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Shifts and Clock-in

Setting up the clock-in terminal

Turn a tablet or computer in your store into a clock-in terminal: unlock it once with the terminal PIN, then staff tap their name and enter their own PIN.

4 min read

The terminal turns a shared tablet or computer in your store into a clock-in station. You unlock the device once with the store's 4-digit Terminal PIN, and it stays unlocked. Staff then tap their name, enter their own 4-digit clock-in PIN, and clock in, take breaks and clock out. You don't need to stay logged in as a manager on the device.

1. Turn on the terminal

  1. Open the store and click the Settings tab.
  2. In Shift tracking, switch shift tracking on, then switch on Clock in on a shared device in store.
  3. In the box that appears, set a Terminal PIN (4 digits) and click Save PIN. Once it's saved you'll see PIN set.
  4. Click Copy link next to the Terminal link, or note it down. You'll open it on the in-store device.

A Terminal tab now also appears in the store's tabs.

2. Unlock the in-store device

  1. On the tablet or computer, open the Terminal link in a web browser. You don't need to log in.
  2. Under Unlock this terminal, enter the Terminal PIN on the keypad and tap Unlock.

The device now stays unlocked. It doesn't keep the PIN itself, so nobody can read it off the device. It locks again when:

  • someone taps Lock (top right of the staff list),
  • it hasn't been used for 30 days, or
  • a manager changes the Terminal PIN. Changing it locks every terminal for the store until the new PIN is entered.

After five wrong Terminal PINs on one device, it has to wait 15 minutes before trying again.

The terminal shows the store name, a live clock and today's date, and refreshes itself every 10 minutes.

Opening the terminal while logged in: if you open the link (or the Terminal tab) while logged in as an owner or manager, the staff list shows straight away without the Terminal PIN, with a reminder that you're signed in. Click Sign out before leaving the device for staff, then unlock it with the Terminal PIN.

3. Staff set their clock-in PIN

Each person needs their own 4-digit clock-in PIN before they can use the terminal:

  1. They log in to WeRoster on their own phone or computer.
  2. They open Settings: on a computer from the menu under their initials (top right), on a phone from the Account tab.
  3. In Clock-in PIN, they type a PIN and click Save PIN. If they already have one, it says PIN set, and typing a new one changes it.

If someone hasn't set a PIN or has forgotten it, a manager can open the store's Staff tab, click the ⋯ menu on that person and choose Reset clock-in PIN, then Reset PIN to confirm. Their old PIN stops working straight away, and WeRoster shows the new PIN once so you can pass it on. When the terminal is on, anyone without a PIN shows a No PIN label on the Staff list; tap it to set one. PINs are stored scrambled, so nobody (including us) can look up an existing PIN.

4. Clocking in and out

Everyone on the store's employee list has a tile on the terminal. Under each name it says Tap to clock in, On shift (green) or On break (orange), with the time so far.

  1. Tap your name.
  2. Enter your 4-digit PIN. After five wrong tries, you have to wait 15 minutes.
  3. Then:
    • To start: if your store uses shift jobs, choose one under What are you working as?, then tap Clock in.
    • For a break: tap Start break, and End break when you're back.
    • To finish: tap Clock out, add a note under Anything to note about this shift? if you like, and tap Clock out again.

The panel closes by itself and shows a message such as Liam clocked in at 9:02am. Tap Cancel or Done to close it without doing anything.

Who can do this

Owners and managers turn the terminal on, set the Terminal PIN and reset staff PINs. Everyone on the store's employee list appears on the terminal and can clock in with their own PIN.