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Set up physical time tracking

Set up on-site time tracking with RFID tags, fingerprint scanners, or flair Kiosk. This guide covers the Salesforce records, physical enrollment, kiosk access, and employee use.

Who can use this?

Salesforce Admins and HR Admins set up physical tracking in Salesforce. Employees use connected readers, flair Kiosk on an Android tablet, or their Kiosk pass in the flair mobile app.

Before you begin​

  • For RFID or fingerprint tracking, you have a supported access-control device and an RFID tag for each employee.
  • For flair Kiosk, the Employee Hub is enabled, and you have an Android tablet.
  • For flair Kiosk, you have administrator access and the Flair Kiosk Manager or Flair_Beta permission set.
  • For face-scan kiosk login, an HR Admin has enabled the Kiosk Face integration. This capability is currently a pilot.

Create RFID Tag records​

An RFID tag lets an employee clock in and out by scanning a badge at a reader.

  1. In Salesforce, open the App Launcher (⋮⋮ grid icon), and select RFID Tags.
  2. Click New.
  3. In RFID Tag ID, enter the number printed on the tag or card. The ID must contain only numbers and cannot start with 0.
  4. In Employee, select the employee. Each employee needs a unique RFID tag.
tip

For a batch of employees, use the Salesforce Data Import Wizard to create multiple RFID Tag records.

Enroll employee fingerprints​

The device stores a numerical biometric key, not an image of the fingerprint. This behavior follows ISO 19794-4 and ANSI 378 and lets the device associate a timestamp with the correct employee.

Start enrollment​

  1. On the access-control device, open the fingerprint menu.
  2. Enter the administrator PIN for the fingerprint menu.
  3. Tap Learn Finger.
  4. Enter the employee's RFID tag ID.
  5. Select Enroll.
  6. Select the finger to enroll.

Capture the fingerprint​

  1. Follow the instructions on the device display.
  2. Ask the employee to keep their finger straight, still, and vertical with light pressure.
  3. Ask the employee to place the selected finger on the scanner until the device sounds.
  4. Repeat the scan twice.
  5. Confirm that the device reports a successful scan and a quality score of at least 80%.
  6. Repeat the enrollment on every access-control device the employee uses.

Fingerprint quality can decrease when a finger is damp, dry, or cold. If repeated scans fail, enroll another finger.

Create a flair Kiosk​

  1. In Salesforce, open the App Launcher (⋮⋮ grid icon), and select Kiosks.

  2. Click New.

  3. Enter a descriptive name, such as Office Main Entrance.

    The form for a new kiosk in Salesforce

  4. In Language, keep English or enter a supported two-letter language code, such as de.

  5. Optional: In Location, add an address, time zone, and location type.

  6. Select Login by PIN, Login by QR, or both, to enable that sign-in option.

    The Login by PIN, Login by QR, and Login by Face Scan checkboxes on a kiosk record

  7. In Employees and Segments, confirm which employees can use the kiosk.

  8. Save the kiosk.

New kiosks include an All Employees segment for all current and future employees. A migration added this segment to existing kiosks for backward compatibility.

note

Custom page layouts, workflows, or programmatic integrations can expose additional kiosk fields, including Region and Login by Face Scan. Login by Face Scan enables kiosk sign-in by face scan and is currently a pilot capability that requires an enabled Kiosk Face integration. Enabling it requires manager override for time tracking for every employee at that kiosk who still signs in by PIN or QR, not only employees enrolled for face login.

Restrict access with Employee Segments​

  1. In Salesforce, open the kiosk record.
  2. Open Employees and Segments.
  3. Review the default All Employees segment.
  4. To restrict access, click Add Segment or Edit Segment.
  5. Add criteria based on Location, Department, or another employee field.
  6. Save the changes. Employees who do not match see You are not authorized to access this Kiosk.

For example, set Location = Amsterdam to limit the kiosk to employees in Amsterdam.

Show a shift schedule on the kiosk wallpaper​

flair Kiosk can show shifts from a flair Scheduler as a full-screen wallpaper while the kiosk is idle, so employees see who's working without signing in. flair Scheduler is a paid add-on.

  1. In Salesforce, open the kiosk record.
  2. In the Scheduler section, select Show Scheduler. A Scheduler tab appears on the kiosk record.
  3. In Scheduler, select the Scheduler whose shifts to display.
  4. Save the kiosk.
  5. Open the Scheduler tab.
  6. In the Scheduler Configuration card, in Display Type, select Today, 2 Days, or Week.
  7. Click Save.

