Help Center

Two Kiosk Options

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

Option 2: Kiosk devices are dedicated tablets 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 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 a kiosk device 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 RosterMates mobile app installed, an active account, and location permissions enabled on their device. For a kiosk device, you need a dedicated tablet with an internet connection, employees must have user codes assigned, 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 app enter this boundary, they become eligible to clock in. This uses GPS to verify the employee is actually at the work location.

Adding a Geofence Location

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

To set the coordinates, either search for an address or click directly on the map. Adjust the geofence radius using the slider — between 5 and 500 meters. A smaller radius like 50 meters suits a single building, while 200 meters works for a campus. Consider GPS accuracy when setting the radius, as GPS can vary by 5 to 10 meters.

Verify the coordinates, ensure the Active toggle is on, and click "Save Location". The location appears on the map with a circular boundary showing the radius.

How Employees Use Geofencing

Employees log into the app with their email and password. When they arrive at work within the geofence boundary, the app's Home screen detects they are in range and enables the clock in button. They tap to clock in; leaving works the same way with clock out. The clock time is recorded along with their location.

Managing Geofence Locations

Click a location card to edit its name, coordinates, or radius. Toggle Active off to deactivate a location without deleting it — inactive locations don't appear in the employee app but remain in your system.

Testing Geofence Boundaries

Before rolling out to all staff, test the geofence with a few employees. Have them walk the perimeter to confirm the boundary is accurate, and adjust the radius if needed.

What are Kiosk Devices?

Kiosk devices are dedicated tablets placed at a fixed location where employees clock in and out. Unlike geofencing, which uses employee personal devices, a kiosk is shared hardware that all employees use.

Step-by-Step Registration

Navigate to Settings → Kiosk Settings. Under "Registered Kiosk Devices", click "Register New Kiosk". Enter a descriptive device name that identifies where the kiosk is located — "Front Desk Kiosk", "Warehouse Entrance", "Break Room Station". Select which location the kiosk is assigned to: the kiosk only accepts employees who belong to (or have access to) that location, and every clock made at the kiosk is recorded against it. Click "Generate API Key".

Critical: Save Your API Key

The API key is shown in full only once, at registration. Click the copy button and store it somewhere secure such as a password manager. If you lose the key, you cannot retrieve it — you'll need to register a new kiosk device and deactivate the old one.

One Key, One Device

Each API key binds to the first physical device that activates with it. If someone enters the same key on a second device, it is rejected with a "bound to another device" error. The device list shows a "Device bound" or "Not bound" pill for each kiosk; when you're replacing a tablet, open the device and click "Release" to free the key — the kiosk currently using it stops working, and the next device to activate with the key claims it. This stops a leaked key being used to clock in from somewhere it shouldn't be.

Accessing Kiosk Mode

On your dedicated kiosk tablet, open the RosterMates app. On the login page, tap the "Kiosk Mode" option to enter kiosk authentication.

Entering the API Key

In the API Key field, enter the key you copied during registration, exactly as shown — it is case-sensitive.

Choosing Facial Recognition

A "Facial Recognition" toggle controls whether photo verification is required when clocking. Enabled: employees enter their user code and take a photo, which is compared against their stored face templates — higher security, prevents buddy punching, a few extra seconds per clock. Disabled: the user code alone clocks them in — faster and simpler. You can mix: some kiosks with facial recognition, others without.

Connecting the Device

Tap "Continue". The system validates the API key, binds it to this device, connects to your assigned location, and shows the kiosk PIN entry screen. An "Invalid API Key" error means the key was mistyped, the device was deactivated, or the key is already bound to a different device.

Device Placement Recommendations

Place the kiosk in a well-lit area (especially with facial recognition), at a comfortable height, with stable internet, secured against theft, in a high-traffic spot where employees naturally pass. Tablets with stands suit small to medium businesses; wall-mounted tablets with enclosures give a permanent professional setup. Make sure the device has a camera if you plan to use facial recognition.

Clocking In and Out

The kiosk shows a PIN entry screen. The employee enters their 4-digit user code and confirms. The system validates the code against employees with access to the kiosk's location, then either records the clock immediately (no facial recognition) or activates the camera for a photo first.

With Facial Recognition Enabled

After code entry the camera opens. The employee positions their face in the frame and taps capture. The system compares the photo against their stored face templates, calculates a confidence score, records the clock with the photo attached, and returns to the PIN screen for the next person.

Duplicate Tap Protection

If someone accidentally clocks twice in quick succession, the kiosk rejects the repeat — a second record within 3 minutes of the first shows "A time record was already recorded within the last 3 minutes". In the mobile app, an accidental double clock within 2 minutes is simply absorbed into the original record, so no duplicates reach your timesheets.

Optional Clock Reasons

Employees can enter a reason when clocking in or out, such as "Traffic delay" or "Early departure". Reasons appear as blue info icons next to the clock times on the Timesheets page.

What are User Codes?

User codes are 4-digit PINs employees use to identify themselves at kiosks. A unique code is generated automatically when each employee is created.

Changing a User Code

Go to Management, click the employee, and edit the "User Code (Kiosk PIN)" field on their Basic Info tab. Codes must be exactly 4 digits and unique across your whole company — the system rejects duplicates. Changes take effect immediately.

