal, or workers via self-service (if enabled)

Reset a PIN

From the same Security tab — enter a new PIN to replace the old one

For a full walkthrough on managing worker PINs, including bulk setup and self-service options, see the Worker PINs guide.

Tip

We recommend setting up PINs for all workers, even if they primarily use facial recognition. It gives them a reliable backup if face matching fails for any reason.

Audit Snapshots with PIN Entry

A snapshot is still taken even when using PIN.

When a worker clocks in using PIN entry, the kiosk still captures a snapshot image from the camera at the moment of confirmation. This serves as an audit record so managers can verify that the correct person used the PIN.

This is important because, unlike facial recognition, PIN entry does not automatically verify the worker's identity. The snapshot provides a visual check if there is ever a dispute or concern about buddy-punching (one worker clocking in on behalf of another).

Note

Audit snapshots are stored securely and are only visible to managers and admins in the portal. They can be reviewed under Timesheets > select an entry > View Snapshot.

Important

You can disable audit snapshots in Settings > Privacy if your organisation does not require them. However, we recommend keeping them enabled for accountability.

Best Practices

Tips for getting the most out of PIN fallback.

Set PINs for everyone — Even workers who normally use face recognition should have a PIN as a backup
Keep PINs private — Remind workers not to share their PIN with colleagues. Each PIN should be personal.
Use 4-digit PINs — Shorter PINs are faster to enter on the kiosk touchscreen, and 4 digits gives 10,000 possible combinations
Avoid obvious PINs — Discourage workers from using 0000, 1234, or their birth year as a PIN
Review audit snapshots — Periodically check PIN-entry snapshots to ensure workers are not sharing PINs
Combine with face registration — If a worker keeps needing PIN, consider re-registering their face to improve recognition
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Facial Recognition Explained
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Kiosk Lock Mode
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