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Manage access to Hero Time Clock as a manager and clock in to the app as an employee

Declan Manning
Updated

Available for the following plans: Employment Plus, Employment Unlimited 
Available for the following user access levels: Employee, Manager, Admin

Both managers and employees need to know their business uses a secure and efficient system for recording shift work. This ensures accurate timesheets and proper compensation.

This article guides both managers and employees through the Hero Time Clock. It shows managers how to set up the feature and manage employees' access to it, as well as how staff members can use the Hero Time Clock tablet app to record their shifts.

Helpful Hint

If you are an employee who wants to learn how to use the Hero Time Clock tablet app, click here to jump down to the relevant part of this article.

Manage and assign time clock as a manager/admin

Step 1: Ensure 'Clock In and Out Settings' are active

Note: This process needs to be carried out to ensure that your 'Clock In and Out Settings' are active. While these settings may already be active, we recommend you check them before proceeding to Step 2. This is as the settings are crucial to ensure your employees will be able to receive a passcode to use their Hero Time Clock application.

  1. In the main menu, click Settings.
  2. In the submenu that will now appear, click Company Settings.

    You will now be on the 'Company settings' page which has six tabs to select from.
     
  3. Select the Clock In And Out Settings tab.
     
  4. In the 'Clock in and out' field, click Yes.
     
  5. (Optional) In the 'Capture employee photo when clocking in/out' field, click Yes.
     
  6. Click Save.
     
Step 2: Set up time clocks
  1. On the main menu, click Settings.
  2. On the submenu that will now appear, click Hero Time Clock.
  3. Now you are on the 'Hero Time Clock Settings' page, ensure you remain on the Time Clocks tab.
  4. Click Add time clock.

    A window called 'Add time clock' will now appear.

     
  5. In the 'Add time clock' window, enter the relevant details in the following fields:
    • Time Clock Name
    • Cost Centre
      • Note: You can only enter the name of a cost centre that has not been assigned to any other time clock.
    • Managed By (Optional)
      • Note: You can select multiple names in this field. Simply begin typing the name(s) of whoever you want to manage and initialise the Hero Time Clock on a tablet device. All relevant names will appear as tags you can select.
         

  6. Click Save.

     

    Your time clock is now active, and you can start granting employees access to it, as explained in Step 3.

Step 3: Grant employees access to Hero Time Clock
  1. On the main menu, click Settings.
  2. On the submenu that will now appear, click Hero Time Clock.
  3. Now you are on the 'Hero Time Clock Settings' page, select the Employee Access tab.

    You will now see a table that lists the names of all employees who can be enrolled onto Hero Time Clock.
     
  4. Refer to the employee(s) you wish to grant access to and, beside each one, click the corresponding checkbox.

    Tip: If you would like to grant access to all the listed employees, you can click the checkbox in the top left corner of the table.

    The 'Grant access' button will now stop being grey and will turn green, confirming that it is now selectable.
     
  5. Click Grant access.
  6. On the 'Grant access' window that will now appear, click Grant access.

    Under the 'Kiosk access status' column, the employee(s) who have just been granted access will now go from the 'DISABLED' status to the 'AWAITING PASSCODE' status.

Important

The selected employee(s) will now be automatically emailed a randomised time clock passcode which contains a prompt for them to change their passcode in their HR account settings.

This passcode enables your employees to clock in using both the web and app versions of the Hero Time Clock.

As each employee confirms their passcode, their status in the 'Kiosk access status' column of your Hero Time Clock Settings page will go from 'AWAITING PASSCODE' to 'ENABLED'. 

Step 3 (continued): Revoke employees' access to HTC (if required)
  1.  
    1. On the main menu, click Settings.
    2. On the submenu that will now appear, click Hero Time Clock.
    3. Now you are on the 'Hero Time Clock Settings' page, click the Employee Access tab.

      You will now see a table that lists the names of all employees whose access can be revoked.

      Note: You will always be able to revoke an employee's access to Hero Time Clock regardless of what their status is under the 'Kiosk access status' column. This means, whether an employee's Kiosk access status is 'DISABLED' (no kiosk access applies), 'AWAITING PASSCODE' (kiosk access is pending), or 'ENABLED' (the employee has confirmed their passcode), you will still have the option to revoke their access.
       
    4. Refer to the employee(s) you wish to grant access to and, beside each one, click a checkbox.

      Tip: If you would like to grant access to all the listed employees, you can click the checkbox in the top left corner of the table. This selects all listed employees on the page at once.

      The outline of the 'Revoke access' button will now go from being grey to red, confirming that it is now selectable.
       
    5. Click Revoke access.

      The 'Revoke access' window will now appear with a 'Notify employees' checkbox and both a 'Cancel' and 'Revoke access' button.
       
    6. (Optional) On the 'Revoke access' window, click the Notify employees checkbox if you would like the selected employee(s) to receive an automated email confirming their revoked access.
    7. On the 'Revoke access' window, click Revoke access.

      Each row of the selected employee name(s) will now go from their original status to the 'DISABLED' status.

      Note: If you applied the 'Notify employees' checkbox, your selected employee(s) will now receive automatic email confirmation that their Hero Time Clock access has been revoked.

Set up and use Hero Time Clock app as an employee

Clock in and out using the Hero Time Clock tablet app
  1. Download the Employment Hero Time Clock app from either the Apple App Store or Google Play (depending on whether you have an Apple iPad tablet or a Google Pixel tablet).
  2. With the tablet app now downloaded, open the Employment Hero Time Clock app on your tablet.
  3. Enter your email address and password in the Email and Password fields then tap Log in.

    You will now be on the 'Select your HeroTimeClock' page
     
  4. On the 'Select your HeroTimeClock' page, tap the Organization field then enter the name of your organization.

    You will now be on the schedule page of the tablet app.
  5. Find the tile with your name and your shift (this will be written in the 24-hour format, e.g. 21:00 pm - 05.00 am) then tap that box's Start Shift button.
     
  6. Enter your six-digit passcode.

    The Hero Time Clock tablet app will now record the time you spend working.

    Note: The tile with your name and shift will now contain your clock-in time and a running total of the time you spend working. That tile will also now appear in the 'Shift started' section of the schedule page.
     
  7. When you have finished your work shift, click the End shift button.

    Note: Now that your shift has been successfully recorded from start to finish (in addition to any breaks you may have chosen to record), a timesheet will now be saved on the Timesheets Management page of your HR platform.

 

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