User Code Best Practices

Avoid obvious patterns like "1234" or "0000". Don't use birthdays. Instruct employees to memorize their code and not share it — sharing compromises time tracking integrity. Employees can see their own user code in the app.

Important: Location Access

When an employee clocks at a kiosk, the time is recorded against the kiosk's assigned location. An employee whose primary location is elsewhere needs that location added to their Location Access list (Settings → Locations Access) or their code will be rejected at that kiosk.

Troubleshooting User Code Issues

If a code doesn't work: verify the code on the employee's profile, check the employee has access to the kiosk's location, ensure their account isn't archived, and confirm the kiosk device is active.

What is Facial Recognition?

Facial recognition verifies that the person clocking is actually the employee whose user code was entered, preventing buddy punching. The photo taken at clock time is compared against stored face templates for that employee.

How Face Templates Work

Face templates are reference photos stored per employee — up to 3 each. Multiple templates improve accuracy by covering different lighting conditions and slight appearance variations. Templates are saved from high-quality clock-in photos over time.

Confidence Scores

Each recognition produces a confidence score, colour-coded on the Timesheets page: green (80-100%) high confidence, yellow/orange (50-79%) medium, red (below 50%) low. Click the face icon next to a clock time to view the photo and verify manually.

Managing Face Templates

Templates are managed from the Timesheets page. Open a clock-in photo, and if it's clear and well-lit, click "Save as Face Template". The photo saves to the first empty slot, or replaces the oldest if all 3 are full. A message shows slots used, such as "2/3 slots used".

Best Practices

Keep the kiosk well-lit, have employees face the camera without sunglasses, masks, or hats, save photos with green confidence indicators as templates, and refresh templates when appearance changes (haircut, facial hair) or scores drop.

Viewing All Kiosk Devices

Settings → Kiosk Settings lists every registered device as a card: device name, device ID, assigned location, active status, binding status ("Device bound" / "Not bound"), last sync time, and creation date.

Deactivating a Kiosk Device

Deactivate a device that is lost, stolen, replaced, or no longer in use. Open the device card, click "Deactivate Device", and confirm. The API key is immediately invalidated, and anyone attempting to use the device sees an "Invalid device or device is inactive" error. Reactivate the same way if needed — the device resumes with its original key.

Releasing a Device Binding

If you're moving a kiosk's key to a new tablet (for example after a hardware failure), open the device and click "Release". The confirmation explains: the kiosk currently using the key stops working, and the next device that activates with the key claims it.

Why Devices Cannot Be Deleted

Kiosk devices can only be deactivated, never deleted. Every clock record references the device it came from, so keeping deactivated devices preserves a complete audit trail of which records came from which device.

Security Considerations

Treat API keys like passwords. If you suspect a key is compromised, deactivate that device immediately and register a new one with a fresh key. Deactivate lost or stolen devices straight away. Monitor last-sync times to spot offline devices.

Feature Comparison

Device requirements: geofencing uses the employee's own smartphone with the app; a kiosk needs a dedicated shared tablet. Authentication: geofencing uses the employee's own logged-in account plus GPS; kiosks use a 4-digit user code with optional photo verification. Location: geofencing works anywhere inside the radius; kiosks are a fixed station. Cost: geofencing is free; kiosks need hardware. Verification strength: kiosks with facial recognition give the strongest identity confirmation.

Can You Use Both?

Yes — many organizations use a hybrid approach. For example, a kiosk at the main office reception for on-site staff, with geofencing for field workers and delivery drivers across sites. Choose the best fit per employee group or location.

Geofencing Issues

If an employee can't clock in: check the app is installed and they're logged in, and that location permissions are enabled (iOS: Settings → RosterMate → Location → While Using App; Android: Settings → Apps → RosterMate → Permissions → Location). For "Not within range" errors, remember GPS can vary 5-10 meters — consider increasing the radius. If a geofence isn't showing in the app, confirm it's Active and the employee has access to that location, then have them force-close and reopen the app.

Kiosk Device Issues

"Invalid API Key": verify the key was entered exactly, check the device wasn't deactivated, and check the key isn't bound to a different device (release it first if you're moving hardware). User code rejected: see the user code troubleshooting above. Facial recognition failing repeatedly: improve lighting, refresh the employee's face templates, and make sure their face isn't obscured. Device appears offline: check its internet connection and restart the app on the device.

When to Contact Support

If you've tried the steps above and the issue persists, contact RosterMates support with the error message, the steps you've tried, the device information, and screenshots if possible.

API Key Security

Save the key immediately at generation — it is only shown once. Store keys in a password manager. Never share keys publicly. Deactivate compromised devices immediately and register fresh ones. The one-key-one-device binding protects you if a key leaks, but treat keys carefully anyway.

Face Template Management

Maintain 3 quality templates per employee. Update promptly when appearance changes. Review employees with low confidence scores (yellow/red icons in Timesheets) regularly.

Employee Training

Train employees on their clock-in method. For kiosk users: how to enter their code and take a proper photo. Emphasize not sharing user codes and explain what to do if they can't clock in. For facial recognition, inform employees that photos are taken and how the data is used, and ensure your use complies with local privacy requirements.

Backup Plans

Have a manual process for when kiosks are offline: administrators can add manual time records on the Timesheets page. Keep a backup device available for critical kiosk locations.