Purpose Statement

The Time Clock Reference Images feature enables personnel to capture and maintain photo verification for time clock entries in the First Due system. This feature ensures accurate identity verification for clock-in/clock-out activities, enhances accountability, and helps prevent time fraud while maintaining compliance with department policies and labor regulations.

Background Information

Reference images serve as a critical component of the time clock system, providing visual verification of personnel identity during shift changes. This feature is particularly important for departments managing multiple stations, ensuring that the person clocking in is physically present at their assigned location. The system requires specific photo orientations to create a comprehensive reference profile that can be used for automated or manual verification processes.

Required Permissions

• User - Preferences 

Video

Step-by-Step Guide

Accessing Reference Images

1. Click on your name in the upper right-hand corner of the screen
2. Select "REFERENCE IMAGES" from the dropdown menu
   

Capturing Reference Photos

1. On the Reference Images page, click the "Selfie" button to use your device camera
   • Alternatively, click "Upload" if you have pre-existing images that meet requirements
2. Position yourself according to the on-screen instructions (e.g., "Stare Straight Ahead")
3. Ensure proper lighting and clear visibility of your face
4. Click the "Take" button to capture the photo
   

     

Validating Your Photos

1. After capturing each photo, click the "Validate" button
2. Wait for the system to analyze the image against requirements
3. If approved, you'll see an "Approved Selfie" message
4. Click "Next" to proceed to the next required photo angle
   

Handling Validation Errors

1. If validation fails, review the error message displayed
2. Common issues include:
   • Poor lighting conditions
   • Incorrect head position or angle
   • Obstructed facial features
   • Image quality problems
3. Retake the photo following the specific guidance provided
4. Repeat the validation process
   

Completing the Reference Set

1. Continue through all required photo angles (typically includes straight, left profile, right profile)
2. Ensure each photo receives approval before proceeding
3. Submit the complete reference image set
4. Verify confirmation of successful submission
   

Best Practices

Do's:

• Capture photos in well-lit areas with consistent lighting
• Remove hats, sunglasses, or other facial obstructions
• Ensure background is plain and non-distracting
• Update reference images if appearance changes significantly
• Take photos at eye level for best results
• Complete all required angles in one session when possible

Don'ts:

• Don't use filters or photo editing on reference images
• Avoid capturing photos in direct sunlight or harsh shadows
• Don't submit group photos or images with other people visible
• Avoid using outdated photos from files
• Don't skip validation steps
• Never use someone else's photo for your reference

Common Mistakes to Avoid:

• Rushing through photo capture without checking quality
• Ignoring specific positioning instructions for each angle
• Using poor quality cameras or damaged lenses
• Attempting to capture photos in low-light conditions
• Not updating references after significant appearance changes

Troubleshooting & FAQs

1. Q: Why does my photo keep failing validation? 
   
1. A: Check for adequate lighting, ensure your face is fully visible and centered, remove any accessories obscuring your face, and follow the exact positioning instructions shown on screen.
   
2. Q: Can I upload professional headshots instead of taking selfies? 
   
1. A: Yes, you can use the "Upload" option, but images must meet system requirements including proper angles, recent photos (within 6 months), and no filters or heavy editing.
   
3. Q: How often should I update my reference images? 
   
1. A: Update whenever your appearance changes significantly (new hairstyle, facial hair changes, etc.) or at minimum annually as directed by department policy.
   
4. Q: What if my device camera isn't working? 
   
1. A: Try these steps:
   
1. Check browser/app permissions for camera access
   
2. Restart your device
   
3. Clear browser cache if using web version
   
4. Use a different device if available
   
5. Contact IT support for assistance
   
5. Q: Why are multiple angles required? 
   
1. A: Multiple angles create a comprehensive reference profile, improving verification accuracy and reducing false rejections during time clock operations.