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Kiosks allow your employees to clock in and out of their shifts. RosterMate offers two kiosk options to suit different workplace needs.

Two Kiosk Options

Option 1: Geofencing allows employees to clock in and out using the RosterMate mobile app when they are physically within a defined location radius. This option is perfect for mobile workers and teams that already use the RosterMate app.

Option 2: Kiosk API enables dedicated kiosk devices at fixed locations. Employees enter their user code to clock in and out, with optional facial recognition for added security. This option works well for shared clock-in stations and locations requiring enhanced verification.

When to Use Each Option

Use geofencing when employees have smartphones with the RosterMate app installed, you need flexible clock-in locations, you have mobile or field workers, or you want a zero-cost solution using employee devices.

Use kiosk API when you need a fixed clock-in station at a specific location like reception or a warehouse entrance, employees don't have smartphones or company policy restricts personal device use, you require facial verification for security purposes, or you want a professional shared kiosk for all employees.

Prerequisites

For geofencing, employees must have the RosterMate mobile app installed on their smartphone, an active RosterMate account with login credentials, and location permissions enabled on their device. For kiosk API, you need a dedicated tablet or kiosk device with internet connection, employees must have user codes assigned in the system, and for facial recognition you need face templates set up for each employee.

What is Geofencing?

Geofencing creates a virtual boundary around a physical location. When employees with the RosterMate app enter this boundary, they become eligible to clock in. This uses GPS technology to verify the employee is actually at the work location.

Adding a Geofence Location

Navigate to Settings and then Kiosk Settings. In the Geofence Locations section, click the "Add Location" button. Enter a descriptive name for your location such as "Main Office" or "Warehouse District".

To set the location coordinates, you can either search for an address by typing it in the search box and clicking the search icon, or click directly on the map at your desired location. The map will display the exact coordinates as you select the location.

Adjust the geofence radius using the slider. The radius can be set between 5 and 500 meters. A smaller radius like 50 meters is appropriate for a single building, while a larger radius like 200 meters works for a campus or multi-building site. Consider GPS accuracy when setting the radius, as GPS can vary by 5 to 10 meters.

Verify the latitude and longitude coordinates are correct, ensure the Active toggle is switched on, and click "Save Location". The location will now appear on the map with a circular boundary showing the geofence radius.

How Employees Use Geofencing

Employees must have the RosterMate mobile app installed and be logged into their account with their email and password. When they arrive at work within the geofence boundary, they open the RosterMate app and navigate to the Home screen. The app automatically detects they are within range of a geofence location and enables the clock in button. The employee taps the clock in button to record their arrival time.

When leaving, the process is the same. The employee must still be within the geofence radius, opens the app, and taps the clock out button. The system records their clock out time along with their location.

Managing Geofence Locations

To edit an existing location, click on the location card in the locations list. Modify the name, coordinates, or radius as needed, and save your changes. To deactivate a location without deleting it, click on the location and toggle the Active switch to off. Inactive locations will not appear in the employee app but remain in your system for future use.

Map Visualization

The map displays all your geofence locations with colored circles representing the boundary radius. You can zoom in and out to view multiple locations or focus on a specific area. Click on any location marker to view its details including name, exact coordinates, and radius in meters.

Testing Geofence Boundaries

Before rolling out to all staff, test the geofence with a few employees. Have them walk around the perimeter to confirm the boundary is accurate. Check that the app enables clock in when inside the radius and disables it when outside. Adjust the radius if needed based on testing results.

What are API-Based Kiosks?

API-based kiosks are dedicated devices placed at a fixed location where employees clock in and out. Unlike geofencing which uses employee personal devices, a kiosk is a shared tablet or dedicated kiosk hardware that all employees use at your workplace.

Step-by-Step Registration

Navigate to Settings and then Kiosk Settings. Under the "Registered Kiosk Devices" section, click the "Register New Kiosk" button. The registration modal will open.

Enter a descriptive device name that identifies where this kiosk is located. Use names like "Front Desk Kiosk", "Warehouse Entrance", "Break Room Station", or "Main Reception". This helps you manage multiple kiosks across different locations.

From the location dropdown, select which location this kiosk will be assigned to. This is important because the kiosk will only allow employees who are assigned to this location or have access to this location to clock in and out. The location you select here will be the clock in and clock out location recorded for all time entries made at this kiosk.

Click the "Generate API Key" button. The system will create a unique API key for this device.

