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Workyard Kiosk

How to setup and use Workyard Kiosk for tracking crew's time on a shared device

Alex avatar
Written by Alex
Updated over 10 months ago

What is Workyard Kiosk?

Workyard offers more than one way to track time of your crew. In addition to the ability to track time using mobile apps installed on smartphones of your crew members, you may offer the option to clock time using an ipad kiosk.

Workyard Kiosk is a time tracking feature which can be launched only on ipad devices. With the Kiosk mode, multiple crew members can clock-in, clock-out, report break, view their tasks and add notes to their daily time cards.

Workyard Kiosk is integrated to our time tracking system i.e. you can clock-in or clock-out from anywhere using our mobile app or kiosk. For example, a worker can clock-in at the shop at the beginning of the day and clock-out from the worksite using his own mobile app.

Workyard kiosk is an easy to use option to help you track time of team members who cannot use Workyard mobile apps for any reason.

How to track time with Workyard Kiosk?

To track time using Workyard Kiosk, you have to follow the below steps:

  • Select the team members allowed to clock-in via kiosk

  • Enable Kiosk Mode on iPad device

  • Send Kiosk PIN to team members

  • Setup Kiosk on an ipad

  • Secure the app with Guided Access

  • Use Kiosk to track time

  • Review Kiosk time activity

Details for the above-mentioned steps are added below.

Select the team members for kiosk based time tracking

  • Create a rule group and select team members who are permitted to clock in via Workyard Kiosk.

  • Enable "Allow clock in and clock out from kiosks"

  • Only admins and Managers can create a new rule group.

This allows the team members to clock-in either from Kiosk or Workyard mobile apps.

Please note that following rules are not applicable to kiosk time tracking:

  • Geofence related rules:

    • Automatically clock-in on geofence entry

    • Restrict clock-in within a geofence

    • Trim the clock-out time to last geofence exit

Enable Kiosk Mode

  • Go to Company Settings --> Kiosk Mode

  • Turn on the "Enable kiosk mode on iPads" and Save

    • This settings is generally turned on by default. So, you can skip to next step if not required.

  • Details of the kiosks used by your organization are shown on Kiosk Mode page.

  • You can remove a kiosk no longer in use from here.

  • Only admin can enable the kiosk feature for the org.

Share Kiosk PIN

Kiosk PIN is available only for team members who have permission to clock-in via kiosk. PINs are generated and assigned by the system automatically.

  • Go to Kiosk Mode --> PINS and ACCESS

  • Only PINs of team members who can clock-in via kiosk are listed along with option to Send or Reset PIN

  • Send PIN sends Kiosk PIN to registered email and phone number of the team member.

  • Choosing to Reset PIN will generate a new PIN for the team member.

  • Only admin can view and manage PIN from web application.

Setup Kiosk on an iPad

  • Install the Workyard iOS app on an ipad device with iPadOS version 17.5 or higher.

  • Login into the app as admin or as a manager with permission to manage kiosk

    • To allow a manager to manage a kiosk, set the Kiosk Access to Yes as shown below. By default, managers cannot view the kiosk option.

  • On the ipad device, tap the Kiosk button on Clock screen to launch kiosk mode as shown below.

  • Enter the Kiosk PIN of the logged in admin or manager to Start the Kiosk

  • When starting for the first time, register the kiosk by providing a Kiosk Name

  • Optionally set the default language of the kiosk to Spanish or English

  • Optionally assign an address to the Kiosk for your reference.

  • Optionally assign a Default Project to the Kiosk.

    • Turn ON the setting to assign the time to default project if you do not need your crew members to manually select the project every time they clock in.

  • Configure if every kiosk user can view the list of team members on the kiosk device.

  • Configure if every kiosk user can view the latest status of team members on the kiosk device.

  • Save the settings to complete registration of Kiosk.

Use Kiosk to track time

After setup is complete, kiosk users can start reporting time. To clock-in:

  • Select the name in employee list.

  • After selecting the team member, Enter the PIN to Clock in

  • If team member forgets the PIN, it can be reset with help of admin or kiosk manager who launched the kiosk mode on the device.

  • User can search by name.

  • If the PIN is valid, user is prompted to confirm Project and Cost Code (optional) as shown below.

  • If a clock-in photo is required, user is prompted to take photo before they can clock-in.

  • After team member confirms clock-in, they are clocked-in as shown below. Team member can:

    • Change Project

    • View Tasks

    • Add Note

    • Add Break

    • Clock-out

    • Delete time card

    • Change language preference

    • Exist their session

  • Status of clocked-in team member is updated as shown below along with duration.

  • When team member is on break, status is updated as shown below.

  • If the team member is inactive on clock screen, user is automatically taken back to authentication screen.

  • To exit kiosk mode, tap the Exit Kiosk button on PIN authentication screen.

  • Enter the PIN of the user who has started the kiosk.

  • A PIN is required to Stop the kiosk to prevent the team members from accessing data of the admin or manager who started the kiosk.

It is important to keep the kiosk PIN of the admin or kiosk manager confidential.

  • Authentication screen in Spanish looks like below.

Security

Since the kiosk device is shared between multiple users, to prevent misuse, enable Guided Access on ipad to prevent users from accessing any app other than Workyard on the device.

To set-up guided access:

  • Go to ipad Settings --> Accessibility --> Guided Access

  • Enable Guided Access

Review Kiosk time activity

  • Time cards submitted from Kiosk can be viewed in Time cards section of web app as well as mobile apps.

  • The TYPE of kiosk time cards is set to Kiosk as shown below.

  • You can filter the Kiosk time cards using time cards filter.

  • A kiosk time card's GPS section shows the details as shown below.

  • By default, clock-in and clock-out location of the kiosk time cards are shown on the GPS timeline. However, kiosk time cards do not support continuous location tracking.

System requirements

Workyard Kiosk feature works ONLY on an iPad device with iPadOS 17.5 or higher. This feature is available on Workyard Pro and Enterprise plans only.

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