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Set up Clock Me In

Josh Williamson
Updated

Set up Clock-Me-In (Kiosk)

Introduction

Clock-Me-In is a user-friendly time and attendance iPad application that integrates with Employment Hero's platform. It offers employees a straightforward way to record their work hours, allowing them to easily clock in and out using a fixed kiosk at their work location. This tool streamlines time tracking, enhances workforce management, and contributes to accurate payroll processing. With Clock Me In, businesses can efficiently monitor employee attendance, promote accountability, and optimise operational efficiency.

How to Prepare/Dependencies

Tip

  • Clock Me In is compatible with any version of iPad running iPad iOS 13.0 or newer. Both full access and restricted access users can access the Clock Me In app. A restricted access user will require permission from a full access user before they can log in.
  • By default, the integrated timesheets option will be turned on however there are additional settings below you may consider. It should be noted that if you disable this service, employees will not be able to submit timesheets for hours worked.
  • Require start/end times when entering timesheets - If you do not select this option, employees will have the ability to input the total hours worked per day instead of specifying the exact start and end times. However, if there are pay conditions or awards in place, it is recommended to mandate the use of start and end times.
  • Require a work type when entering timesheets - If there are no work types configured within the business, this setting will be deactivated.
  • Require a location when entering timesheets - This setting requires users to choose a location.
  • Include all timesheet notes in the pay run - Any notes entered by both employees and admin users (assuming they are configured as visible) will be displayed in the earnings section of the pay run. If the 'Show line notes' option in the payslip settings is enabled, the notes from the timesheet will also be visible on the employee's pay slip.
  • Notify employees when their timesheets are rejected - This action will trigger an email notification to the employee when a manager declines their timesheet.
  • Managers can create timesheets for all employees that aren't enabled for timesheets
  • Enable employees to select higher classifications - Only relevant where Awards/Employment Agreements are in use. If your business employs an award system and the associated employment agreements involve rankings, employees possess the capability to generate timesheets and opt for a classification or employment agreement that surpasses their designated classification. Opting out of this setting will result in employees being unable to choose a higher classification.
    • Please keep the following points in mind:
      • Default is for this setting to be deactivated.
      • Even with this setting turned off, managers can still choose higher classifications when generating timesheets for employees.
      • In the scenario where this setting is deactivated but the kiosk setting 'Allow employees to select a higher classification when clocking on' (accessible via the Time and Attendance payroll settings screen) is activated, employees can still pick a higher classification when clocking in using Clock Me In.
  • Automatically approve a timesheet that is identical to the rostered shift - Enabling this setting will allow the system to automatically grant approval to a timesheet that precisely aligns with a scheduled shift.
  • Enable employees to include both paid and unpaid breaks in their timesheet - Only relevant to timesheets with start/end times.

Instructions

Add a Kiosk

  1. Log on to your Employment Hero Payroll platform.
  2. Navigate to Business > Payroll Settings > Business Management > Time and Attendance > Kiosk Management. 
  3. Review and update the following fields where necessary:

Fields to Review and Update

  • Name - This will be shown at the top of the kiosk when it is running.
  • Location
  • Time Zone
  • Allow employees to select a higher classification when clocking on
  • Restrict employees to approved locations only
  • Make this kiosk available to all restricted users with Clock Me In access
  • Capture photo when clocking on/off
  • Allow employees to apply rostered start/finish times when clocking on/off - You will then need to set the number of minutes an employee can apply the rostered start/end time up to.
  • The options for - 'Employees must select a work type for their shift' and 'Employees must select a location for their shift' are controlled by the Timesheet Settings.

 

Grant Employee Access

  1. Log on to your Employment Hero Payroll platform.
  2. Navigate to Business > Payroll Settings > Business Management > Time and Attendance > Employee Access.
  3. Select the employees to enable.
  4. Click Grant Access.

Tip

  • This is also how you would revoke access for an employee
  • Upon activating access for an employee, they will receive an email containing their Employee ID and temporary PIN code. Note: The PIN provided in the email is provisional. During their initial clock-in, the employee will be prompted to modify this PIN to a personalised one.

 

Kiosk Frequently Asked Questions

  • Is there a dedicated 'App' available for iPad installation?
    • Certainly, Clock Me In can be downloaded from the App Store. Once installed, click the Log In button and input your email and password. Additionally, you can add the Kiosk to your iPad's home screen. After launching the kiosk, tap the upward arrow button in the bottom bar and then select 'Add to Home Screen.'
      • Note: Clock Me In is exclusively accessible on iPads. Download it here.
  • How do I manage timesheets as an admin via the app?
    • You can read more about this here.
  • What happens when an employee completes their shift?
    • When an employee concludes their shift and Clocks Off, a corresponding timesheet is generated. Managers or supervisors can approve these timesheets through the customary timesheet approval process.
  • How does the 'Location' setting influence kiosk setup?
    • The selected kiosk 'location' impacts the options available for employee selection during clock-in. For example, if your Location set up includes a 'Top' location with multiple sub-locations beneath it:
      • [Top location]
        • Packing
        • Picking Line
        • Warehouse
    • If you assign a kiosk to the 'Packing' location (a sub-location), employees can only choose that location (which appears as the default when clocking in). If there are further sub-locations under 'Packing,' employees might also select those if the restricted location setting is unchecked in the kiosk setup and if they have access to the sub-location.
    • Alternatively, assigning the kiosk location to 'Top location' makes the employee's primary location the default during clock-in. If the employee has access to multiple sub-locations, they can then choose any other applicable location.

Tip

  • To prevent employees from choosing locations during clock-in, set up the kiosk by assigning it to the location that must always correlate with the employee's timesheet.
  • If location selection is desired, it's advisable to create a single kiosk and assign the parent location. This approach enables employees to select from accessible sub-locations under the parent location.
  • Can I use a time and attendance kiosk on a PC?
    • Using a URL link to access a Time & Attendance Kiosk on a tablet or PC is no longer supported. We highly advise adopting the Clock Me In app, specifically designed for Apple iPad devices, and accessible for download from the app store. If an Apple iPad is not your preferred option, it's recommended to explore alternative Time & Attendance solutions like Swag which is supported on Apple and Android devices. 

 

  

 

 

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