Adding Your First Workers
Add the workers who will be clocking in and out at your locations. This guide covers adding them one at a time.
Before You Start
Have these details ready for each worker you want to add.
Before you start
- A TempClock account with at least one location set up (see Adding Your First Location)
- The worker's full name
- An employee ID or badge number (if your agency uses them)
- The worker's email address and/or phone number
- Their hourly pay rate and charge rate
- The job role and location they will be assigned to
You do not need every detail right now. The only required fields are the worker's name and the location they are assigned to. You can fill in the rest later.
Log in to the manage portal
Go to tempclock.com/manage and sign in with your email and password.
Click Workers in the sidebar
In the left-hand sidebar, click Workers. This opens the Workers page where you can see everyone registered in your system.
Adding a New Worker
Click the button and fill in the worker's details.
Click Add Worker
On the Workers page, click the + Add Worker button in the top-right corner. This opens the new worker form.
Fill in the form
Complete the fields described below. Required fields are marked with a red asterisk. Once finished, click Save Worker at the bottom of the form.
Worker Details Explained
Here is what each field on the form means and what to put in it.
Here is a breakdown of each field:
The worker's full name, exactly as it should appear on timesheets and reports. Required.
An optional identifier used by your agency. See the section below for more details.
The worker's email. Used if you want to send them notifications or timesheet summaries. Optional.
A contact number for the worker. Optional but useful for your records.
What you pay the worker per hour. Used for payroll calculations and Sage/Xero exports.
What you charge the client per hour for this worker. Used in client invoicing and margin reports.
The worker's role, such as Warehouse Operative, Cleaner, or Security Guard. Helps with filtering and reports.
Which location this worker is assigned to. They will only be able to clock in at this location. Required.
Optional. One of English, Polish, Romanian, or Lithuanian. Overrides the location's default kiosk language for this worker only. Leave blank to inherit.
The pay rate is what the worker earns. The charge rate is what you bill the client. The difference is your margin. Both are used when generating payroll and invoicing reports.
Need to set the kiosk language by site or by worker? See the Multi-language Kiosk guide.
Understanding the Employee ID
What the Employee ID field is for and how to use it.
The Employee ID (sometimes called a badge number) is an optional field that lets you assign your own reference number to each worker. Here is how it is typically used:
If your agency already has employee numbers in your HR system, payroll software, or spreadsheets, enter them here so records match up across systems.
Some agencies issue physical ID badges with a number. Enter that number here so you can quickly look up a worker by their badge.
When you export timesheets to Sage or Xero, the Employee ID is included. This makes it much easier to match hours to the correct payroll record.
If you do not use employee numbers, leave this field blank. TempClock will still work perfectly, it assigns its own internal reference automatically.
If you use Sage or Xero for payroll, we strongly recommend filling in the Employee ID field. It saves a lot of time when matching up records during pay runs.
Face Registration
How workers get their face registered for clock-in.
Face clock-in is optional for each worker and is set up by the worker on their own phone, after they have read a notice and agreed. Nobody registers their face at the kiosk by picking their name from a list.
Add the worker
Fill in their details as described above, including an email or UK mobile number so they can receive their set-up link.
Send the set-up link
From the worker's page, send the face set-up link by email or text, or show a QR code for them to scan in person. For many workers at once, use batch enrolment. Links are single use.
The worker reads the notice and chooses
They see a notice explaining what is captured, where it is processed and how long it is kept. If they agree, they take a short video selfie with a liveness check on their phone. If they decline, they set a PIN instead.
Clocking in
At the kiosk they enter their badge number (or scan their badge or tap a card), look at the camera, and the face match checks it is them. See How the Kiosk Works.
Workers who would rather not use face clock-in clock in with their badge and a PIN. Keep a PIN route available at every site for them.
Adding Workers in Bulk
Got a lot of workers to add? Use the CSV import instead.
For dozens, hundreds or a seasonal intake of thousands, import workers from a CSV spreadsheet.
For a full walkthrough, see Bulk Importing Workers.
What's Next?
Your workers are registered. Now set up a kiosk so they can clock in.
With your location and workers in place, the next step is to set up a kiosk device at your site. This is the tablet or computer where workers will clock in using facial recognition.
Know who turned up, and pay every hour right.
Face-verified clock-ins, live geofencing and payroll-ready timesheets in one system. Tell us how your shifts run and we will show you how it fits.
App hosted in the UK · Onboarding led by a pilot site · No app needed to clock in