Kiosk: Manager & Admin Setup and Usage Guide

Welcome to the PIN-Based Kiosk Feature in Time by Wagepoint—a powerful tool designed to simplify employee time tracking and improve accuracy across your workplace. This feature allows employees to securely clock in and out using a unique Personal Identification Number (PIN), eliminating the need for manual entries and enhancing overall security.

With the ability to handle multiple users from a single device, the kiosk is perfect for shared workspaces, ensuring that employee time is logged in real-time and synced directly into the system. 

For added accountability, optional features like photo capture and geolocation tracking ensure that time is logged by the right person, in the right place. Employees can also easily track their breaks and lunches, helping maintain compliance with company policies and labor regulations.

Kiosk Setup Guide for Time by Wagepoint

Setting up the Kiosk feature in Time by Wagepoint is a simple, streamlined process that allows you to track employee time with accuracy and ease. Follow the steps below to configure your kiosk and ensure your team is ready to clock in and out efficiently.

1. Accessing Kiosk Settings

To begin, navigate to Settings, then select Kiosk.

• Live Photo (Optional): If you want to add an extra layer of security, you can make taking a live photo mandatory when clocking in or out. Simply check the box labeled Mandatory Live Photo.
  • If this option is enabled, the employee must take a photo at each clock-in and clock-out. Otherwise, the process will be blocked.
  • Note: This is a global setting, meaning it applies to all employees. It cannot be customized for individual employees—it’s either required for everyone, or not at all.

2. Managing Team Time Tracking

To manage how your team clocks in and out, follow these steps:

1. Go to Time > Shifts and Schedules.
2. Check the box next to Clocking In/Out.
   • Once this is enabled, employees will be able to clock in and out using the kiosk, as long as kiosk permissions are enabled in their individual profiles.
3. Click View People List to manage kiosk permissions for each employee. This ensures that the correct team members have access to the kiosk feature.

3. Setting Up Employee Profiles for Kiosk Time Entry

You can set up kiosk permissions for employees either when adding new employees or for existing ones. Here's how:

During Employee Setup (Adding New Employees)

1. Select Add People and fill in the employee's details, including their first and last name, phone number, and email address.
2. A unique 4-digit Kiosk PIN will be automatically generated and displayed prominently in the employee profile.
   • This PIN is always generated, but note: for the employee to actually clock in or out using the kiosk, the option Allow Clock In/Out via Kiosk must be checked.
3. Complete the rest of the employee profile setup and click Confirm to save.

For Existing Employees

1. Go to the People List and find the employee you wish to enable kiosk access for.
2. Click Edit next to their name to open their profile.
3. Check the box for Allow Clock In/Out via Kiosk.
4. Click Confirm to save the changes.

Getting the Employee PIN for Kiosk Access

There are two ways employees can receive their unique Kiosk PIN, which they will need to log in:

1. Sending an Invitation:

   • As an employer, you can send an invitation to employees via email. This invitation will include their unique Kiosk PIN and will also provide a link to install the app.
   • This is the recommended option if your employees will be using the Kiosk app on their personal devices.

2. Sending the PIN Only:

   • If you do not want employees to install the app on their personal devices (for example, if they’ll be using a shared or central device), it’s better to just send them their Kiosk PIN.
   • This way, they’ll have the PIN but won’t be prompted to download the app.

How to Send the Invitation or PIN

Whether you're sending an invitation or just the PIN, the process is simple:

1. From the Employee List:

   • Navigate to the Employee List and locate the employee.
   • Click the drop-down caret next to Edit for that employee.
   • From the drop-down menu, select either Send Invite (to send the full invitation including the app link) or Resend PIN (to just send the Kiosk PIN without the app invitation).

2. During Employee Setup:

   • If you’re adding new employees, you will also have the option to send an invitation during the setup process.
   • This invitation will include the employee’s Kiosk PIN and a link to download the app, making it easy for new employees to get started with the Kiosk.

 

Installing and Using the Kiosk App

Now that the Kiosk settings are configured, employees can log in and out using the Time by Wagepoint app, which must be installed on a compatible device. The app is available for download on both the App Store (for iOS devices) and Google Play Store (for Android devices). It’s important to note that the Kiosk feature cannot be accessed via a web browser—it requires a smartphone or tablet to function properly.

The app can be installed either on individual devices (each employee's personal device) or on a central device (like a shared tablet at your workplace), depending on your company’s preferences for clocking in and out.

 

Installing the Kiosk on a Central Device

If you prefer to set up the Kiosk on a central, shared device (such as a tablet in a common area), the process is straightforward. Here's how to do it:

1. Admin Installation:

   • The admin or designated manager must install the Time by Wagepoint app on the central device. This will typically be a shared tablet or smartphone used exclusively for employee clock-ins and clock-outs.

2. Selecting Kiosk Mode:

   • Once the app is installed, open the app and, upon login, choose Kiosk Mode instead of the regular Mobile App option.
   • Kiosk Mode transforms the app interface into a shared clock-in/out terminal, allowing multiple employees to use the same device without needing individual logins.

3. Kiosk Interface:

   • In Kiosk Mode, employees can securely log in using their unique PINs, and any optional settings like live photo capture will function as configured. This makes it easy to manage employee time tracking from a single location.

