Time Attendance: Recording and Monitoring Work Hours

Time Attendance feature enables Admins to centrally track employee working hours regardless of whether it involves one or multiple locations. This includes tracking the working hours of employees who work across multiple locations throughout the day or any given time period.

The setup does not require setting up a VPN, making the setup relatively simple without complex network interventions. The setup requires an internet connection at the location.

Working hours are recorded through employee login via the kiosk application, which is placed at an accessible location on-site. The location requires a dedicated or existing/reusable device that will run the kiosk application.

How to enable the Time attendance feature?

Only Space Owner can enable the Time clock feature for Vision space. To do so, Space Owner needs to follow these steps:

1. Open the Vision app on your device and navigate to the Control Panel (icon available in the bottom left corner of the screen).
2. In the Control Panel, locate and click on the "Space" section.
3. After selecting the desired space, a settings window will appear. Find and click on the "Settings" tab within this window.
4. In the "Settings" section, look for the option to enable the Time Attendance feature. Change its status to enabled by toggling the switch (see Image 1).
5. Once the Time Attendance feature is enabled, click on the "Save" button to apply your changes. This button is located at the bottom of the settings window.

Figure 1:  Enabling Time Attendance

Important: To confirm your changes, you will need to enter the Space ID of your space. The Space ID is a unique identifier for each space within the Vision app. You can locate and copy the Space ID by navigating to the "General" tab within the Space settings, where it will be listed.

How to create Time Attendance kiosk?

To set up a kiosk, do the following (see Figure 2):

1. Navigate to the Control Panel, located in the bottom left corner of the interface.
2. Open the Kiosks tab in the main navigation bar of the Control Panel
3. Click the sign located in the bottom right corner to create a new Kiosk.
   
   

Figure 2:  Creating Kiosk 

In the first step of creating a kiosk, you need to give name to your Kiosk and choose the Time Attendance as type of kiosk (see Figure 3). 

Figure 3 – Create Kiosk

During creation, numerous customization options are available according to clients' needs and preferences. Options include: 

1. Access Control: Decide who can check in via the kiosk—allow all employees or restrict access to specific individuals.

2. Check-in Methods: Choose how employees will check in. Available methods include:

   - NFC Cards
   - PIN Codes
   - Face Recognition

   Clients can also mix and match these methods. For example, some combinations could be:

   - NFC only
   - Both NFC and PIN
   - PIN and Face Recognition
   - Either NFC or PIN, among other possible combinations.

    
   Additionally, users can configure which methods are mandatory and whether a fast clock-in mode is available.
   
   
3. Action Label: Assign your own action labels for clock-in, clock out or end shift. 
   
   Above mentioned items are visible on the image below (See Figure 4).
   
   
   
   Figure 4 – Time Attendance Kiosk
   
   
4. Custom Options: Select/Create additional options to fit your business needs

5. Branding: Personalize the kiosk with your company's logo and a custom welcome message

6. Kiosk Display Settings: Choose optional elements to display on the kiosk, such as:

   - Location name
   - Number of people currently checked in
   - A summary of working hours after an employee checks in (shift start time, duration, and total hours worked)
   
   Above mentioned items are visible on the image below (See Figure 5).
   
   

   
   
   Figure 5 – Time Attendance Kiosk
   
   

7. Language Localization: Customize the kiosk interface to display in the preferred language(s) of your choice (See Figure 6).

   
   
   Figure 6 – Time Attendance Kiosk

Activating and accessing your Kiosk

To access your newly created Kiosk, you need to activate it by clicking on Activate option in three-dots menu on Kiosk and inserting the activation code (See Figure 7).

Figure 7 – Activation screen

Activation code can be generated by accessing the https://app.nsoft.vision/kiosks on the device where you want to show your kiosk (See Figure 8). After the activation is complete, the kiosk will be shown on the device. 

Figure 8 – Activation screen

On the image below, you can see how this kiosk looks like when activated (see Figure 9).

Figure 9 – Time Attendance Kiosk

In order to provide flexibility, each kiosk instance can be specifically configured. For example, at one location, it is possible to configure sign-in using only NFC cards, while at other locations, both NFC and camera can be specified as required methods.

It is possible to have more than one kiosk per location, but it is not necessary. This means that we allow location-based setups where one kiosk can be placed at the entrance and another at the exit of the location. In case it is redundant to have two kiosks at a location, the entire process of arrivals/departures from the location can easily work with just one kiosk.

Setting up PIN or Card ID

In case the NFC or PIN is selected method of the access, admin / user of the Vision system needs to set up the PIN or card for identity in Directory (See Figure 8).

Figure 8 – Directory - Identity - PIN or Card ID

Reports

 

Figure 9 – Reports - Shift Report

Additionally, users can get details of a specific shift (see Figure 10). This section will be further enhanced with editing options and new information.

Figure 10 – Reports - Shift Report - Details

 

Timesheet Report

Overview of employee working hours by day, with the option to view significantly larger periods, such as 30 days (see Figure 11).

Figure 11 – Reports - Timesheet Report