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Understanding PINs

Employee PINs (Personal Identification Numbers) are 4-digit codes that employees use to check in and check out at the time clock. This guide covers everything you need to know about PINs.

PIN Basics​

What is a PIN?

  • A 4-digit code (0000-9999) unique to each employee
  • Used for authentication at the kiosk/time clock
  • Required for employees to check in and check out

PIN Format:

  • Exactly 4 digits
  • Can be any combination of numbers (0-9)
  • Must be unique within your organization

PIN Requirements​

Technical Requirements:

  • Must be exactly 4 digits (no more, no less)
  • Must be unique within your organization
  • Cannot be changed easily (for security reasons)
  • Stored securely in the system

Security Requirements:

  • Each employee must have their own unique PIN
  • PINs should not be shared between employees
  • Avoid obvious or sequential PINs (e.g., 1234, 0000, 1111)
  • Change PINs if security is compromised

Creating PINs​

When Creating an Employee:

  • You can manually enter a 4-digit PIN
  • Or use the "Generate PIN" button for a random PIN
  • The system will warn you if the PIN is already in use

PIN Generation Options:

  • Manual Entry: Choose a PIN yourself (e.g., employee ID number)
  • Auto-Generate: System creates a random unique PIN
  • Custom Pattern: Use a pattern that makes sense for your organization

PIN Best Practices​

For Administrators:

  • Use unique PINs for each employee
  • Consider using employee ID numbers as PINs (if 4 digits)
  • Document PINs securely (employees need to know them)
  • Avoid obvious PINs like 1234, 0000, or birth years
  • Change PINs if an employee leaves or security is compromised

For Employees:

  • Memorize your PIN (don't write it down in visible places)
  • Don't share your PIN with others
  • If you forget your PIN, ask your manager to reset it
  • Use your PIN every time you check in or check out

PIN Security​

Why PINs Matter:

  • PINs prevent unauthorized clock-ins
  • They ensure accurate time tracking
  • They provide an audit trail of who checked in/out

Security Tips:

  • Keep PINs confidential
  • Don't share PINs between employees
  • Change PINs if security is compromised
  • Use the system's PIN reset feature if needed

What Happens if a PIN is Compromised:

  • Contact your administrator immediately
  • Administrator can reset the PIN in the employee profile
  • Old PIN will no longer work
  • Employee will need to use the new PIN

Changing PINs​

Who Can Change PINs:

  • Administrators and owners can change employee PINs
  • Employees cannot change their own PINs (for security)

How to Change a PIN:

  1. Go to Employees page
  2. Find the employee
  3. Click "Edit" on the employee profile
  4. Update the PIN field
  5. Save changes

When to Change PINs:

  • Employee forgets their PIN
  • Security compromise suspected
  • Employee leaves the organization
  • Regular security rotation (if your policy requires it)

PIN Troubleshooting​

Common Issues:

"Invalid PIN" Error:

  • Verify you're using the correct 4-digit PIN
  • Check that you're on the correct organization's time clock
  • Ensure the employee account is active
  • Contact your manager if the issue persists

"PIN Already in Use" Error:

  • This means another employee has this PIN
  • Choose a different PIN
  • Or use the auto-generate feature

Forgotten PIN:

  • Contact your manager or administrator
  • They can reset your PIN in the employee profile
  • You'll receive the new PIN from your manager

PIN Not Working:

  • Verify you're entering all 4 digits
  • Check that the employee account is active
  • Ensure you're using the correct organization's time clock
  • Contact support if the problem continues

PIN vs. Password​

Key Differences:

  • PIN: 4-digit code, used only at time clock/kiosk
  • Password: Used for logging into the web dashboard
  • Employees typically only need their PIN (for time clock)
  • Managers/admins need passwords (for dashboard access)

PIN is NOT a Password:

  • PINs are simpler (4 digits)
  • PINs are used for quick authentication at kiosk
  • Passwords are more complex and used for web login

Quick Reference:

  • PIN Format: 4 digits (0000-9999)
  • Must be unique per organization
  • Used at time clock for check-in/check-out
  • Can be changed by administrators only