Critical: Save Your API Key

Once the API key is generated, you will see a success message with the API key displayed. This is the only time the API key will be shown in full. For security reasons, the system does not store the complete API key and cannot retrieve it later.

Click the copy button next to the API key to copy it to your clipboard immediately. Also note the Device ID and assigned location name displayed. Store the API key in a secure location such as a password manager or secure document.

If you lose the API key, you cannot retrieve it. You will need to register a new kiosk device with a new API key and deactivate the old one.

Next Steps Information

After copying the API key, the modal will display next steps. You need to copy the API key, then on your kiosk device enter this API key in the setup screen, and the kiosk will automatically connect to your location. Click "Done" to close the modal once you have saved the API key.

Accessing Kiosk Mode

On your dedicated kiosk device, open the RosterMate mobile app. On the login page, you will see a "Kiosk Mode" option or button. Tap this option to enter kiosk authentication mode.

Entering the API Key

The kiosk authentication screen will appear. In the API Key field, enter the API key you copied during device registration. Make sure to enter it exactly as shown, including any dashes or special characters. The API key is case-sensitive.

Choosing Facial Recognition Option

You will see a toggle for "Facial Recognition" with the description "Require photo verification when clocking". This setting determines how employees will clock in and out at this kiosk.

When facial recognition is enabled (toggle on), employees must enter their user code and take a photo for verification. The system compares the photo against stored face templates. This provides higher security and prevents buddy punching, but takes a few extra seconds per clock in and out. Use this option for high-security environments or locations with previous time theft issues.

When facial recognition is disabled (toggle off), employees only need to enter their user code to clock in and out. This is faster and simpler but relies solely on user code security. No photo is taken. Use this option for trusted teams, time-sensitive environments, or if facial recognition is impractical.

Connecting the Device

After entering the API key and choosing your facial recognition setting, tap "Continue". The system validates your API key against the server. If successful, the device connects to your assigned location and navigates to the kiosk pin entry screen. If you see an "Invalid API Key" error, double-check the API key was entered correctly or verify the device is still active in your kiosk devices list.

Device Placement Recommendations

Place the kiosk in a well-lit area, especially if using facial recognition. Position it at a comfortable height for employees to easily see and interact with the screen. Ensure the device has a stable internet connection via WiFi or cellular data. Mount or secure the device to prevent theft or tampering. Place it in a high-traffic area where employees naturally pass when arriving or leaving.

Recommended Device Types

Tablets such as iPad or Android tablets with stands work well for small to medium businesses. Dedicated kiosk hardware with built-in stands and security features are ideal for high-traffic professional environments. Wall-mounted tablets with security enclosures provide a permanent professional solution. Ensure any device you choose has a camera if you plan to use facial recognition, has reliable WiFi or cellular connectivity, has sufficient battery life or can remain plugged in, and has a screen size of at least 8 inches for easy viewing.

Clocking In and Out Process

When an employee arrives at work, they approach the kiosk device. The kiosk displays a pin entry screen. The employee enters their unique user code using the on-screen number pad. The user code is a numeric code assigned to each employee in the system.

After entering the user code, the employee taps the continue or submit button. The system validates the user code against employees assigned to this kiosk's location. If the user code is valid and the employee has access to this location, the system proceeds to the next step.

With Facial Recognition Enabled

If facial recognition is enabled on the kiosk, the camera activates automatically after user code validation. The employee sees themselves on screen with a camera viewfinder. The employee should position their face clearly in the frame, looking directly at the camera. The employee taps the capture or take photo button.

The system captures the photo and immediately compares it against the employee's stored face templates. A confidence score is calculated showing how well the photo matches the templates. The clock in or clock out is recorded with a timestamp, the employee's location is set to the kiosk's assigned location, and the photo and confidence score are stored for review.

The employee sees a success message confirming their clock in or clock out. The screen returns to the pin entry screen for the next employee.

Without Facial Recognition

If facial recognition is disabled, after entering a valid user code the clock in or clock out is recorded immediately. No photo is taken. The employee sees a success message and the screen returns to the pin entry screen. This process is significantly faster, typically taking only a few seconds.

Understanding User Codes

Every employee must have a unique user code assigned to use the kiosk. User codes are numeric codes, typically 4 to 6 digits, that employees memorize like a PIN. User codes are assigned by administrators in the employee settings. Employees can find their user code in their RosterMate app under profile or settings.

User codes must be unique per location to prevent conflicts. Employees should not share their user codes with others, as this compromises time tracking security.