The Scheduler field section on a kiosk record, with Show Scheduler selected and a Scheduler chosen

The Scheduler Configuration card on the Scheduler tab of a kiosk record with Show Scheduler enabled

The wallpaper only shows shifts for employees in the segments configured in Employees and Segments, and it refreshes automatically about every five minutes. Employees tap anywhere on the wallpaper to reach the kiosk sign-in screen.

Generate employee credentials​

Every employee who uses the kiosk needs a PIN or QR code.

  1. In Salesforce, open the employee record.

  2. Find the Kiosk widget.

  3. Click Generate PIN.

    The Generate PIN action in an employee record

  4. Click the eye icon to reveal the PIN.

  5. Give the PIN to the employee through a secure channel.

  6. For QR login, print or email the QR code.

A generated kiosk PIN and its sharing action

To replace credentials, in the employee record's Kiosk widget click the down arrow, and select Regenerate PIN. Keep PINs, QR codes, and the kiosk URL confidential.

Enroll an employee's face for kiosk login​

When a kiosk has Login by Face Scan enabled, enroll each employee's face from their Employee record so they can sign in without a PIN or QR code.

  1. In Salesforce, open the employee record.

  2. In the Kiosk widget, review Face Verification. The status shows Not enrolled, Pending, Enrolled, or Failed.

  3. Click Enroll Face, or Update Enrollment if the employee already has an enrollment record.

    The Face Verification section in an employee record's Kiosk widget, showing the enrollment status and Enroll Face button

  4. In the Face Enrollment dialog, upload a JPG or PNG reference photo of the employee.

  5. Click Save. The status changes to Pending, then to Enrolled or Failed once the flair Integration Service processes the photo.

To remove an enrollment, click Update Enrollment, then click Remove current enrollment.

note

The uploaded photo is stored as a file on the employee record, and the flair Integration Service computes and stores a biometric face template used to verify future kiosk logins. Removing the enrollment deletes both.

Install flair Kiosk on Android​

  1. In Salesforce, open the kiosk record.

  2. In Kiosk Information, copy the URL.

    The kiosk URL in Salesforce

  3. On the Android device, open the URL. flair Kiosk opens.

  4. Tap ⋮.

  5. Select Add to Home Screen.

  6. In the prompt, tap Add. flair Kiosk appears on the home screen.

Open your Kiosk pass on mobile​

If you have a kiosk PIN, you can open a Kiosk pass in the flair mobile app that shows the PIN as legible text and as a scannable QR code, so you can clock in at a shared kiosk without carrying a badge.

  1. In the flair mobile app, open your profile.

  2. Tap Kiosk. This tile only appears when you have a kiosk PIN.

  3. To sign in at the kiosk, hold your phone up to the kiosk scanner, or type the digits under Your PIN on the kiosk keypad.

  4. Tap the QR code to enlarge it before scanning.

note

Your Kiosk pass keeps working offline, showing your last saved PIN with an Offline badge until your phone reconnects and refreshes it.

Track time at a kiosk​

Clock in​

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

    A PIN entered on the flair Kiosk sign-in screen

  2. Tap Clock-In. The kiosk starts tracking and signs you out after ten seconds.

    The Clock-In action after kiosk sign-in

If you take no action after entering your PIN or QR code, the kiosk signs you out after three minutes.

Track a break or clock out​

The active session shows your total working and break time.

Working time, break time, and shift actions in flair Kiosk

  1. To start a break, tap Start Break.
  2. To resume work, tap End Break.
  3. At the end of your shift, tap Clock Out.

Troubleshooting​

The kiosk does not open​

  • Confirm that the Employee Hub is enabled.
  • Confirm that the device has an internet connection and uses the URL from Kiosk Information.
  • Use a compatible Android device.
  • Clear the browser cache and cookies, or try another browser.
  • If the installed app fails, remove it, and install it again.

The PIN or QR code does not work​

  • Confirm that Salesforce generated the credential for the correct employee.
  • Confirm that the employee uses the current PIN or an undamaged QR code.
  • For scanning problems, clean the camera, improve the lighting, or display the QR code at a larger size.
  • In the employee's Kiosk widget, regenerate the credential.

The kiosk says the employee is not authorized​

  • On the kiosk record, open Employees and Segments.
  • Confirm that the employee matches the configured location, department, or other criteria.
  • Add the employee to an applicable segment, or adjust the criteria.

The automatic sign-out is too fast or slow​

  • Review the timeout settings on the kiosk record.
  • Contact flair Support if you need to change a timeout that is not available in the record.