Configure Time Clock jobs and clock-in rules

Understand the outcome

Clock-in methods, role rules, jobs, station selection, and thresholds should be settled before the first official entry.

Time Clock records auditable duty time from the portal or a station kiosk. Members clock in with a password, PIN, or face recognition, depending on what the department allows. Administrators manage jobs, per-method role rules, availability statuses, corrections, reports, the kiosk design, and face enrollment. A kiosk runs in the browser of a signed-in operator account that holds the kiosk-management permission.

Before you begin

Make the decision before changing the screen. Record the current configuration when the department already uses this feature, and use a test record or test account when the change can affect active members.

• List the jobs members actually clock in as.
• Confirm active stations under Settings → General.
• Decide which roles may use portal, kiosk, and face clock-in.

Where to work and what access you need

Start from the portal destination named in the procedure. Administrators normally need permission to view Time Clock plus the specific create, edit, manage, approve, report, or all-record action used by the task. Visibility alone does not grant management access.

• Time Clock home/modules/clock-in
• My Time Entries/modules/clock-in/my-entries
• Records/modules/clock-in/records
• Analytics/modules/clock-in/analytics
• Time Reports/modules/clock-in/reports
• Face Training/modules/clock-in/face-training
• Kiosk PINs/modules/clock-in/kiosk-pins
• Kiosk Designer/modules/clock-in/kiosk-designer
• Launch Kiosk/modules/clock-in/kiosk
• Settings/modules/clock-in/settings

Required foundation

• Core must be enabled and correctly configured before this workflow can operate reliably.

If your department uses custom roles, test the procedure with that role—not only with a full administrator account. This confirms the people responsible for daily operations can complete the workflow without receiving unrelated access.

Complete the task

1. Step 1Open Time Clock Settings

   Review methods, role rules, jobs, availability statuses, and the required-reads gate.

2. Step 2Set per-method role rules

   Choose the roles allowed to use portal, kiosk, and face clock-in.

3. Step 3Create jobs

   Add clear job names and set any role, day-of-week, or capacity limits.

4. Step 4Choose required context

   Require job or station selection only when members can choose accurately.

5. Step 5Set correction rules

   Decide whether corrections require a note and confirm the missing clock-out threshold.

6. Step 6Test each method

   Create and close a test entry through every enabled method.

Operational safeguards

Apply these module-level controls while completing the procedure. They prevent a technically saved configuration from becoming an operational or access problem later.

• Control point
  Choose which methods are on and which roles may use each one.
• Control point
  Create jobs before requiring job selection.
• Control point
  Add more than one active station before requiring station selection.
• Control point
  Confirm the missing clock-out threshold and whether corrections require a note.
• Control point
  Sign the kiosk device in with an operator account that holds the kiosk permission, then test every method at the station.
• Control point
  Decide whether the required-reads gate should apply before rolling it out.

Verify the result

Do not consider the setup complete merely because the save action succeeded. Confirm the behavior from the user-facing or operational view, then retain evidence of the test when department policy requires it.

• Job and station prompts appear when required.
• A test entry has the correct duration.
• An intentionally long open entry is flagged.

If any verification fails, return to the source configuration and correct it there. Do not edit a report or downstream record to conceal an incorrect setup.

Troubleshooting

Station option doesn’t appear

Add more than one active station.

A member can’t clock in from the portal

Check portal clock-in is on, their role is allowed, and they have no pending required reads.

A job is missing for someone

Check the job’s role, day, and capacity limits.

Related Time Clock capabilities

This task sits inside a larger module workflow. These related capabilities may affect the result or provide the next administrative step:

• Portal and kiosk clock-in with password, PIN, or optional face recognition
• Separate role lists for portal, kiosk, and face clock-in
• My Time Entries with hours, methods, and notes
• Department records, flags, and missing clock-out detection (18 hours by default)
• Administrative corrections, forced clock-out, and audit history
• Jobs limited by role, day of week, and how many people can hold them at once
• Department-defined availability statuses (off by default) that never change hours worked
• Face enrollment by admins or members with optional approval; only encrypted templates are stored, never photos
• Kiosk PINs of 4–8 digits, unique within the department
• 1920×1080 Kiosk Designer with clock, punch, face, on-duty, stat, message, logo, and image widgets
• Optional clock-in gate that holds clock-in until pending announcement or resource acknowledgements are cleared
• Analytics and PDF/CSV time reports

Use the module hub to open the dedicated procedure associated with any capability listed here.

Connected modules and downstream effects

A change here can alter what members see, what data appears in reports, or how another module completes its workflow. Review the connected areas below before making a department-wide change.

• SchedulingAvailability, rotations, schedule building, trades, time off, and callouts.
• CreditsActivities, goals, periods, requests, leaderboard, prizes, and Time Clock credit.
• PayrollFire/EMS pay records, gross-to-net, run approvals, statements, and exports.
• Station BoardStation TV boards with live widgets, rotating slides, and protected launch links.

After deployment, test one complete workflow from the originating module through every connected destination your department uses. Document the final configuration so another administrator can audit or reproduce it later.

Continue in Time Clock

Return to the Time Clock module guide for connected workflows, dependencies, portal destinations, and additional procedures.