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Physical Time Tracking

flair offers several physical time tracking solutions for organizations that need on-site attendance tracking, including RFID tags, fingerprint scanning, and kiosk devices.

Setting Up RFID Tag Records​

RFID (Radio Frequency Identification) tags allow employees to clock in and out by scanning their badge at a reader device.

Creating RFID Tags​

To set up RFID tags for your employees:

  1. In Salesforce, use the App Launcher 𓃑 to navigate to RFID Tags
  2. Click New to create a new RFID tag record
  3. In the RFID Tag ID field, enter the unique ID from the physical tag (this ID is typically printed on the tag or card)
    • The ID must contain only numbers
    • It must not begin with 0
  4. Select an employee from the Employee dropdown to assign the tag to them
    • Every employee requires a unique RFID tag

Tip: For companies with many employees, you can use the Salesforce Data Import Wizard to create multiple RFID records in a batch, saving time on step 4.

Fingerprint Scanning​

Once you have assigned every employee an RFID tag in Salesforce, you'll need to pair their tag with their fingerprint in your access control system.

Security and Compliance​

In line with ISO 19794-4 and ANSI 378, the device fingerprint scanner does not save an image of the employee's fingerprint, but only a numerical representation (biometric key). This allows the scanner to match fingerprints to previously saved scans so that the timestamp can be assigned to the correct employee.

Enrolling Fingerprints​

To enroll employee fingerprints:

  1. On each access control device, select the fingerprint menu
  2. Enter your PIN for the fingerprint menu admin
  3. Tap Learn Finger
  4. Enter the RFID tag ID that you previously created for a specific employee
  5. Select the Enroll option
  6. Choose which finger the employee would like to use
  7. Follow the instructions on the device display
  8. The employee should place their chosen finger on the scanner until you hear a tone
  9. Repeat this process twice more to fully scan the finger
  10. Once complete, you will see a notification on screen telling you that the scan was successful
  11. You will also see a quality score – we recommend a quality of at least 80%
  12. Repeat this process for each employee and on each access control device

Tips for Achieving a High Quality Fingerprint Scan​

  • Keep your finger straight, still, and vertical, and apply light pressure
  • Quality may be reduced if the finger is damp, dry, or cold
  • If you continue to encounter problems, try scanning another finger

Time Tracking Kiosk​

flair Kiosk is a physical time tracking solution that allows your employees to clock in and out from a tablet device. It is compatible with Android devices, providing a secure and user-friendly way to track time and attendance.

Requirements​

To set up the kiosk, you will need:

  • Administrator access to your Salesforce org
  • The Flair Kiosk Manager permission set (or Flair_Beta permission set)
  • The Employee Hub must be enabled
  • An Android tablet device

Setting Up the flair Kiosk​

Step 1: Create a Kiosk in Salesforce​

  1. Use the App Launcher 𓃑 to open the Kiosks page in Salesforce
  2. Click New
  3. Give your kiosk a name that will help you identify it later (for example, "Office Main Entrance")

Create a new kiosk in Salesforce 4. Language: English is the default language for the flair Kiosk. If you wish to switch to another language supported by flair, type in the two-digit language code (for example de for German) 5. Location (optional): Add a Location to your kiosk to provide further details such as address, time zone, and location type 6. Login Method: Enable login by PIN or login by QR code (or both)

  • PIN: Generates a numeric PIN code for each employee
  • QR Code: Generates a QR code for each employee to scan
  1. Employees and Segments: Configure which employees can access this kiosk
    • By default, a segmentation called "All Employees" is created automatically when you create a new kiosk
    • This default segmentation applies to all current and future employees
    • Click on the Employees and Segments tab to customize access restrictions
    • Add segments based on location, department, or other criteria
    • Only employees matching the selected segments will be able to clock in/out at this kiosk
    • If an employee tries to access a kiosk they're not authorized for, they'll see: "You are not authorized to access this Kiosk"
Customization

The kiosk object includes additional fields that are not visible in the standard UI but can be accessed for customization purposes. These fields include Region, which can be set programmatically or through custom page layouts and workflows. This allows organizations to extend kiosk functionality to meet specific business requirements.