Clock In and Out Timing

The system records the exact time when the employee completes the clock in or clock out action. Times are recorded to the minute for accuracy. All times are stored with location information matching the kiosk's assigned location. Times can be reviewed and edited later in the Timesheets section if corrections are needed.

Optional Clock Reasons

Some kiosks may allow employees to enter a reason when clocking in or out, such as "Traffic delay" or "Early departure". If enabled, employees can add this information after entering their user code. This feature is optional and configured per kiosk device.

What are User Codes?

User codes are unique numeric identifiers assigned to each employee for kiosk authentication. Think of them as personal PIN numbers that employees use to clock in and out at kiosk devices. User codes replace traditional username and password login, making the clock in process faster.

How to Assign User Codes

Navigate to the Employees section in your RosterMate dashboard. Click on an employee to view their details. Look for the "User Code" field in the employee information section. Enter a unique numeric code, typically 4 to 6 digits. For example, use codes like "1234", "5678", or "123456".

Make sure the user code is unique and not already assigned to another employee at the same location. Click Save to store the user code. Repeat this process for all employees who will use the kiosk.

User Code Best Practices

Use 4 to 6 digit codes for a balance of security and memorability. Avoid obvious patterns like "1234", "0000", or "1111" for better security. Don't use employee ID numbers or birthdays as these may be easily guessed. Make each code unique per location to prevent conflicts. Consider using sequential numbering like 1001, 1002, 1003 for easy management.

Communicating User Codes to Employees

Once assigned, communicate the user code to the employee securely. You can email the employee their user code privately, provide it during an in-person meeting, or include it in their welcome packet for new hires. Employees can also view their own user code in the RosterMate mobile app under their profile settings.

Instruct employees to memorize their user code and not share it with others. Explain that the user code is for their personal use only and sharing it compromises time tracking accuracy and security.

Important: Location Assignment

Remember that when an employee clocks in or out at a kiosk, the system records their time against the location that kiosk is assigned to. This means if you have a kiosk assigned to "Main Office" location, all clock records from that kiosk will show "Main Office" as the location, regardless of the employee's default location.

For this reason, make sure employees have access to the location where the kiosk is placed. If an employee's default location is "Warehouse" but they need to use a kiosk at "Main Office", they must have "Main Office" added to their Location Access list. Otherwise, their user code will be rejected at that kiosk.

Managing User Codes

You can change an employee's user code at any time if needed. Simply edit the employee record and update the user code field. The change takes effect immediately. If an employee forgets their user code, they can check it in the RosterMate app or contact their administrator.

Troubleshooting User Code Issues

If an employee's user code doesn't work at a kiosk, verify the user code is correctly entered in the employee's profile. Check that the employee is assigned to the kiosk's location or has that location in their Location Access list. Ensure the employee account is not archived. Confirm the kiosk device is active and connected.

What is Facial Recognition?

Facial recognition verifies that the person clocking in or out is actually the employee whose user code was entered. This prevents buddy punching where one employee clocks in for another. The system compares the photo taken at clock time against stored face templates for that employee.

How Face Templates Work

Face templates are reference photos stored in the system for each employee. When an employee clocks in with facial recognition, the system captures their photo and compares it against their face templates. Each employee can have up to 3 face templates stored. Multiple templates improve accuracy by accounting for different lighting conditions, slight appearance variations, and different angles.

Templates are created automatically from high-quality clock-in photos. As employees use the kiosk over time, the best photos can be saved as templates. Having 3 quality templates per employee provides optimal facial recognition accuracy.

Face Match Confidence Scores

Each time facial recognition is used, the system calculates a confidence score showing how well the photo matches the templates. Green indicators show 80 to 100 percent confidence, meaning a high confidence match and very likely the correct employee. Yellow or orange indicators show 50 to 79 percent confidence, meaning medium confidence and the match is probable but less certain. Red indicators show below 50 percent confidence, meaning low confidence and the system questions if this is the correct person.

Viewing Confidence Scores and Photos

Administrators can view face match confidence scores in the Timesheets section. Clock in and clock out times display colored face icons next to them. Green indicates high confidence, yellow or orange indicates medium confidence, and red indicates low confidence. Click on the face icon to view the actual photo taken during clock in or clock out. This allows you to manually verify if needed.

Managing Face Templates

Face templates are managed through the Timesheets page, not the Kiosk settings. When viewing clock-in photos in the Timesheets section, you can save high-quality photos as face templates for future matching.

