Clocking in: kiosk and phone

Locations and positions first

The “Settings” tab has two lists: “Locations” and “Positions”. A location is a workshop or a shop (with an optional address), a position is e.g. baker, pastry chef, salesperson. Both are used when adding employees, in the schedule and in the attendance filters. Each list has an “Add” button and edit and delete icons next to the items.

Adding an employee and a PIN

You add employees on the “Employees” tab. The form collects the details needed for the schedule and payroll. After saving, the app shows the employee's 4-digit PIN in a yellow box - pass it on to that person.

1. On the “Employees” tab, click “Add”
2. Enter the “First name” and “Last name”, choose the “Position” and the “Default location”
3. Set the “Contract type”: “Employment contract (umowa o pracę)” or “Civil-law contract (umowa zlecenie)”
4. Enter the “Gross hourly rate” - for an employment contract you can instead enter “or gross monthly salary” and choose the “Working time”
5. Optionally set “Contract signed” and “Contract end” and the “Leave allowance for this year (days)”
6. If the employee has a BakePilot account, choose it in the “BakePilot account (optional)” field; in the “Kiosk PIN (optional)” field enter 4 digits or leave it empty to generate one at random
7. In the “Employee locations” section, tick the locations where they work, or “All locations (e.g. manager)”
8. Click “Add employee” and note down the PIN shown

• “Employee locations” decide for which locations the employee enters today's takings in Reports; the “Default location” is always one of them, permanently ticked and marked “(default)”
• Only the Administrator or a person with the permission to manage the Time tracking module can save an employee record - the same permission opens takings entry for all locations in Reports
• With a monthly salary, the app calculates the hourly rate on its own based on the length of the month
• “Contract end” - the app sends an e-mail 30, 14, 7 and 2 days before the end, and shows “contract: N days” next to the name
• The “Paid leave” field - for civil-law contracts it depends on company policy
• Only people with the permission to manage the module see the PIN on the employee list

Setting up the kiosk

A kiosk is a shared tablet or phone on the premises. On the “Settings” tab, in the “Time clock kiosks” section, you generate a link, open it on the device and leave it on the screen. The employee enters their PIN on the number pad - the clock-in happens automatically after the fourth digit, and after a few seconds the screen returns to its starting state for the next person.

1. On the “Settings” tab, in the “Time clock kiosks” section, click “Add”
2. Enter a name (e.g. Tablet - shop) and choose the location
3. Click “Generate kiosk link” and copy the link with the “Copy” button
4. Open the link on the tablet on the premises and leave it on the screen

• You can copy the kiosk link again later with the “Copy kiosk link” button next to the kiosk on the list
• The kiosk screen shows only the name of the bakery and the location - no data before a PIN is entered
• After clocking in, the screen shows the first and last name and “Clocked in at …” or “Clocked out at …”
• You can switch the kiosk off at any time with the “Deactivate” button - the link stops working

Clocking in from your own account

An employee whose account you linked in the “BakePilot account” field sees the “My hours” page when they open “Time tracking”. It shows today's shift from the schedule, a large “Clock in” button (after clocking in it changes to “Clock out”), the leave balance, “Upcoming shifts” and “Recent clock-ins (7 days)” with the status of each clock-in. If the account is not linked to an employee, the page asks them to contact the owner.

Clocking in early and late

In “Settings”, the “Clock-in tolerance (minutes)” field defines how much earlier or later than the schedule someone can clock in without approval. A clock-in outside the tolerance or without a shift in the schedule gets the “Pending approval” status - the kiosk and the app show the message “Clock-in outside the schedule - waiting for the owner's approval.” Extra hours do not count towards pay until you approve them on the “Attendance” tab.

• You set the tolerance (in minutes) yourself
• Clocking in too early, clocking out late and working outside the schedule go for approval
• Until you decide, the extra time does not count towards pay
• Late arrivals are marked for information on the attendance list