Step 2: Generate PINs or QR Codes for Employees​

Every employee who will use the kiosk requires a PIN or QR code:

  1. Go to the employee's record in Salesforce
  2. Scroll down to find the Kiosk widget
  3. Click Generate PIN to generate a code for this employee

Generate a PIN code for an employee

  1. The PIN will initially be hidden – click the eye icon to reveal it
  2. Securely share the PIN with the employee
  3. Print or email the QR code if using QR code login

Save the PIN and securely share it with the employee

Step 3: Install the Kiosk App​

  1. Go back to your newly created kiosk in Salesforce
  2. On the right side of the screen, find the Kiosk Information box
  3. Copy the URL listed there

Find the URL to your newly created kiosk in Salesforce

  1. Open this URL on your Android device
  2. This will open the flair kiosk app
  3. Tap the three dot ⋮ icon in the top right to open the menu
  4. Select Add to Home Screen
  5. Tap Add in the popup to finish installing the app
  6. The app will now be available on your device's home screen

Step 4: Configure Employee Access Segments​

By default, all employees can access a newly created kiosk through the "All Employees" segmentation. To restrict access to specific groups of employees:

  1. Open your kiosk record in Salesforce
  2. Click on the Employees and Segments tab
  3. Review the default "All Employees" segmentation that was automatically created
  4. To add restrictions, click Add Segment or Edit Segment
  5. Configure segments based on criteria such as:
    • Location: Restrict access to employees in specific locations (e.g., only employees in Amsterdam)
    • Department: Limit access to specific departments
    • Other employee attributes: Use any available employee field for filtering
  6. Save your changes

Example: If you want only employees in Amsterdam to access a kiosk:

  • Edit the segment to filter by Location = Amsterdam
  • Employees in other locations will see "You are not authorized to access this Kiosk" when attempting to use the kiosk
Migration Note

A migration has been applied to automatically add the "All Employees" segmentation to all existing kiosks, ensuring backward compatibility and that all current and future employees can access kiosks unless you specifically restrict access.

Using the flair Kiosk​

Clocking In​

Enter your PIN to use the time tracking features

  1. On the kiosk home screen, enter your PIN or scan your QR code

Once logged in, you can tap the screen to start tracking time

  1. Once logged in, tap Clock-In to start tracking time
  2. You will be automatically logged out after ten seconds

Auto-logout: If you don't press anything after entering your PIN/QR code, you will be automatically logged out after three minutes.

During Your Shift​

While clocked in:

You can view the time tracked during your current session, start a break, or clock out

  • View your total working time for the session at the top of the screen
  • View your total break time for the session
  • Tap Start Break to begin a break
  • Tap End Break to return from a break
  • Tap Clock Out when your shift is complete

Best Practices for flair Kiosk​

Security Best Practices​

  • Ensure that PIN and QR codes are kept confidential
  • Don't share your kiosk URL publicly
  • Regularly update PIN and QR codes
    • To create a new PIN or QR code, go to the Kiosk widget in the employee record
    • Click the down arrow ▼
    • Then click Regenerate PIN
  • Install the Kiosk app on a dedicated device, if possible
  • Regularly check for system updates and make sure you're running the latest version

Physical Setup​

  • Place kiosks in convenient, accessible locations
  • Ensure adequate lighting for QR code scanning
  • Mount tablets securely to prevent theft
  • Provide clear instructions near the kiosk for first-time users

Troubleshooting​

If you are unable to access the Kiosk:

  • Ensure that the Employee Hub is enabled and working correctly
  • Check permissions: Verify you have the necessary permission sets (Flair Kiosk Manager for admins)
  • Verify credentials: Ensure the correct PIN or QR code is being used
  • Check network connectivity: The device needs internet access
  • Clear browser cache: If using a web browser, try clearing the cache
  • Regenerate credentials: If a PIN or QR code isn't working, try regenerating it
  • Check device compatibility: Ensure you're using a compatible Android device
  • Verify kiosk URL: Make sure you're using the correct URL from Salesforce
  • Check segmentation access: If you see "You are not authorized to access this Kiosk", verify that the employee matches the segments configured for this kiosk in the Employees and Segments tab

Common Issues​

Cannot Access Kiosk

  • Ensure HUB is enabled and works correctly
  • Check permission sets (Flair Kiosk Manager or Flair_Beta)
  • Ensure PIN was generated correctly
  • Verify credentials: Ensure the correct PIN or QR code is being used

PIN not working

  • Verify the PIN was generated correctly in Salesforce
  • Check if the PIN needs to be regenerated
  • Ensure the employee is assigned to the correct kiosk

"You are not authorized to access this Kiosk" error

  • Check the Employees and Segments tab on the kiosk record
  • Verify that the employee matches the configured segments (location, department, etc.)
  • If using location-based segments, ensure the employee's location field is correctly set
  • Add the employee to the appropriate segment or adjust the segment criteria to include them

QR code not scanning

  • Ensure adequate lighting
  • Clean the device camera
  • Check if the QR code image is clear and not damaged
  • Try displaying the QR code at a larger size

Installation Issues

  • Clear browser cache
  • Check device compatibility
  • Verify internet connection
  • Remove application and install again

Kiosk app not loading

  • Verify internet connection
  • Check that the kiosk URL is correct
  • Clear the browser cache and cookies
  • Try accessing from a different browser

Auto-logout too fast/slow

  • Review timeout settings in your kiosk configuration
  • Contact support if you need to adjust timeout durations