Workers

Adding a Worker

Add one worker by hand, then set up their face clock-in or PIN. For tens or hundreds of workers, use the bulk import instead.

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Before You Start Agency Console Client Dashboard Pay and Charge Rates What Happens Next Limits Troubleshooting Related Guides

Before You Start

Who can do this, and where.

Before you start

  • Agency console: the Coordinator preset, the Admin access level or a super admin (the "Add and change workers" permission).
  • Client dashboard: the Manager role (tenant_manager) or Admin role (tenant_admin).
  • The client and at least one site set up. For many workers, see Bulk Importing Workers.

Agency Console

Workforce, Workers, Add Worker.

Agency console: Workforce > Workers, then + Add Worker.

Choose where they work

Pick the Client (required). Then pick the Default Site, and if you use them a Cost Code (applied automatically at clock-in, with no kiosk prompt) and a Department.

Name and badge

Enter the Full Name and the Badge / Employee ID. The worker types this badge number at the kiosk. Click Generate for a free number. A tick or cross shows whether the number is already taken.

Rates, contact and consent

Fill in Pay Rate (£/hr) and Charge Rate (£/hr) if you can see them (see below). Add an Email and a Mobile (a UK mobile, for shift texts).

Under Shift messages, tick The worker agrees to shift texts only if they have agreed. The worker agrees to shift emails is ticked by default. Texts and emails only go out when they are also switched on for the worker's client.

Role and start date

Add the Job Role (the shift picker ranks matching roles first) and the Start Date.

Save

Click Add Worker & Enrol Face. The worker is saved and the face enrolment panel opens.

Client Dashboard

Workforce, Workers, Add Worker.

Client dashboard: Workforce > Workers, then + Add Worker. The worker is added to your own client.

Fill in the form

Enter the Full Name and Employee ID (click Generate for a free number). Then the Location, Cost Code, Department, Agency, Email, Pay Rate (£/hr), Charge Rate (£/hr), Job Role and Start Date.

Save

Click Add Worker. You go back to the list with a link to enrol their face now.

Note

The client dashboard form has no mobile number or text consent. Ask the agency to add those if the worker should get shift texts.

Pay and Charge Rates

Not everyone can set them.

In the agency console, only users with the "Change pay and charge rates" permission see the rate boxes. The Coordinator preset does not: it sees a note that rates are set by a user who can change rates, or by the client's rate rules.
In the client dashboard, the Manager and Admin roles can set the rates.
Rate rules for the client override these rates. A worker with no rate and no rule clocks at £0.00 and shows on the Missing pay rate filter.

The worker is active straight away and can be booked. To clock in by face they must enrol first. Nothing is captured at the kiosk. From the face enrolment panel you can:

Enrol in person now (show QR): the worker scans the code with their phone while you are with them. The code works once and expires after 30 minutes.
Email link or Text link: they set up on their own phone. The link works once and expires after 72 hours. Send a new one if it runs out.

The worker reads the privacy notice, chooses face or PIN, and finishes on their phone. If they say no to face clock-in they set their own PIN instead, and you are told. If you entered an email, they also get a welcome email with their badge number and a face set-up link. See Face Enrolment for the whole flow.

Limits

Worth knowing.

Each badge or employee ID must be unique within your company. Another company on TempClock can use the same number for its own workers, so you can keep your payroll numbers.
Face clock-in only works after the worker finishes enrolment on their phone.
An emailed or texted set-up link works once and expires after 72 hours. Send a new one if it runs out.
A mobile number must be a UK mobile, for example 07700 900123.

Troubleshooting

Common messages.

You see What to do
"That badge / employee ID already exists." or "That employee ID is already in use by another worker." Use another number, or click Generate.
"Add a mobile number, or untick the text message consent." Text consent needs a mobile. Add one or untick the box.
"Mobile number must be a UK mobile, for example 07700 900123." Check the number. Only UK mobiles can get texts.
No rate boxes on the form You do not have the rates permission. Ask an admin, or set a rate rule.
A coordinator's day (agency console)
Getting started in the client dashboard
Face Enrolment
Bulk Importing Workers
Managing Workers
Worker PINs
Creating rate rules
Next Bulk Importing Workers
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