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Manage access to Hero Time Clock as a manager or admin

Available for the following plans: Employment Lite, Employment Plus, Employment Unlimited
Available for the following HR plan: Platinum
Available for the following user access levels: Manager, Admin    

A time clock application lets businesses track employee attendance accurately, helping ensure reliable timesheets, compliance, and employee compensation.

This article guides managers and admins through the activation and configuration of the Hero Time Clock app for the benefit of employees.

Important

Before you follow the below instructions, make sure you have first downloaded the Employment Hero Time Clock tablet app from either the Apple App Store or Google Play.

For employees who want to learn how to use the Hero Time Clock app, visit this article.

Manage and assign time clock

Step 1: Set up time clock
  1. On the main menu, click Settings.
  2. On the submenu, click Hero Time Clock.
  3. Click on the Time Clocks tab.
  4. Click Add time clock.
     
  5. In the Add time clock window, enter the relevant details in the following fields:
    • Time Clock Name
    • Cost Centre (You can only enter the name of a cost centre that has not been assigned to any other time clock.)
    • Managed By (Optional) (You can select multiple names in this field.)
       
  6. Click Save. Your time clock is now active, and you can start granting employees access to it.
Step 2: Grant employees access to Hero Time Clock
  1. On the main menu, click Settings.
  2. On the submenu, click Hero Time Clock.
  3. Select the Employee Access tab.
  4. You will now see a table that lists the names of all employees who can be enrolled on to Hero Time Clock.
     
  5. Click the checkbox next to each employee you want to grant access to. (You can also click the the very top checkbox if you want to select all employees at once.)
  6. Click Grant access.
  7. Under the Kiosk access status column, the employee(s) who have been granted access will now go from the Disabled status to the Awaiting passcode status.

Important

The selected employee(s) will now be automatically emailed a randomised time clock passcode which contains a prompt for them to change their passcode in their HR account settings.

This passcode enables your employees to clock in using both the web and app versions of the Hero Time Clock.

As each employee confirms their passcode, their Kiosk access status will go from Awaiting passcode to Enabled on your Employment Hero platform.

(Optional) Ensure Clock In and Out Settings are active

Important

Hero Time Clock setup is separate from clock in and out settings for the EH Work app. The two steps above already cover the configuration for the Hero Time Clock. However, if you want to enable your employees to clock in and out from the EH Work app too, please follow the steps below.

Firstly, make sure that either "Use timesheets to submit all time worked" or "Use timesheets for exceptions only" is ticked in each employee's pay run details section. To update an employee's pay run details, refer to this article.

To ensure Clock in and out settings are active, follow this process:

  1. In the main menu, click Settings.
  2. Click Company Settings.
  3. Select the Clock In And Out Settings tab.

  4. In the Clock in and out field, ensure Yes is selected.

    Important

    Currently, photo capture is only available for EH Work, not Hero Time Clock. Therefore, please disregard the Capture employee photo when clocking in/out field.

  5. Click Save.
     

Disable Hero Time Clock access

Revoke employee access
  1.  
    1. On the main menu, click Settings.
    2. On the submenu, click Hero Time Clock.
    3. Click the Employee Access tab.
       
    4. Click the checkbox next to each employee you want to grant access to. (You can also click the very top checkbox if you want to select all employees at once.)
       
    5. Click the Revoke access button.
       
    6. Refer to the Revoke access popup.
    7. (Optional) Click the Notify employees checkbox if you would like the selected employee(s) to receive an automated email confirming their revoked access.
    8. Click the Revoke access button.
       
    9. Each row of the selected employee name(s) will now go from their original status to the Disabled status.

Access Hero Time Clock app

View scheduled employees

Helpful Hint

The below instructions explain how you as a manager can check which of your employees are scheduled on the Hero Time Clock tablet app (downloadable on Apple App Store or Google Play).

To learn how employees can use the app to start and end their shifts and their breaks, visit this article.

  1. Open the Employment Hero Time Clock app on your tablet.
  2. Enter your email address and password in the Email and Password fields, then tap Log in.
     
  3. Tap the Organisation field, then enter the name of your organization.
     

  4. You will now see the Scheduled page of the tablet app. All your employees who appear on this page can use the Start shift button on their own Hero Time Clock app to start their shift.

    Important

    If an employee reports being unable to clock in to the Hero Time Clock app, follow the instructions in this article's Troubleshooting section..

Further information

Receive notifications as a manager/admin when an employee clocks in and out late
  1. On the main menu of the Employment Hero platform, click Time.
  2. On the Time submenu that will now appear, click Scheduling Management.
  3. Refer to the top-right corner of the screen and click the Settings icon.

     
  4. On the Schedule rules & warnings settings page that will now appear, click EH Work Clock In and Out.
     
  5. Ensure the Send manager alert notifications toggle is on.
     
  6. Type your chosen number of minutes (e.g. 5) in the minutes after a direct report's shift starts if they have not clocked in field. (This sets the time you are willing to let pass before receiving a notification about a late clock-in.)
  7. Type your chosen number of minutes (e.g. 5) in the minutes after a direct report's shift ends if they have not clocked out field. (This sets the time you are willing to let pass before receiving a notification about a late clock-out.)
  8. Click Save.

Troubleshooting

Employee cannot clock in
 

If you find that an employee is having a problem clocking in to the Hero Time Clock app, follow the below instructions.
 

  1. Click People on the main menu.
  2. Click Employees List on the submenu.
  3. Click the name of the employee whose account is not clocking in.
     
  4. On the pay run details section, click the edit button (pencil icon). 
     
  5. Refer to the Pay run details window.
  6. On the Timesheet type field, click the dropdown button (arrow icon).
  7. Select Use timesheets to submit all time worked.
  8. Click on the main part of your screen to exit the Pay run details window (your changes will have been saved automatically).
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