Approving Pending Workers
Workers who register themselves through a registration link or QR poster appear as Pending until you approve them. Here is how to create links, approve one by one or in bulk, and handle returning workers.
Last checked against the product:
Before You Start
Who can do this, and where.
Before you start
- Registration links: client dashboard only, the Manager role (tenant_manager) or Admin role (tenant_admin). The agency console has no registration links page.
- Approving: agency console with the Coordinator preset, the Admin access level or a super admin; or the client dashboard with the Manager role or above.
Where Pending Workers Come From
Self-registration by link, not at the kiosk.
A worker becomes Pending when they register through a registration link or QR poster. They give their name and an email, a mobile or both, read the face clock-in notice, and choose face or PIN. Pending workers cannot clock in or be booked until you approve them. There is no self-registration at the kiosk.
Registration Links
For an intake of new workers.
Client dashboard: Workforce > Registration links.
Set up the link
Under Generate New Link, choose the Pre-assign Site (or Assign later during approval), the Link Expiry (7 days, 30 days, 90 days or No expiry) and the Max Uses (blank for unlimited).
Create it
Click Generate Link. Use Copy Link or Share, or click Print QR poster for an induction room.
Close it after the intake
Under Existing Registration Links, click Revoke when the intake is over.
Approve One Worker
Give them a badge and a site.
Agency console: Workforce > Workers. Client dashboard: Workforce > Workers. A banner counts the workers waiting. Click View pending, or set the approval filter to Pending.
Open the approval
Click Approve on the worker's row. The Approve Worker box opens.
Badge and site
Enter the Badge / Employee Number and choose the site under Assign to Site. In the client dashboard you can also set a Cost Code.
Approve
Click Approve & Assign.
What happens next: the worker can be booked and can clock in. If they have an email, they get a welcome email with their badge number. If they only gave a mobile, the badge number is sent by text where texts are set up; otherwise the message on screen tells you to pass it on.
Approve in Bulk
For a whole intake.
Returning Workers
Not a duplicate.
If someone registers with an email or mobile that matches an earlier worker at the same client, TempClock brings back their old record, keeping their badge number, instead of making a new one. It goes to Pending and is flagged Returning. Any set-up link goes only to the contact details already on file. A match on name alone is flagged Possible duplicate but never merged. See Managing Workers for clearing these flags.
Reject a Registration
When it should not stand.
Client dashboard: click Reject on the pending worker's row. The registration is removed, including any face data and photo they created. The agency console has no Reject button: use Remove on the row instead.
Never click Reject on a worker flagged Returning. It deletes their earlier record permanently, with all their time records, pay history, documents and restrictions. Approve them instead, then Deactivate them if they should not work.
Limits
Worth knowing.
Troubleshooting
Common messages.
| You see | What to do |
|---|---|
| "Badge / Employee ID is required to approve." | Enter a badge number in the box. |
| "Badge number ... is already in use by another worker." | Choose another number. |
| A worker says the link does not work | It has expired or reached its Max Uses. Generate a new one. |
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.
Hosted in the EU · Your largest site live first, with us alongside · No app needed to clock in