foundU Clock App (iPad clocking)

If you would like to use the Clock App for your business's clocking needs, you will need to complete the steps below:

• Download the Clock App on your devices
• Enable the Clock App in the Clock Settings
• Set up the new Clock App
• Employees will need to ensure they know their Clock ID & passcode and set up their Employee App, and can then begin clocking

Let's cover each in more detail: 
 

Download the Clock App

To begin, the first step is to install the Clock App on your iPad. This app is exclusive to iOS and cannot be found on Google Play, as it is incompatible with Android devices.

 You can always refer to the App Store here to see the current system requirements to run the foundU Clock App. Refer to the section titled 'Information'.

Device system requirements

• Requires iOS 14 or later versions.
• The App is compatible with the iPad Air 2 and later, iPad mini 4 and later, iPad 5th gen and later, and all iPad Pro models.
• Any models before these are not supported.

  Hot tip: You can download the Clock App on an Apple iPhone, but for an optimal experience, we recommend an iPad.

To download the Clock App:

1. Navigate to the App Store on your iPad.
2. Search for the foundU Clock App and install.
   
   
3. Open the Clock App and log in.
4. To make sure your iPad does not lock out, go to Settings > Display & Brightness.
5. Set Auto-lock to Never.
6. Set Night Shift to Off.
7. Your Clock App is installed; however, before it is ready for use, it will need to be linked to an Operation. Continue to the next tab for instructions.

  Hot tip: You can use the foundU Clock App in a vertical or horizontal mode, so you can choose which best suits your needs.
 

Enable Clock App in settings

When using the Clock App for timekeeping, it is best practice to check your settings to ensure that Clock App permission has been turned on in your platform.

This setting should be enabled by default; however, if it is not, you will not be able to link your Clock App to an Operation.
 

To check on the Clock App permission:

1. Navigate to the main menu > Platform Settings > Clock Settings.
2. Locate the Clocking section.
3. Ensure that the 'Enable Clocking' is toggled to Yes.
4.  Select Save from the taskbar.

Once a Clock App has been downloaded to your device, the next stage is to link the app to one of your Operations. This is done when installing the Clock App; you will be asked to sign in by scanning a QR code or entering basic setup details for your desired Operation. 

  Please note: For this process, please ensure you have the Clock App with you and are logged into the Admin Portal, as this process will require both of you to create a link. 
 

To link your Clock App to an Operation:

1. Log in to your platform and go to Operations > Approved Operations.
2. Select the name of the Operation you wish to connect to the Clock App.
3. Select the Cog next to the Operation name.
4. From the Operation settings menu on the left, select Clocking. 
5. Scroll down to the Installed clocks section and select Install a clock, then App installation.

6. Give the iPad a name, e.g. Kitchen, and select Next.

   

7. If you haven't downloaded the Clock App, scan the QR Code with your iPad camera to go directly to the App Store. Select Next after completing or if already downloaded to finish setup.

   

8. The remaining steps require you to open the Clock App on your iPad. From the iPad, select the correct install option, and select the corresponding option on your platform page.

   
     Hot tip: If your device doesn't have a camera, you will have to use the Manual install option. 
   
   

   • Scan access code - Select if scanning with the QR Code, use your device camera to scan the code that appears on your desktop page.

   • Set up manually - Select if linking with an alphanumeric code, input the Subdomain and Access Code provided on your desktop page. 

     

9. Once logged in successfully, the iPad will display the clock login screen (below), indicating that employees can now clock in and out.

           

  Employees can now clock in, but if they haven't already, they will need to set up their Clock Passcode first.

Setting up additional iPads

If your business has multiple work stations (iPads), or multiple Operations where your employees can clock in and out, the above process will need to be repeated for each new iPad. Each iPad added and linked will require its own code.

For visibility, you can see every installed clock easily and its current status from the Installed clocks tab in your individual Operation Settings. 

To stay on top of the latest features and improvements to the Clock App, you will need to keep the app up to date to ensure you have the latest version.

If you are unsure of your device specifications or want to check which version of the app you are using, you can check this from your platform. To view your device's details, navigate to the relevant Operation > Clocking > Installed clocks > 3 dots > Device info.

To update your app:

1. On your iPad, locate the App Store.
2. Search for the foundU Clock. Where you would normally see 'Open,' you should now see 'Update.' Select this to update the app.
3. You can also set up your iPad to automatically update your apps to avoid doing this manually in the future. For more info, check out Apple Support.
4. The next time you open the Clock App, it will be the latest version.
5. You can also check the version number at the bottom of the screen.