Using the Kiosk on Individual Devices

If your preference is to allow employees to use their own smartphones or tablets for clocking in and out in kiosk mode, they will need to install the app on their devices. In this case, they will use the Kiosk Mode, and their unique PINs will grant them access to clock in/out.

 

Ensure Location Services and Camera Access are Enabled

To make the most of the Kiosk features, follow these steps once you're inside Kiosk Mode:

1. Enable Location Services:

   • Ensure that Location Services are turned on for the device. This is important for tracking where employees clock in and out.
   • Location tracking is helpful if your business operates across multiple sites, allowing you to tie clock-in/out data to specific locations.

2. Enable Camera Access:

   • If you've enabled the Live Photo option in your Kiosk settings, make sure that Camera Access is enabled on the device. This will allow the device to take photos at each clock-in and clock-out, adding an extra layer of security.

3. Select the Location (or No Location):

   • After enabling location and camera access, you'll be prompted to select the location where employees will be clocking in/out.
   • Choose the appropriate location from the list provided, or select No Location if location tracking isn’t necessary for your setup.

Using the PIN-Based Entry Screen to Clock In

At the PIN Entry Screen, employees will follow these steps to clock in:

1. Enter the 4-Digit PIN:

   • Employees will enter their unique 4-digit PIN into the PIN entry field.
     • By default, the PIN is hidden for security purposes, but it can be made visible by clicking the "eye" symbol next to the entry field.
     • Tip: If an employee forgets their PIN, they can click Forgot Your PIN to have it sent to them again. They will need to enter the phone number associated with their profile and check the box to opt-in to text messages (if they want to receive the PIN via text). Additionally, they’ll need to enter their employee number. After clicking Request PIN, the PIN will be sent via email and text (if text messaging is opted-in).

2. Click Continue:

   • After entering the PIN, employees will click Continue to move to the next screen.
   • If a Live Photo is required, the kiosk will automatically take the photo after 3 seconds.

3. Job Selection and Notes (if applicable):

   • On the next screen, employees will have the option to select a job from a dropdown list (if your setup requires this) and to enter any notes related to their clock-in.
   • A 15-second countdown timer is prominently displayed, allowing employees 15 seconds to complete the clock-in process.

4. Pausing the Timer:

   • Clicking inside the Job Selection or Note fields will automatically pause the countdown timer, giving the employee enough time to make job selections or add notes without rushing.

5. Take Additional Photo or Choose from Photo Library:

   • If desired, employees can click the + Photo option to either take an additional photo or select one from the device photo library.

6. Click Clock In:

   • Once all required information is entered, employees will click Clock In to complete the process.
   • A status message will appear on the screen confirming a successful clock-in. The confirmation screen will remain visible for 15 seconds before automatically returning to the PIN Entry Screen.

7. Auto Return to PIN Entry:

   • If the clock-in process isn’t completed within the 15-second countdown, the kiosk will default back to the PIN Entry Screen, ensuring the system is ready for the next employee to clock in.

Managing Breaks

If breaks are configured for an employee, they can easily log their break times using the Kiosk. Here’s how it works:

1. Enter PIN:

   • When it's time for a break, the employee returns to the kiosk and enters their 4-digit PIN as they would for clocking in or out.

2. Log Break Start Time and Duration:

   • After entering the PIN, the employee will input the break start time and the duration of their break.

3. Confirmation Screen:

   • Once the break is logged, a confirmation message will appear on the screen for a few seconds, indicating that the break has been successfully recorded.

4. Return to PIN Entry Screen:

   • After the confirmation is displayed, the kiosk will automatically return to the PIN Entry Screen, ready for the next entry.

       

Changing Jobs or Clocking Out via the Kiosk

When an employee needs to change jobs or clock out, the process is quick and straightforward:

1. Enter PIN:

   • The employee enters their 4-digit PIN, just as they do when clocking in.

2. Make a Selection:

   • After entering the PIN, the employee will have 15 seconds to select whether they want to change jobs or clock out.

3. Live Photo (if enabled):

   • A live photo will be taken automatically after a 3-second countdown. The employee can choose to accept the photo before proceeding to clock out.

4. Complete Action:

   • Once the selection is made (either changing jobs or clocking out) and any optional inputs (like job selection or notes) are completed, the employee clicks to finalize the process.

5. Auto Return to PIN Entry:

   • After 15 seconds, the kiosk will automatically return to the PIN Entry Screen, ready for the next use.

Managing Team Members (For Managers and Admins)

Managers and Admins have the ability to easily manage their team’s time entries through the Manage Team feature. Here’s how:

1. Select Manage Team:

   • Begin by selecting Manage Team from the Kiosk or admin dashboard.

2. View Team Status:

   • From here, you can see which of your team members are currently clocked in.
   • You also have the option to view All People, which will show all employees regardless of clocked-in status.

       

     3. Clock In or Edit Time Entries:

• • • To manually clock an employee in or edit their time, click the menu option (three dots) next to the employee’s name.
    • From this menu, you can make any necessary adjustments, such as clocking the employee in or editing their time entries to correct errors.

     4. Finalize Adjustments:

• • • After making the necessary changes, simply click Done to save the updates and return to the main screen.