Approving Pending Workers
When workers self-register at the kiosk, they appear as "Pending" until you approve them. Learn how to review and approve these workers.
What Creates a Pending Worker?
Understanding the pending status
Workers can end up with a Pending status in one main way: self-registration at the kiosk.
When a worker arrives at the kiosk and the system doesn't recognise them, they may be given the option to register themselves. They enter their name and details at the kiosk screen, which creates a new worker record in TempClock — but with a Pending status.
Pending workers cannot clock in until an administrator approves them. This is a safety feature that prevents unauthorised people from clocking in to your system. You stay in control of who is allowed on site.
Worker registered but not yet approved — cannot clock in
Worker is approved and can clock in normally
Worker has been deactivated — cannot clock in
If you prefer not to allow self-registration at the kiosk, you can turn this feature off in your kiosk settings. In that case, all workers must be added manually or imported via CSV.
Find Pending Workers
Spotting workers that need your attention
Before you start
- Access to the TempClock manage portal
- Admin or manager permissions
Go to the Workers page
In the manage portal sidebar, click Workers to open the full workers list.
Look for the "Pending" status badge
Pending workers are shown with a yellow Pending badge next to their name. You can quickly spot them in the list, or use the status filter at the top of the page to show only pending workers.
Review the Worker's Details
Check their information before approving
Click on the pending worker's name
Click on the worker's name in the list to open their full profile. This shows you all the details they entered during self-registration.
Check their details
Review the information the worker provided. Look for:
- Name — Is it a real person you're expecting on site?
- Employee ID — Does it match your records or payroll system?
- Job Role — Is the role correct for this location?
- Contact details — Do the email and phone look genuine?
David Brown
Pending ApprovalEMP-0051
Warehouse Operative
d.brown@email.com
07700 900321
Approve the Worker
Activate them so they can clock in
Click "Approve Worker"
Once you've reviewed the worker's details and you're happy they should be in the system, click the green Approve Worker button.
Worker status changes to Active
The worker's status immediately changes from Pending to Active. They can now clock in at the kiosk using facial recognition or a PIN.
Worker is notified (if email is set)
If the worker provided an email address during registration, they'll receive a notification letting them know they've been approved and can start clocking in.
You may want to fill in any missing details (such as hourly rate, charge rate, or location) after approving. Self-registered workers often only provide basic information. Click Edit on their profile to complete the remaining fields.
Reject or Delete a Pending Worker
Remove entries that shouldn't be in the system
Sometimes you'll see a pending worker that shouldn't be in the system. This can happen if:
Click "Reject" or "Delete"
On the pending worker's profile, click the Reject link. You'll be asked to confirm the action.
Confirm the deletion
Click Confirm to remove the worker from the system entirely. This is permanent — the worker's record will be deleted and they would need to register again if they need access in the future.
If you're not sure whether to approve or reject someone, check with your on-site manager or team leader. They'll know whether the worker is expected.
Best Practices
Keep on top of pending approvals
Here are some tips to keep your approvals running smoothly:
Don't leave workers in Pending status for too long. If someone has been pending for more than a day and you don't recognise them, it's usually safe to reject and delete the entry.
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