If you've logged out completely, you can uninstall and then reinstall it as a new app for the required Operation. Refer to the 'Connect the Clock App to an Operation' section above for more details.

Occasionally, you may need to troubleshoot the Clock App on your iPads. This may typically arise when your iPad needs to perform an update on the Clock App to ensure that it operates smoothly and efficiently. 

Below, we will be looking at the following use cases:

• The Scan Access (QR) Code won't scan 
• iPad appears to be logged out
• iPad is offline
• iPad is not capturing photos, or the orientation is incorrect
   

The scan access (QR) code won't scan

If you are trying to link your Clock App to an Operation and find that scanning the QR code does not work, switching to the Manual Setup option (shown below) is the simplest solution. This option uses your platform's subdomain and a unique access code to connect your Clock App to the required Operation. 

For more details, refer to the 'Connect the Clock App to an Operation' section above.

If your device is new, the default camera settings might not allow QR scanning. Please verify this before using the Clock App, as it could prevent your employees' pictures from being captured when they clock.
 

iPad appears to be logged out

When your employees are using the Clock App, they may inform you that your iPad has logged out, displaying the blue screen shown below. If this occurs, you will need to reinstall the Clock App.

  Hot tip: Whenever having issues with the Clock App, it is a good idea to check its stable connectivity with the local WiFi.

For details on setting up a new Clock App, refer to the 'Connect the Clock App to an Operation' section above.

iPad is offline

Depending on your service or location, your internet connection might drop out sometimes. Your employees can still clock in using the Clock App if that happens.

During the outage, your device will save and send the data to your platform when the connection is restored. However, photos won’t be captured during this time to save storage on your devices.
 

iPad is not capturing photos, or the orientation is incorrect

After setting up your Clock App, if you find that the orientation is incorrect (showing vertically instead of horizontally) or if your employees' photos are not being captured when they clock. Once you've confirmed that the picture capture setting has been enabled in Clock Settings or Operation Settings, the next best step is to review your device's settings.

Ensure that screen rotation is enabled on your device, and verify that the Clock App has the necessary permissions to access the camera.

The Clock App offers a couple of methods for employees to clock, either by entering their Employee ID & Passcode or being automatically clocked in with a unique QR Code.

When enabled, employees can select either method to clock in for both rostered and unrostered shifts, such as when they are called in to work.

Here are the key features of each method:

• Employee ID & Passcode (Default)
  • Employees can set up a 4-digit passcode during onboarding or update it anytime via the Employee App.
  • Once a passcode is set, employees clock in by entering their Employee ID and passcode, then choose the relevant shift and roster (if required).
  • This method may be more beneficial, as employees can easily reset their passcode through the Employee App if they forget it.
     
• QR Code
  • Using QR Codes for clocking offers a quick and seamless option, allowing employees to be automatically clocked for a shift upon scanning their QR code. 
  • QR Codes for employees can be created anytime from the People's menus and can be printed or attached to lanyards if desired.
  • If an employee has lost their QR code, they can still clock in using their Employee ID and Passcode as an alternative.
  • This feature can significantly benefit businesses with large workforces, allowing for a smoother clocking process.

  If you're considering QR Code Clocking for your workforce, we invite you to explore more details in our QR Code Clocking article. 

From time to time, your employee might need to update their passcode for various reasons, such as:

• A long period has passed since they set up their code during onboarding
• The employee has shared their passcode and needs to change it
• They simply forgot it

Regardless of the reason, we always recommend that employees reset their own passcodes. However, admins can also assist with this if necessary.

  Permission Reminder: Admins will require the 'Access Approved People', 'Impersonate Employee', and 'View Employee Pay Rates' permissions to update an employee's passcode on their behalf.
 

To reset an employee's Clock App passcode:

1. Navigate to People > Approved People or use the global search and find the desired employee.

2. In the employee's profile, select 'Login as XXX'. This will open a new tab and sign you into the employee portal.

   

3. From the employee portal, select the main menu > View Profile > Clock Passcode.
4. To update the passcode, complete the following fields:
   • Your Employee ID - The employee's ID Number, which cannot be changed
   • New Passcode - Enter the new passcode
   • Confirm Passcode - Enter the new passcode again to confirm
5. Select Change Passcode to save. The employee can now clock in using their new passcode. 

  Employees can also quickly reset their passcodes on hand at any time from their Employee App. For the full guide, please see the employee article on View your Clock App ID & Reset Passcode.