To save a photo as a template, navigate to Timesheets and select the day you want to review. Find the employee and click the colored face icon next to their clock time. The photo modal opens showing the photo and confidence score. If the photo is high quality, click the "Save as Face Template" button. The system saves the photo to the first available template slot for that employee.

If all 3 template slots are full, saving a new template replaces the oldest one. A success message shows how many template slots are in use, such as "2/3 slots used" or "3/3 slots used".

Best Practices for Quality Photos

For the best facial recognition results, ensure the kiosk is placed in a well-lit area with good natural or artificial lighting. Instruct employees to look directly at the camera when taking their photo. Avoid having employees wear sunglasses, masks, or hats that obscure their face. Use recent photos as face templates, especially if an employee's appearance has changed. Save photos with high confidence scores as templates, prioritizing green indicators.

When to Update Templates

Update an employee's face templates when you notice low recognition confidence scores indicated by yellow or red face icons. Update when an employee's appearance has significantly changed, such as after a haircut, growing or shaving facial hair, or weight changes. Update when existing templates are old, typically more than 6 months. Update when adding new employees who need facial recognition setup.

How Templates Improve Recognition

Having multiple quality templates helps by capturing different lighting conditions from morning, afternoon, and evening. They account for slight appearance variations in expressions, angles, and daily differences. They improve match confidence scores over time and reduce false negatives where the system incorrectly rejects a valid employee. Aim for 3 quality templates per employee for optimal recognition accuracy and reduced false rejections.

When Facial Recognition is Optional

Facial recognition can be enabled or disabled per kiosk device. When configuring the kiosk, you choose whether to require photo verification. Some locations may require facial recognition for high-security environments, while others may disable it for faster processing. You can have some kiosks with facial recognition and others without, depending on your needs.

Viewing All Kiosk Devices

Navigate to Settings and then Kiosk Settings. Under "Registered Kiosk Devices", you will see a list of all kiosk devices registered to your organization. Each device appears as a card showing key information.

Device Information Displayed

Each kiosk device card shows the device name such as "Front Desk Kiosk" or "Warehouse Entrance". It displays the unique device ID, a system-generated identifier. The assigned location name shows which location this kiosk is assigned to. The active or inactive status is shown with a colored indicator, green for active and gray for inactive. The last sync time shows when the device last connected to the server. The creation date shows when the kiosk was originally registered.

Viewing Device Details

To view more information about a specific kiosk, click on the device card. A detailed modal window opens showing all device information. You can see the complete device history including registration date, last sync time, and activity status. The modal also displays the assigned location and any recent activity logs.

Deactivating a Kiosk Device

You may need to deactivate a kiosk device if it is lost or stolen, being replaced with a new device, no longer in use at that location, or experiencing security concerns. To deactivate, click on the device card to open the details modal. Click the "Deactivate Device" button, which appears in red. A confirmation dialog appears showing who registered the device and when. Click "OK" to confirm deactivation.

Once deactivated, the device status changes to inactive. The device can no longer be used for clock in or clock out operations. The API key is immediately invalidated. The device remains in your list for audit trail purposes but cannot be used. Employees attempting to use a deactivated device will receive an "Invalid device or device is inactive" error.

Reactivating a Device

To reactivate a previously deactivated device, click on the inactive device card. In the details modal, click the "Reactivate Device" button. Confirm reactivation when prompted. The device status changes back to active and the device can be used again immediately with its original API key and configuration.

Why Devices Cannot Be Deleted

Kiosk devices cannot be permanently deleted from the system. They can only be deactivated. This is intentional for audit trail purposes. All clock in and clock out records reference the device ID that was used. Deleting a device would break these references and lose important historical data. By keeping deactivated devices in the system, you maintain a complete record of all time tracking devices ever used, when they were active, and which records came from which devices.

Best Practices for Device Management

Use descriptive device names that clearly identify the physical location and purpose. Regularly review the list of active devices to ensure all are still in use. Deactivate lost or stolen devices immediately to prevent unauthorized use. Monitor the last sync time to identify devices that may be offline or having connectivity issues. Keep records of which devices are assigned to which physical locations in your facility.

Security Considerations

If you suspect a device's API key has been compromised, deactivate that device immediately. Register a new kiosk device with a fresh API key. Update the physical device with the new API key. Never reactivate a compromised device. Treat API keys like passwords and keep them secure.

Feature Comparison

Understanding the differences between geofencing and kiosk API helps you choose the right option for your workplace.

Device requirements differ significantly. Geofencing uses the employee's personal smartphone with the RosterMate app installed. Kiosk API requires a dedicated tablet or kiosk device that all employees share.

