Setting Up Time Clock Terminals

What Are Terminals?

Terminals are digital time clocks that employees use to clock in and out of their shifts. They run on any device with a web browser, such as a tablet, phone, or computer. Employees authenticate using a PIN rather than their login credentials, making the process fast and suitable for shared devices.

Creating a Terminal

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1. Navigate to Settings > Terminals
2. Click New Terminal
3. Fill in:
   • Terminal Name (required): A recognizable name like "Front Desk Kiosk" or "Kitchen Terminal"
   • Location (required): The location this terminal belongs to. The terminal uses the location's timezone for all time entries.
   • Active: Toggle on to make the terminal available immediately
4. Click Save

After saving, CrewHR automatically generates a share token and displays a QR code.

Deploying a Terminal

You have two ways to set up a terminal on a device:

Option 1: Copy the Link

1. Click Copy Link on the terminal's share link
2. Open the link on your kiosk device's browser
3. Bookmark it or set it as the homepage

Option 2: Scan the QR Code

1. Click the QR Code button on the terminal
2. Scan the code with the tablet or phone camera
3. The device opens the terminal page in the browser

For the best experience, set the browser to full-screen mode and disable the address bar.

Setting Up Employee PINs

Each employee who uses the terminal needs a PIN configured:

1. Go to Employees and select the employee
2. Open the Kiosk PIN tab
3. Generate or set a PIN for the employee
4. Share the PIN with the employee

PINs are typically 4 to 6 digits. Each employee has a unique PIN within your organization.

How Employees Use the Terminal

1. Employee approaches the kiosk
2. Enters their PIN on the number pad
3. The terminal verifies their identity
4. Employee selects Clock In to start their shift
5. During the shift, they can start and end breaks (depending on your break tracking mode)
6. At the end of the shift, they select Clock Out

A success screen confirms each action.

Managing Terminals

From the terminals list, you can:

• Edit: Change the terminal name or location
• Toggle Active/Inactive: Disable a terminal without deleting it
• Delete: Permanently remove a terminal

Break Tracking on Terminals

How breaks work on the terminal depends on your break tracking mode:

• Manual: Employees tap "Start Break" and "End Break" to track exact break times
• Automatic: Breaks are auto-applied at clock-out based on shift duration. No break buttons shown.
• Shortcut: Employees select a break duration from preset options for quick logging

Tips

• One terminal per location: At minimum, set up one terminal per physical location
• Use a dedicated device: A wall-mounted tablet works well as a permanent kiosk
• Test the PIN: After setting up, test clock-in with at least one employee to verify everything works
• Keep the device charged: If using a tablet, keep it plugged in near the entrance where employees clock in