Overview #

This guide will walk you through the complete process of setting up a new employee in ProClock, from creating their initial profile to completing their first punch.

The setup process involves two main phases: creating the employee profile and configuring their sign-in method. Employees can access ProClock through two modes: Kiosk Mode (shared devices) or Employee Mode (personal devices).

Creating an Employee Profile #

Step 1: Access the Employee Management Section #

1. Navigate to the Main Menu
2. Select Employees
3. Click the Add (+) icon
4. Select “New Employee”

Step 2: Complete the Employee Information #

Fill in as many fields as possible to create a comprehensive employee profile. The required information depends on how the employee will access the system:

• For Mobile Device Users: An email address is required for sign-in purposes
• For Kiosk-Only Users: An email address is optional but recommended

Note: For a complete list of available fields and their purposes, refer to the Employee Profile documentation.

Configuring Employee Access #

Accessing the Employee Setup Page #

After creating the employee profile:

1. Go to Main Menu
2. Navigate to SETUP → Users → Employees

This page displays all company employees with the following information:

• Name
• Employee Number
• Email
• Password
• Password Reset icon

Understanding Default Settings #

When a new employee is created, the system automatically assigns:

• A 4-digit Employee Number (used as username for kiosk sign-in)
• A 6-digit temporary password (must be changed on first login)

Employee Sign-In Methods #

Kiosk Mode #

Kiosk Mode is ideal for shared devices in workplace locations.

Initial Sign-In Process:

1. Employee enters their 4-digit Employee Number as username
2. Employee enters their 6-digit temporary password
3. System prompts for new password creation
4. Employee is directed to Face Manager for biometric setup
5. Face Recognition becomes the primary identification method

Pro Tip: For bulk employee onboarding, print the Employees page to have quick reference to all Employee Numbers and temporary passwords, enabling rapid sequential setup.

Employee Mode (Personal Devices) #

Employee Mode allows employees to use their personal smartphones or tablets.

Setup Process:

1. From the Employees page, click the Mail Icon next to the employee’s name
2. System sends automated email with:
   • Username (their email address)
   • 6-digit temporary password
3. Employee clicks the Reset Password button in the email
4. Browser opens to manager.proclock.com
5. Employee enters new password twice for confirmation
6. Employee downloads the ProClock mobile app
7. Employee signs in with email and new password

First-Time Mobile Login:

• Employee is directed to Face Manager (optional by default)
• Managers can enforce Face Recognition by enabling “Force Face Recognition for Employee Mode” in Main Menu → Settings → ProClock Setup

Completing the Setup Process #

Final Steps for Both Methods #

Once the employee completes their authentication setup:

1. They are directed to the Main Punch Screen
2. The first available action is “Start Day”
3. Employee taps the Start Day button to create their first punch
4. Setup is now complete

Important Timing Consideration #

If an employee is already working when setup is completed, managers should edit the first punch to reflect the actual start time. Refer to the Punch Management documentation for instructions on editing punches.

Common Questions and Solutions #

Q: What if an employee forgets their Employee Number? #

A: Employee Numbers can be found on the Employees page under SETUP → Users → Employees.

Q: Can employees change from Kiosk Mode to Employee Mode later? #

A: Yes, employees can use both methods.

Q: What happens if Face Recognition doesn’t work? #

A: Employees can use manual sign-in with their Employee Number and password as a backup method.

Q: Is Face Recognition required? #

A: Face Recognition is optional by default for Employee Mode users but can be enforced through system settings. It’s automatically set up for Kiosk Mode users.

Troubleshooting Common Issues #

Employee Cannot Sign In #

Problem: Employee receives “invalid credentials” error

Solution:

1. Verify the Employee Number is correct (check Employees page)
2. Ensure they’re using the current password (not the temporary one if already changed)
3. For Employee Mode, confirm they’re using their email address as username

Face Recognition Not Working #

Problem: Face Recognition fails to identify employee

Solution:

1. Use manual sign-in with Employee Number and password
2. Re-add face images in Face Manager with better lighting
3. Ensure camera lens is clean and unobstructed

Email Not Received for Password Reset #

Problem: Employee doesn’t receive password reset email

Solution:

1. Check spam/junk folders
2. Verify email address is correct in employee profile
3. Resend by clicking the Mail Icon again
4. Contact ProClock Support by submitting a Support Ticket from ProClock Manager.

App Won’t Download or Install #

Problem: Employee cannot download ProClock mobile app

Solution:

1. Ensure device meets minimum system requirements
2. Check app store connectivity
3. Try downloading from different network connection
4. Clear app store cache and retry

First Punch Shows Wrong Time #

Problem: Employee’s first “Start Day” punch doesn’t match actual work start time

Solution:

1. Navigate to Punch Management
2. Locate the employee’s first punch entry
3. Edit the timestamp to reflect actual start time
4. Save changes

This completes the initial setup process for new employees in ProClock.