For login and authentication, geofencing uses the employee's RosterMate account credentials, their email and password. Kiosk API uses a numeric user code with optional facial recognition for verification.

Location flexibility varies between options. Geofencing allows employees to clock in anywhere within the defined geofence radius, which can span a large area. Kiosk API requires employees to physically approach the fixed kiosk device location.

Cost considerations are important. Geofencing is completely free as it uses employee-owned devices. Kiosk API requires purchasing dedicated hardware, typically a tablet or kiosk terminal.

Security and verification differ. Geofencing relies on account-based authentication and GPS location verification. Kiosk API uses user codes plus optional photo verification with facial recognition for stronger identity confirmation.

Geofencing is best suited for mobile workers and field staff, employees who already use the RosterMate app daily, multiple flexible clock-in locations across a campus or large site, and situations where device costs must be minimized.

Kiosk API works best for fixed locations like reception desks or warehouse entrances, environments where employees don't have smartphones or personal device use is restricted, situations requiring facial verification for security or compliance, and workplaces wanting a professional shared clock-in station.

Can You Use Both?

Yes, you can absolutely use both geofencing and kiosk API simultaneously. Many organizations use a hybrid approach. For example, you might have a kiosk API device at the main office reception for front desk staff and administrators, while using geofencing for field workers and delivery drivers who work across multiple sites. You could also use kiosk API at warehouse loading docks for hourly workers, while geofencing covers sales staff working from home or traveling to client sites.

This flexibility allows you to choose the best solution for each employee group or location type.

Decision Factors

Consider your workforce composition. Do most employees have smartphones? Are they comfortable using apps? Do company policies allow personal device use for work purposes?

Think about your physical locations. Do you have a centralized office or multiple dispersed sites? Do employees work from fixed locations or travel frequently? Is there a natural choke point where everyone enters and exits?

Evaluate your security requirements. Do you need to prevent buddy punching? Are there compliance requirements for identity verification? How important is knowing the exact location of clock in and out events?

Consider your budget. Can you invest in dedicated kiosk hardware? Is there budget for multiple devices if needed? Or do you prefer a zero-cost solution using existing employee devices?

Assess technical factors. Is reliable WiFi available at kiosk locations? Do employees have good GPS signal at work locations? Are there IT resources to manage kiosk devices?

Making the Choice

Start by evaluating your specific needs against these factors. Consider testing one option with a small group before full rollout. You can always add the other option later if needs change. Many organizations start with one method and expand to both as they grow.

Geofencing Issues

If an employee cannot clock in using geofencing, first check that they have the RosterMate app installed and are logged into their account. Verify that location permissions are enabled on their device. On iOS, go to Settings, find RosterMate, and ensure Location is set to Always or While Using App. On Android, go to Settings, Apps, RosterMate, Permissions, and enable Location.

If the employee sees a "Not within range" error, check if the employee is actually within the geofence radius by viewing their location on a map. Consider increasing the geofence radius if the boundary is too restrictive. Remember that GPS accuracy can vary by 5 to 10 meters, especially indoors or near tall buildings. Test in different weather conditions as storms can affect GPS accuracy.

If a geofence location is not showing in the employee's app, ensure the location is marked as Active in your kiosk settings. Verify the employee is assigned to that location or has it in their Location Access list. Have the employee try force-closing and reopening the app to refresh the location list.

Kiosk API Issues

If you receive an "Invalid API Key" error when setting up a kiosk, verify the API key was entered exactly as shown during registration, including correct capitalization. Check that the kiosk device is still active in your registered devices list and has not been deactivated. If the API key was lost or entered incorrectly too many times, you may need to register a new device with a fresh API key.

If an employee's user code is not working at the kiosk, verify the user code is correctly entered in the employee's profile with no extra spaces. Check that the employee is assigned to the kiosk's location or has that location in their Location Access list. Ensure the employee account is not archived by checking their status in the employee list. Confirm the kiosk device is active and connected by checking the device list for green active status.

If facial recognition repeatedly fails for an employee, check lighting conditions at the kiosk location and ensure adequate brightness. Review the employee's face templates in the Timesheets section and update them if they are old or poor quality. Instruct the employee to look directly at the camera and remove sunglasses, hats, or masks. If the employee's appearance has changed significantly, save new high-quality photos as templates.

