Workers

Enrolling Workers for Face Clock-in

Get a whole workforce set up for face clock-in: queue set-up links for hundreds of workers at once, send one link, or enrol someone in person with a QR code. Every worker reads a notice first and can choose a PIN instead.

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Overview Enrol Many Workers Enrol One Worker What the Worker Sees Consent Register Re-enrolment Limits Troubleshooting Related Guides

Overview

Nobody is enrolled at the kiosk. Enrolment happens on the worker's own phone.

A worker is enrolled from a one-time set-up link. The link opens on their phone, shows the face clock-in notice in their language, and asks them to choose: face clock-in or a PIN. If they agree, a short video check on the phone camera proves a real person is there and their face template is made. If they say no, they set a PIN and you are told.

There are three ways to get the link to a worker: queue links for many workers at once, send one link by email or text, or show a QR code on your screen for someone standing in front of you.

Before you start

  • Enrol many workers: agency console only, Admin or super admin (the Coordinator preset does not include Batch re-enroll). Not in the client dashboard.
  • Enrol one worker: agency console, Admin, super admin or the Coordinator preset. Client dashboard: tenant manager or tenant admin.
  • Workers added first, with an email address or a UK mobile. See Bulk Importing Workers.
  • Texts need SMS switched on for the client. See SMS Add-on.
  • For batch sending: the cron/enrol_invites.php job running every 5 minutes on your server. Your TempClock administrator sets this up.

Enrol Many Workers

Queue the links. The server sends them in batches.

Agency console: Workforce > Batch re-enroll. Not in the client dashboard. The page is titled Batch enrolment.

Check the counts

The cards at the top show Enrolled, Ready to send, No email or mobile, Link open, Queued and Active workers. Pick a client from All clients to see one client only.

Open the Ready to send tab

The Ready to send tab lists active workers with no face enrolled, no open link, nothing queued, and an email or a mobile we can text. Only this tab has tick boxes.

Choose the workers

Tick workers one by one, click Select this page (100 rows a page), or tick the box that selects everyone ready to send for this filter.

Choose how to send

Under Send by, pick Email, or SMS if no email, Email only or SMS only.

Queue the links

Click Queue set-up links. The message says how many were queued and why any were skipped, for example no valid email or SMS off for the client. Workers who already have an open link or a queued invite are left out, so nobody gets two.

Let them send

The enrolment job sends up to 200 links a run, 25 at a time, every 5 minutes. The bar above the tabs shows how many are waiting and the Last cron run. To send straight away, click Send the next 50 now.

Important

If the bar says the last cron run was never, the enrolment job is not set up and queued links will wait. Ask your TempClock administrator to add it, or use Send the next 50 now in the meantime.

Tab Who is listed
Ready to send Not enrolled, no open link, not queued, and has an email or a mobile we can text.
No email or mobile Not enrolled and no way to reach them. Add their details, or enrol them in person.
Link sent, not used A link is open and has not expired.
In the send queue Queued and waiting for the enrolment job.
All Every active worker.

Each row has Open, which takes you to that worker's face enrolment panel.

Enrol One Worker

A link, or a QR code on your screen.

Agency console: Workforce > Workers, then Enrol face on the worker's row (Re-enrol if they already have a face). You can also open the worker and click Enrol Face. Client dashboard: Workforce > Workers, then Enrol on the row.

Read the panel

The face enrolment panel shows whether the worker is enrolled, their Consent (Given, Withdrawn or not given yet), whether a PIN is set, and any Open link with its expiry.

Send a link

Click Email link or Text link. The link works once and expires after 72 hours. A button is greyed out when the worker has no email, no UK mobile, or texts are off for the client. Use Edit the worker to add the missing details.

Or enrol in person

Click Enrol in person now (show QR). The worker scans the QR code with their phone camera and finishes on their own phone. The code works once and expires after 30 minutes. If they have no phone, use open enrolment page on a site tablet.

Tip

On the agency console, adding a worker with Add Worker & Enrol Face takes you straight to this panel. If you gave an email, the welcome email already contains a set-up link. On the worker list, Send enrol link emails a link in one click to a worker who has an email and no face yet.

What the Worker Sees

In English, Polish, Romanian or Lithuanian.

The email or text, and the set-up page, use the worker's language. They can switch language with the links at the foot of the page.
The notice Before you set up face clock-in explains what is captured, why, who processes it and where, how long it is kept, that it is optional, and how to change their mind. Nothing is captured before they agree.
To agree, they tick the box and tap I agree, set up face clock-in. A short video check on the phone camera follows. Their answer is stored with the notice version.
To say no, they tap No thanks, I will use a PIN, then Save my PIN (4 to 6 digits), or choose I would rather a supervisor clocks me in.
When a worker says no or sets their own PIN, the agency console bell tells your coordinators, so they can make sure the worker can clock in before their first shift.
A used or expired link shows Link invalid or expired. Send a new one.

Agency console: Workforce > Privacy (GDPR). Client dashboard: Workforce > Privacy (GDPR) (tenant admin). Filter by Consent given, Not recorded or Withdrawn, then Open a worker to see the method, notice version and history. From there you can Record paper consent, Withdraw consent or Delete face data.

Re-enrolment

When a worker keeps failing at the kiosk.

Open the worker and click Re-enrol Face (or Re-enrol on the row), then send a link or show the QR. A new enrolment replaces the old face template.
A worker with Old-style face data found on their panel must enrol again before face clock-in works for them.
At the kiosk, a worker with no face sees Face not set up. They can tap Email me a set-up link (it goes to the email we hold, up to 3 an hour) or Skip and use my PIN (where PIN clocking is allowed for the client).

Limits

What to plan for.

Batch enrolment is in the agency console only. In the client dashboard, links go one worker at a time.
An inactive worker cannot be sent a link. Reactivate them first.
Texts need a UK mobile and SMS switched on for the client. Otherwise the link goes by email, or the worker is skipped.
Links last 72 hours and the in-person QR lasts 30 minutes. Each works once.
One queue action takes at most 5,000 workers. Run it again for the rest.
The video check needs the worker's phone camera and a browser. Workers without a phone can enrol on a site tablet with the in-person link.

Troubleshooting

Common problems.

Problem What to do
Links stay in the queue The enrolment job is not running. Use Send the next 50 now and ask your TempClock administrator to set up the job.
A worker is not on Ready to send Check Link sent, not used and In the send queue. A worker with no contact details is on No email or mobile.
The worker says the link does not work It was used or has expired. Send a new link, or enrol them in person.
The worker chose PIN by mistake Send a new link. They can read the notice again and agree.
Face fails at the kiosk after enrolment See Face Not Recognised.
Agency go-live checklist and A coordinator's day
Facial Recognition Explained
Using PIN Fallback
How the Kiosk Works
Is Biometric Clocking In Legal in the UK?
Previous Bulk Importing Workers Next Approving Pending Workers
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