Setting up the time clock
With the time clock, members book arrival and departure at a terminal — a tablet or computer by the entrance — using a chip or PIN. Setup takes three steps: create a terminal, enter the code on the device, issue identifications.
Step by step
- 01
Switch on the time clock
Settings → Workspace → General: switch on “Use time clock” (owner or admin). The settings then gain the “Terminals as time clock” section, and every member’s page the terminal identification. Next to it sits “Detect a forgotten clock-out”, on by default. While a terminal is active, the time clock cannot be switched off.
- 02
Add a terminal
Under “Terminals”, click “Add terminal” and give it a name, such as “Reception”. iXTime shows the setup code: twelve characters without easily confused letters, valid until the date shown — and it works exactly once.
- 03
Set up the device
On the tablet, open the terminal address from the dialog, enter the code under “Set up device” and tap “Set up”. Then add it to the home screen: the terminal starts fullscreen as its own “iXTime Time Clock” app. Whoever mounts the device needs no admin rights — only the code.
- 04
Pin the screen
To keep anyone from leaving the terminal, use the operating system’s own feature: “Guided Access” on the iPad, “App pinning” on Android.
- 05
Issue a PIN or chip
On the member’s page under “Terminal identification”: “Issue PIN” creates a six-digit PIN that is shown only at that moment — nobody can read it later, not even an admin. “Assign chip” links a chip to the member. For chips the terminal needs a USB reader that works like a keyboard.
- 06
Decide how they record
Who books at the time clock and who records in the app is set by the role — under Team → Roles with the rows “Record working time at the time clock (terminal)” and “Record working time in the app”. The two act independently; a role can hold one, both or neither. If someone can record their time neither in the app nor at the time clock, the member’s page points it out: authorised members then record the time for them.
- 07
Clock in
At the terminal, hold the chip to the reader or enter the PIN and tap “Book”. The terminal shows the first name and the status — “Clocked in since …” or “Not clocked in” — and offers “Arrive” or “Leave”. After confirming, it returns to idle on its own.
The setup code
The code is shown when the terminal is created and can be issued again at any time (“Issue new code”), for instance when it has expired or a tablet is replaced. Once used, it is spent — if someone else uses it first, the real setup fails visibly. The terminal list shows each device’s state: “Connected”, “Awaiting setup”, “Code expired”, “Not seen for a while” or “Revoked”.
The terminal
At rest, the terminal shows only “Coming and going” and the field for chip or PIN — no names, no list of who is in. Without a network it reports “No connection” and does not book. The device itself is not a signed-in user: it can book, but it cannot open reports, members or settings.
Confirming arrival or departure
After identification, only the person sees their own status — clocked in or not — and is offered exactly the matching direction: “Arrive” or “Leave”. The booking becomes their time entry with the source “Terminal (Reception)” and shows that way in the working-time report. Because the person books for themselves, no “Corrected” marker is raised.
Terminal identification on the member
Chip and PIN sit on the member’s page in the “Terminal identification” tab, which shows only whether something is set. If the role records no working time in the app and no time clock is available — switched off, no permission, or no chip and PIN — a note says that the person currently cannot record their own time.
What happens without an internet connection?
The terminal shows “No connection” and does not book; the booking is not caught up later either. Whoever tried to clock in sees right away that it didn’t work — the time can then be added afterwards.
Someone forgot to clock out — what now?
If an entry has run implausibly long, the terminal asks at the next booking (“Clock-out was forgotten”). Once the person confirms, the old entry is marked invalid; no end time is made up. In the working-time report it shows as needing correction, and whoever may edit other people’s entries adds the right time.
The terminal says “No permission for the time clock” — why?
The chip or PIN was recognised, but the person’s role does not book at the time clock. Under Team → Roles, switch on “Record working time at the time clock (terminal)” in their role — or give them a role that holds it. Nothing is booked.
PIN entry is paused — why?
After five wrong PINs in a row, PIN entry pauses briefly (“Short pause”), a little longer with each further failure. Chips keep working, and the next successful booking lifts the pause.
A tablet is replaced or lost.
Issue a new code for the terminal and enter it on the new device. Revoke a lost device in the terminal list — after that it can no longer book.
Is a booking refused if it overlaps?
No. A booking is never refused because of an overlap or a full-day vacation — the conflict shows up in the reports instead.
Which project does clocked time go to?
None. A terminal booking is working time without a project; it can be assigned afterwards.
Can people see at the terminal who is in?
No. After identification the terminal shows only the person themselves their status. There is no attendance list.