Worker PINs
A PIN lets a worker clock in with their badge number and a 4 to 6 digit code instead of their face. Workers who say no to face clock-in set their own; staff can set or remove one too.
Last checked against the product:
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.
- Client dashboard: the Manager role (tenant_manager) or Admin role (tenant_admin).
- The worker already exists and has a badge number.
Who Uses a PIN
Face is the default; PIN is the alternative.
A PIN can be shared and a face cannot. Every PIN clock is recorded as a PIN clock, and the kiosk takes a photo you can check on Time & Pay > PIN snapshots.
Workers Who Choose a PIN
Set by the worker, from their enrolment link.
When a worker opens their face set-up link (or scans the in-person QR code), they read the privacy notice and choose. If they tap No thanks, I will use a PIN, they type a PIN twice and tap Save my PIN.
Set or Remove a PIN
From the worker page.
Agency console: Workforce > Workers, click Edit on the worker. Client dashboard: Workforce > Workers, click Edit on the worker.
Find the Clock-in PIN box
Scroll to Clock-in PIN. It shows PIN is set or No PIN set.
Set it
Type a 4 to 6 digit PIN and click Set PIN. It works at the kiosk straight away. Tell the worker in person.
Or remove it
Click Remove PIN and confirm. The worker can no longer clock in by PIN.
On the workers list, the PIN column shows Set or None. Click it to open Manage PIN without leaving the list.
At the Kiosk
What the worker does.
Badge number first
On Enter your badge number, the worker types their badge number or taps Scan badge and shows their printed QR badge. NFC and RFID cards are coming soon.
Use PIN instead
They tap Use PIN instead, then Enter your PIN and confirm.
Done
The kiosk checks the PIN against that badge holder only, records the clock and shows the result.
PIN Rules per Client
Allow, flag or switch off.
Agency console: Clients > Clients, then Edit on the client. Client dashboard: Setup > Settings. Both use the PIN clocking setting:
| Setting | What happens |
|---|---|
| PIN allowed | Workers with a PIN can clock in by PIN. |
| Supervisor check (PIN flagged for review) | PIN clocks work but are flagged, and the alert email asks a supervisor to confirm the worker was on site. |
| PIN not allowed (face only) | Nobody can clock in by PIN. A worker already on shift can still clock out and take breaks by PIN, so nobody is stuck on shift. |
Limits
Stated plainly.
Troubleshooting
Messages the worker may see.
| Kiosk message | What to do |
|---|---|
| "Incorrect PIN. Please try again." | Check the badge number, then try again. Set a new PIN if they have forgotten it. |
| "Too many wrong PINs. PIN clocking is locked for 15 minutes." | Wait 15 minutes, set a new PIN on the worker page (this clears that badge's lock, but not a site-wide lock), or clock them in by hand on Time & Pay > Manual clock. |
| "PIN clocking is switched off here." | The client allows face only. Use face clock-in, or change the client's PIN clocking setting. |
| "Badge number not recognised." | Check the badge number on the worker page. |
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.
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