Settings & Admin

Client Settings

Each client has its own rules for timesheet approval, PIN clocking, the badge and face check, lateness and worker messages. You set them on the client in the agency console.

Talk to us Browse all guides

Last checked against the product:

Overview Add or Edit a Client Timesheet Approval Kiosk and Lateness Worker Messages Registration and Invitations Deactivate or Delete Troubleshooting

Overview

One form per client, in the agency console.

Agency console: Clients > Clients. Not in the client dashboard: a client admin sees some of the same settings on their own Settings page, but the approval rule is set only here.

Every setting on this form applies to all of the client's sites. Settings for one site (billing details, 24/7, kiosk language) live on the location. See Managing Locations.

Before you start

  • Agency console, signed in as a super admin or an Admin. The Coordinator, Payroll and Read-only presets cannot open Clients.
  • The client's company name and a contact email.
  • For texts to workers: the SMS add-on switched on for this client by TempClock.

Add or Edit a Client

The form is on the left of the page.

Open the client

Go to Clients > Clients. To change an existing client, click Edit on its card. To add one, use the Add Client form.

Enter the contact details

Fill in Company Name, Site Contact Name, Contact Email, Contact Phone, Address and any internal Notes.

Check the subscription block

Under Subscription, Max Locations limits how many sites the client can add from their own dashboard, but only on a Plan Tier other than Standard. On Standard there is no limit. Leave Status as Active.

Set the client rules

Work through Worker messages, Kiosk and lateness and Timesheet approval. Each is explained below.

Save

Click Save Changes (or Add Client for a new client). Each changed worker message, kiosk, lateness and approval setting is written to the audit log with its new value.

Timesheet Approval

Make the client sign off hours before payroll.

Setting What it does
Require client approval before payroll The client's portal approvers approve each shift. A shift the client has not approved is treated as not ready when the week is closed, so it stays out of the Sage file and the charge schedule until they do.
Reminder email to the client's approvers Off, Weekly or Daily (weekdays). Lists the shifts waiting for them with a link to approve. Weekly goes on the first morning of the pay week. It is only sent when something is waiting.
Note

Ticking the approval rule sets the reminder to Weekly if it was Off. You can change it back before you save.

The client's approvers need portal accounts with the Approver role and the right sites ticked. See Setting Up Portal Users and Client Approvals.

Kiosk and Lateness

Buddy-clocking controls and the late threshold.

Setting Options What happens
PIN clocking PIN allowed Workers can clock in with their PIN when face recognition is not used.
Supervisor check (PIN flagged for review) A PIN clock is accepted but flagged, and its webcam photo is kept for review on PIN snapshots.
PIN not allowed (face only) A PIN clock-in is refused. A worker already on shift can still clock out and take breaks by PIN, so nobody is stuck on shift if face recognition is down. That clock-out is flagged.
Badge and face check Off, Log mismatches only or Enforce (refuse mismatches) Whether a clock-in must come from the face that matched the badge entered. Log keeps a record of mismatches; Enforce refuses them. The default is Log.
Late after (minutes past start) 0 to 120 (default 10) A clock-in more than this many minutes after the booked start is flagged late. The no-show watch on Live activity and the attendance figures use the same number.
Tip

A site can be stricter than its client: the Require Facial Recognition site rule refuses PIN clock-ins at that one site. See Site Rules.

Worker Messages

Texts and emails about shifts.

Setting What it does
Text workers about their shifts Bookings, changes, reminders and shift offers by text, only to workers who agreed to texts and have a UK mobile. Needs the SMS add-on on this client. Without it, no texts are sent even when this is ticked, and the form says so.
Email workers about their shifts The same messages by email, with accept and decline links for offers.
Reminder before each shift (hours) 0 turns reminders off. 12 sends one 12 hours before the start, UK time.
Note

The SMS add-on is switched on by TempClock. Raise a ticket from Setup > Help & support, or the client admin can click Ask for the SMS add-on on their own Settings page. See The SMS Add-on.

Button Use it to
Register Link Open Generate Registration Link: a link workers use to register themselves. Optionally Pre-assign Site (optional), set the Link Expiry (7, 30 or 90 days, or no expiry) and Max Uses (leave blank for unlimited), then click Generate Link and Copy Link. New registrations wait for approval. See Approving Workers.
Enroll Invite Open Send Enrollment Invitation, enter the Recipient Email and click Send Invitation. The client gets a link to the set-up wizard for their own dashboard. The link expires in 7 days.
Dashboard Users Add or manage the client's client dashboard users (Admin, Manager, Viewer).
Workers and Timesheets Jump to the client's workers or timesheets.

Deactivate or Delete

Deactivate first. Delete is permanent.

Deactivate hides the client from lists and keeps every record. It does not stop its kiosks, client dashboard users or portal users: deactivate those users and disable its sites as well. Click Activate to bring it back.
Delete removes the client, its locations, timesheets, workers, invoices, dashboard users, shift templates, cost codes, rate rules and departments, and their face data. You must type the client name, then click Permanently Delete. It cannot be undone.
Export what you need first, for example the charge schedule and each worker's subject access export.

Troubleshooting

Common questions.

Problem Check
Texts are ticked but nobody gets them The client has no SMS add-on, the worker has not agreed to texts, or the number is not a UK mobile. Emails still go if Email workers about their shifts is ticked.
A week will not close because shifts are waiting The client must approve them in the portal. Check the reminder email setting and that their approvers have the right sites ticked.
Workers are refused at the kiosk with a PIN Check PIN clocking on the client and the Require Facial Recognition site rule.
Too many workers show as late Raise Late after (minutes past start), or check the booked start times on the Shifts board.

Related guides

Agency Go-live Checklist (step 2)
Managing Locations
Site Rules
Client Approvals
PIN Fallback
Next Managing Locations
Back to Support Centre

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.

Tell us about your sites See every feature

Hosted in the EU · Your largest site live first, with us alongside · No app needed to clock in