Adding Workers Manually
Learn how to add individual workers to your TempClock system so they can start clocking in at the kiosk.
Before You Start
What you'll need to add a new worker
Before you start
- Access to the TempClock manage portal (/manage)
- The worker's full name and contact details
- An employee ID / badge number for the worker
- Their agreed hourly rate and charge rate
If you need to add lots of workers at once, it might be quicker to bulk import them from a spreadsheet instead.
Navigate to the Workers Page
Find the workers list in the manage portal
Open the manage portal
Log in to your TempClock account and go to the manage portal. You'll land on the dashboard.
Click "Workers" in the sidebar
In the left-hand sidebar, click Workers. This opens the full list of all workers in your system, showing their name, employee ID, status, and location.
Click the "Add Worker" Button
Open the new worker form
Find the orange "Add Worker" button
At the top-right of the Workers page, you'll see the orange + Add Worker button. Click it to open the new worker form.
The "Add Worker" button is always visible at the top of the Workers page, no matter how many workers you already have.
Fill In the Worker Details
Walk through each field on the form
The Add Worker form has several fields. Here is what each one means and what to enter:
Full Name
Enter the worker's first and last name as it should appear on timesheets and reports. This is the name that managers and clients will see.
Example: Sarah Johnson
Employee ID (Badge Number)
This is the unique identifier for the worker, sometimes called a badge number. It's the number that workers use at the kiosk when clocking in with a PIN.
The Employee ID must be unique across your entire system — no two workers can share the same one.
Example: EMP-0042 or 1042
Choose an Employee ID format that works for your agency and stick with it. Many agencies use a simple numbering system (like 001, 002, 003) or a prefix followed by a number (like EMP-0042). Whatever format you pick, keep it consistent.
Email Address
The worker's email address. This is used for sending them notifications, such as timesheet confirmations or account details. This field is optional but recommended.
Example: sarah.johnson@email.com
Phone Number
The worker's mobile or contact phone number. This is optional but useful for quick contact. Enter it in standard UK format.
Example: 07700 900123
Job Role
The worker's role or job title at their assigned location. This helps with filtering and reporting.
Example: Warehouse Operative, Forklift Driver, Picker/Packer
Hourly Rate
This is what you pay the worker per hour — their actual wage. Enter the amount in pounds without the £ sign.
Example: 11.44
Charge Rate
This is what you bill the client per hour for this worker. The difference between the charge rate and the hourly rate is your margin. Enter the amount in pounds without the £ sign.
Example: 15.50
What you pay the worker (their wage)
What you bill the client (your invoice rate)
Charge Rate minus Hourly Rate
£15.50 charge − £11.44 pay = £4.06 margin
Make sure the charge rate is higher than the hourly rate. TempClock uses these two values to calculate your margin on reports and invoices.
Location
Select the client location where this worker will be based. If you have multiple sites set up, choose the correct one from the dropdown. The worker will only appear on the kiosk at their assigned location.
Example: Acme Warehouse — Birmingham
Save the Worker
Confirm and add them to the system
Click "Save Worker"
Once you've filled in all the details, click the orange Save Worker button at the bottom of the form.
TempClock will validate the details — if anything is missing or the Employee ID is already taken, you'll see an error message explaining what needs fixing.
Worker appears in the list
After saving, you'll be taken back to the Workers list and your new worker will appear with an Active status. They're now ready to be recognised at the kiosk.
Enrol the Worker's Face
Set up facial recognition so they can clock in at the kiosk.
After saving a new worker, you will see a green flash message at the top of the page with an "Enrol face now →" link. Click this to go straight to the face enrolment screen for that worker.
You can also enrol a worker's face at any time from the Workers list. Each worker has an Enrol button next to their Edit button.
The enrolment process uses a guided 5-pose system. The worker stands in front of the camera and follows the on-screen guide ring through five poses: front, turn left, turn right, look up, and look down. Each pose auto-captures after holding still for one second — the ring turns green when they are in position. After all five poses, click Save Face Data to complete the enrolment.
The whole process takes about 15 seconds and only needs to be done once.
For full details on the face enrolment process, lighting tips, and how facial recognition works, see the Facial Recognition Explained guide.
What Happens Next
The worker's first time at the kiosk
Now that the worker exists in the system, here's what happens when they turn up at the kiosk for the first time:
Worker arrives at the kiosk
The worker goes to the clock-in kiosk at their assigned location. If facial recognition is enabled, the kiosk camera will be active and ready.
First-time face registration
Since this is a new worker, the kiosk won't recognise their face yet. The system will prompt them to register their face. They'll need to enter their Employee ID to confirm their identity, then look at the camera to capture their face profile.
Ready to clock in
Once their face is registered, they can clock in and out using facial recognition from that point onwards. They can also use a PIN code as an alternative if needed.
Face registration only needs to happen once. After the first time, the kiosk will automatically recognise the worker each time they clock in or out.
Welcome! Let's set up your face profile.
Please enter your Employee ID to get started.
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