If the kiosk device appears offline or shows "Invalid device" errors, check the device's internet connection by testing WiFi or cellular data. Verify the device is not deactivated in your kiosk devices list. Try restarting the RosterMate app on the kiosk device. If problems persist, the device may need to be reregistered with a new API key.

General Tips

Always ensure employees are assigned to the correct location in their profile. For employees who work at multiple locations, verify their Location Access list includes all necessary locations. Check that employee accounts are active and not archived, as archived accounts cannot clock in. Test any new kiosk or geofence setup before rolling it out to all staff. Keep the RosterMate app updated to the latest version on all devices. Monitor the Timesheets section regularly to catch and address issues early.

When to Contact Support

If you have tried all troubleshooting steps and the issue persists, contact RosterMate support. Provide specific details about the error message or behavior, steps you have already tried, device information and app version, and any relevant screenshots. Support can help with complex technical issues, API key problems that cannot be resolved by reregistration, recurring facial recognition failures, and system-wide issues affecting multiple employees or devices.

API Key Security

Treat API keys like passwords and protect them accordingly. Never share API keys publicly or post them in unsecured locations. Copy and save the API key immediately upon generation, as it is only shown once. Store API keys securely in a password manager or encrypted document. If an API key is compromised or suspected to be compromised, deactivate the device immediately and register a new one. Limit access to API keys to only administrators who need them.

Face Template Management

Maintain 3 quality templates per employee for optimal facial recognition accuracy. Update templates promptly when an employee's appearance changes, such as after haircuts, facial hair changes, or weight changes. Review employees with low confidence scores regularly, indicated by yellow or red face icons in Timesheets. Save new templates from high-quality, well-lit photos with green confidence indicators. Delete or replace poor quality templates that consistently produce low matches. Schedule periodic template reviews every 6 months to ensure all templates remain current and effective.

Device Management Best Practices

Use descriptive device names that clearly identify physical location and purpose, such as "Building A Reception" or "Warehouse North Entrance". Deactivate lost or stolen devices immediately to prevent unauthorized use and protect your time tracking data. Regularly review your active devices list to ensure all listed devices are still in use and remove any that are obsolete. Monitor last sync times to identify devices that may be offline or experiencing connectivity issues. Keep a secure record of which API keys correspond to which physical devices and locations. Plan for device replacement by having backup devices available, especially for high-traffic locations.

Geofence Configuration

Set appropriate radius sizes that balance convenience with security. A radius that is too large may allow employees to clock in from outside the actual work area. A radius that is too small may prevent legitimate clock-ins due to GPS variance. Use specific, descriptive location names that employees can easily understand and identify. Regularly review active geofences and deactivate any that are no longer in use. Test geofence boundaries before full deployment by having test employees walk the perimeter. Consider GPS accuracy limitations when setting boundaries, accounting for typical 5 to 10 meter variance. Document geofence locations with physical addresses for easy reference and future management.

Employee Training

Train employees on how to use their assigned clock-in method, whether geofencing or kiosk. For geofencing users, ensure they understand they must have the app installed and be logged in. For kiosk users, teach them how to enter their user code and take a proper photo if facial recognition is enabled. Emphasize the importance of not sharing user codes, as this compromises time tracking integrity. Explain the consequences of buddy punching or time theft. Provide clear instructions on what to do if they encounter errors or cannot clock in. Make sure employees know who to contact if they have issues with clocking in or out.

Data Privacy and Compliance

Inform employees that photos are being taken if using facial recognition, and explain how the data is used and stored. Ensure your use of facial recognition complies with local privacy laws and regulations. Regularly review and purge old face templates that are no longer needed. Limit access to clock-in photos and facial data to authorized administrators only. Have a clear privacy policy regarding time tracking data and communicate it to all employees.

Regular Maintenance

Schedule regular reviews of kiosk devices to ensure they are functioning properly and have good internet connectivity. Keep kiosk device operating systems and the RosterMate app updated to the latest versions. Clean kiosk device screens and cameras regularly for optimal photo quality. Monitor battery levels on tablet kiosks or ensure devices remain plugged in. Review Timesheets regularly to identify patterns of failed clock-ins or low facial recognition scores. Address issues proactively before they become major problems affecting multiple employees or shifts.

Backup Plans

Have a manual backup process for when kiosks are offline or experiencing technical issues. Train administrators on how to manually add time records in the Timesheets section if needed. Keep backup devices available for critical kiosk locations. Document your kiosk setup process so you can quickly redeploy if a device needs to be replaced. Maintain records of all device API keys in a secure, backed-up location accessible to multiple administrators.