Purpose Statement

The TimeClock feature in First Due enables personnel to accurately track their work hours through a secure, facial recognition-based system. This feature streamlines attendance tracking, ensures accurate payroll processing, and provides departments with real-time visibility of who is on duty. The facial verification system adds an extra layer of security to prevent time theft and buddy punching.

Background Information

The TimeClock module uses advanced facial recognition technology combined with PIN verification to authenticate users before allowing them to clock in or out. This dual-authentication approach ensures accurate time tracking while maintaining ease of use for field personnel. The system automatically captures timestamps, assignments, and work types, reducing administrative burden and improving payroll accuracy. Personnel can also add notes to their time entries for additional context about their shift activities.

Video

Step-by-Step Guide

Initial Setup Requirements

1. Ensure reference images have been uploaded to your personnel profile
2. Verify your 4-digit PIN code has been assigned by an administrator
3. Grant camera permissions when prompted by your browser

Clocking In Process

1. Access TimeClock and Capture Selfie
   • Navigate to a department-approved Time Clock Kiosk 
      
   • Click Take Selfie 
   • Position your face clearly within the camera frame
      

1. Approve and Submit Facial Recognition
   • Review the captured image for clarity
   • Click the checkmark button to approve your selfie
   • Wait for the system to verify your image against reference photos
   • The verification process typically takes 2-3 seconds
      

1. Enter PIN and Confirm Identity
   • Once facial recognition succeeds, your name will display
   • Enter your 4-digit PIN code in the provided field
   • Click "Time Clock" button to proceed
      

1. Review Assignment and Start Shift
   • Verify your displayed assignment for the day
   • Check that the work type is correct
   • Add any relevant notes about your shift (optional)
   • Click "Start" button to officially clock in
   • System will confirm successful clock-in with timestamp
      

Clocking Out Process

1. Complete Facial Recognition
   • Follow steps 1-3 from the Clocking In Process
   • Take selfie, approve image, and enter PIN
2. End Shift and Add Notes
   • Review your shift assignment and duration
   • Add any end-of-shift notes or comments
   • Click "End" button to clock out
   • System will calculate total hours worked
      

Best Practices

Do's:

• Ensure good lighting when taking your selfie for faster recognition
• Update reference images if your appearance changes significantly
• Clock in/out at your actual start and end times
• Add notes for any unusual circumstances during your shift
• Keep your PIN code confidential and secure
• Test camera access before your shift starts

Don'ts:

• Don't share your PIN with other personnel
• Don't attempt to clock in/out for another person
• Don't use old photos or images from your phone
• Don't ignore failed verification attempts - contact admin if issues persist
• Don't forget to clock out at shift end

Common Mistakes to Avoid:

• Taking selfies in poor lighting conditions
• Wearing sunglasses or face coverings during verification
• Entering incorrect PIN after successful facial recognition
• Forgetting to review assignment details before confirming
• Not adding required notes for overtime or special assignments

Troubleshooting & FAQs

Common Issues and Solutions

Facial Recognition Fails

• Solution: Ensure adequate lighting and remove any face coverings
• Check that reference images are current and clear
• Try adjusting camera angle or distance from screen

Camera Access Denied

• Solution: Check browser permissions in settings
• Clear browser cache and cookies
• Try using a different browser (Chrome or Firefox recommended)

PIN Code Not Working

• Solution: Verify PIN with administrator
• Ensure caps lock is off
• Contact admin for PIN reset if needed

Assignment Not Showing Correctly

• Solution: Refresh the page and try again
• Verify schedule with supervisor
• Check that you're selecting the correct date

Frequently Asked Questions

1. Q: Can I clock in from my mobile device? 
   1. A: No, you can only clock in from a Desktop or iPad.
       
2. Q: What happens if I forget to clock out? 
   1. A: Contact your supervisor or admin to manually adjust your time entry.
       
3. Q: How long are TimeClock records retained? 
   1. A: Time entries are retained according to your department's retention policy, typically 3-7 years.
       
4. Q: Can I edit my time entry after clocking? 
   1. A: Only administrators can edit time entries after submission for audit integrity.