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The time clock lets employees record their clock-in and clock-out from the FileXpress mobile app. Each punch feeds the same daily Attendance that is used when generating payroll, so there is no need to type or import those hours.
  • The first punch of the day is the clock-in.
  • The second punch of the day is the clock-out.
  • A third punch is rejected. If something needs to be corrected, HR does it from Human Resources → Attendance on the web.
Employees do not need a system user to clock in. An administrator just has to assign them a PIN.

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Ways to clock in

With their account

Employees who have a FileXpress user (linked to their record or with the same email). They clock in from My time clock in the app, without a PIN.

Branch clock

A shared phone or tablet at the branch. Any employee of the company clocks in by typing their PIN.

Personal phone

The employee’s own phone, linked by an administrator. It only accepts that employee’s PIN.

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Employee PIN

  • It has 4 to 6 digits.
  • An administrator assigns it.
  • It is unique within the company (two different companies can use the same number).
  • It can be changed or removed at any time.

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Assign or change a PIN

1

Go to Human Resources → Time clock → Employees and PIN tab

2

Find the employee and assign the PIN

Type a 4 to 6 digit PIN and save. To delete it, use Remove PIN.
3

Give the PIN to the employee privately

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Authorized devices

For security, a PIN only works on an authorized device. That way, if an employee shares their PIN, another person cannot clock in for them from just any phone.

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Set up a branch clock

1

Sign in to the app with a system user

Use the phone or tablet that will stay fixed at the branch.
2

Go to Time clock and tap Use as branch clock

3

Leave the device available for employees

To clock in, the employee just types their PIN; they do not have to search for their name.
1

Generate the linking code

In Human Resources → Time clock → Employees and PIN (or in the app, in More → Time clock by tapping the employee), choose Link phone. A 6-character code is shown, valid for 10 minutes and single use.
2

The employee opens the app on their phone

Without signing in, they tap Clock in on the home screen.
3

The employee types the code

From that moment, that phone only accepts that employee’s PIN.
Each employee can have only one personal phone linked.

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Change phones

1

Remove the current phone

In the employee’s record within Time clock, use Remove phone (in the app, the Authorized phones section).
2

Generate a new code and link the new phone

Follow the steps in Link an employee’s personal phone.

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Remove devices

An administrator can remove branch clocks (Branch clocks tab) and personal phones. A removed device stops accepting punches and asks to be linked again.
After 5 incorrect PINs, the device is locked for 10 minutes.

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How an employee clocks in

1

Open the app and tap Clock in

2

Type the PIN

3

Take the selfie with the front camera

The selfie is mandatory for punches with a PIN.
4

Confirm

The app indicates whether it was recorded as a clock-in or clock-out.

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Evidence saved with each punch

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Clock in without internet

If the phone has no connection, the punch is not lost:
  1. It is saved on the phone with its actual time, the selfie, and the location, and the app shows Punch saved.
  2. It is sent automatically when the connection returns: every minute, when the app is reopened, or before the next punch.
  3. Punches up to 7 days old are accepted.
The PIN of a punch made without internet is validated at sync time. If it was incorrect, the punch appears as rejected in the app and can be discarded.

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View punches on the web

Go to Human Resources → Time clock. The page has three tabs:
Shows each punch with: selfie thumbnail, type (clock-in or clock-out), date and time, map link with the GPS accuracy, and the source (Their account, Personal phone, or Branch clock). Punches that arrived more than 5 minutes late carry the Offline label.You can filter by employee and by date range.
List of employees with their PIN, account, and linked phone status. From here you assign PINs, link phones, and remove them.
Devices set up as a branch clock, with the option to remove them.
Selfies are private and are opened through temporary links. Only users with the root or administrator role can see punches and manage PINs and devices. See Roles and permissions.

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FAQ and troubleshooting

Check the assigned PIN with the administrator in Employees and PIN. On a personal phone, only the PIN of the employee who owns that phone works. After 5 failed attempts the device is locked for 10 minutes.
The phone is not set up as a branch clock or linked to an employee, or it was removed. Set it up as a clock or generate a new linking code.
Only two punches per day are allowed. To correct hours, HR edits the record in Attendance.
Set the phone to automatic date and time. Punches saved offline use the phone’s time, and the system rejects times in the future or more than 7 days old.
The code expires after 10 minutes and can only be used once. Generate a new one.