Clock In/Out Feature - User Guide

Overview

The Clock In/Out feature allows staff members to track their working hours directly from the POS system. This feature is integrated into the PIN entry screen and provides real-time visibility of who is currently clocked in.

How to Access Clock In/Out

1. Navigate to the PIN Entry Screen - This is the main login screen of your POS system
2. Locate the Toggle Switch - At the top of the PIN entry area, you'll see a toggle switch with two options:

• Sign In (left side) - For normal POS system login
• Clock In/Out (right side) - For time tracking

Using Clock In/Out

For Regular Staff Members

Clocking In

1. Switch to Clock In/Out Mode

• Toggle the switch to the right to select "Clock In/Out"
• The header will change to "Enter PIN to Clock In/Out"

2. Enter Your PIN

• Use the numeric keypad to enter your 4-digit PIN
• The system will automatically process your clock-in when you enter 4 digits

3. Confirmation

• You'll see a success message confirming your clock-in time
• Your name will appear in the "Active Staff" list on the left side of the screen

Clocking Out

1. Enter Your PIN Again

• Toggle to "Clock In/Out" mode if not already selected
• Enter the same 4-digit PIN you used to clock in

2. Confirmation

• You'll see a success message confirming your clock-out time
• Your name will be removed from the "Active Staff" list

For Managers

Managers have additional privileges and can see extra options:

Standard Clock In/Out

• Follow the same process as regular staff members
• After clocking in, you'll see an additional "Clock Out All Staff" button

Clock Out All Staff

This feature allows managers to clock out all currently active staff members at once:

1. Clock In as Manager

• Enter your manager PIN in Clock In/Out mode
• The "Clock Out All Staff" button will appear below the PIN pad

2. Click "Clock Out All Staff"

• This will clock out all staff members who are currently clocked in
• Each staff member will be automatically clocked out
• You'll see a confirmation message

Active Staff Display

Location

The "Active Staff" panel is located on the left side of the PIN entry screen.

Information Displayed

For each clocked-in staff member, you'll see:

• Avatar - Green circle with the first letter of their name
• Full Name - Staff member's complete name
• Manager Badge - "MGR" badge for managers
• Clock-In Time - When they started their shift (e.g., "In: 13:41")
• Duration - How long they've been working (e.g., "2h 15m")
• Status Indicator - Green dot showing they're currently active

Auto-Refresh

• The staff list automatically updates every 5 minutes
• You can manually refresh by clicking the refresh icon in the header
• The list updates immediately when someone clocks in or out

Error Messages

Common Issues and Solutions

"Invalid PIN"

• Cause: The PIN you entered doesn't match any registered staff member
• Solution: Check with your manager to confirm your correct PIN

"Network error. Please try again."

• Cause: Temporary connection issue with the server
• Solution: Wait a moment and try again, or contact IT support if it persists

"Permission denied"

• Cause: Your account doesn't have clock in/out permissions
• Solution: Contact your manager to enable clock in/out access for your account

Best Practices

For Staff Members

1. Always Clock In when you start your shift
2. Always Clock Out when you finish your shift
3. Use the correct PIN - don't share your PIN with others
4. Check the Active Staff list to see who else is working

For Managers

1. Monitor the Active Staff list regularly
2. Use "Clock Out All Staff" at the end of business day
3. Verify staff are properly clocked in before starting operations
4. Address any clock in/out issues promptly

Troubleshooting

I can't see the Clock In/Out toggle

• Check: Make sure you're on the main PIN entry screen
• Note: The toggle only appears when not in terminal registration mode

The Active Staff list is empty

• Normal: This means no one is currently clocked in
• Check: Look for the "No Staff Clocked In" message

My clock in/out isn't showing up

• Wait: The display updates every 5 minutes automatically
• Refresh: Click the refresh button in the Active Staff header
• Check: Make sure you're looking at the correct time period

I'm a manager but don't see "Clock Out All Staff"

• Verify: Make sure you clocked in with a manager PIN
• Check: The button only appears after a successful manager clock-in

Technical Notes

System Requirements

• Internet connection required for clock in/out operations
• PIN must be exactly 4 digits
• System automatically handles time zones

Data Storage

• All clock in/out records are stored securely on the server
• Times are recorded in your local time zone
• Historical data is available through your management system

Support

If you encounter any issues with the Clock In/Out feature:

1. Check this guide for common solutions
2. Contact your manager for PIN or permission issues
3. Contact IT support for technical problems
4. Report bugs through your normal support channels