Using PIN Fallback
PIN entry is the backup method for clocking in when facial recognition is not available or not working.
When to Use PIN Entry
Situations where PIN fallback is the right choice.
Facial recognition is the primary way workers clock in at the kiosk, but it is not always possible. PIN entry provides a reliable alternative so workers are never stuck unable to clock in. Common situations where PIN is useful:
Poor Lighting
If the kiosk area is too dark for reliable face matching, PIN entry lets workers clock in without delay.
PPE / Face Masks
Workers wearing face masks, balaclavas, or heavy PPE that covers their face should use PIN instead.
Face Not Recognised
If the system cannot match a worker after a couple of attempts (changed appearance, camera issues), PIN gets them clocked in quickly.
New / Unregistered Workers
Workers who have not yet had their face registered can use PIN entry on their first day until registration is completed.
PIN entry is a fallback, not a replacement. For the best experience and security, encourage workers to use facial recognition whenever possible.
How PIN Entry Works at the Kiosk
The step-by-step process a worker follows.
Enter the badge number first
The worker starts as normal: tap the screen, choose Worker and enter their badge number (typed, scanned or a card tap). The PIN is always checked against that one badge holder.
Can't recognise your face?
Use PIN insteadTap "Use PIN instead"
On the badge screen the worker taps Use PIN instead to skip the face match. If the client has switched PIN off (face only), this option is not shown for clocking in.
Enter your badge number
Enter their 4–6 digit PIN
The worker is then asked for their personal PIN. This is a 4 to 6 digit number set for them by the agency or the client on their worker record. The digits are masked on screen for security.
Enter your PIN
System verifies and shows clock-in options
If the badge number and PIN match, the worker's name is displayed along with a "Clock In" or "Clock Out" button, exactly the same as the facial recognition flow. The worker taps to confirm, and they are done.
If the PIN is incorrect, an error message is shown and the worker can try again. Too many wrong PINs lock PIN clocking for that badge for 15 minutes (see below).
James Davies
PIN verifiedFive wrong PINs for the same badge at one kiosk within 15 minutes (or ten from anywhere) lock PIN clocking for that badge for 15 minutes, and the agency is alerted. The lock clears by itself; a supervisor can clock the worker in manually meanwhile.
Setting Up Worker PINs
How to assign and manage PINs for your workers.
PINs are set on the worker's record, by the agency on the agency console or by the client on the client dashboard. Workers cannot set or change their own PIN.
Workers > open the worker > Clock-in PIN > Set PIN
4 to 6 digits (we recommend 4 for speed on kiosk)
Agency console users, and client dashboard managers and admins
In the same Clock-in PIN section, enter a new PIN to replace the old one, or click Remove PIN
For a full walkthrough on setting, changing and removing worker PINs, see the Worker PINs guide.
We recommend setting up PINs for all workers, even if they primarily use facial recognition. It gives them a reliable backup if face matching fails for any reason.
PIN Clock Photos
A photo is still taken when a worker uses PIN.
When a worker clocks using PIN entry, the kiosk takes a photo from its camera at the moment of confirmation (if the camera is working). This serves as an audit record so managers can verify that the correct person used the PIN.
This is important because, unlike facial recognition, PIN entry does not automatically verify the worker's identity. The photo provides a visual check if there is ever a dispute or concern about buddy-punching (one worker clocking in on behalf of another).
PIN clock photos are stored in your instance and are only visible to users with access to that worker or site. Open Timesheets and click the camera icon on the entry.
PIN clock photos are always taken; there is no setting to switch them off. They are deleted on your retention schedule (90 days by default), which you set in Setup > Data retention under PIN clock photos. Tell workers about these photos in your privacy notice.
Best Practices
Tips for getting the most out of PIN fallback.
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