Kiosk scans in the Office app

Manage your kiosk records quickly and easily to ensure all clock ins, clock outs and breaks are processed into new jobs.

Before starting

Before starting, make sure you have the feature enabled for your organisation.

Login to the Office app, navigate to Jobs → Kiosk scans. If this section isn’t listed, please contact us to enable the feature.

Set up

Login to the Office app, navigate to → Permissions to grant Kiosk access to relevant permission groups. If necessary, you can also +NEW permission groups.

Open

Kiosk scan to Job processing

Kiosk scans are uneditable records captured in the Tātou Field app. The Tātou Office app then processes every kiosk scan into a ‘Job’ with editable timesheet start and finish times.

Automatically creates real-time jobs from clock ins

When a clock in scan is received in the Office app, it will find a matching job and create a timesheet for the employee. If no match is found, an in-progress job will be created.

All following scans look for a matching job and timesheet to add to. If no match is found, the Kiosk scan is unmatched.

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How we match jobs

Our job-matching algorithm bundles timesheets into jobs to keep your job list lean and each job representing one particular shift. Timesheets are grouped based on the following:

• Client, Location and Block

  • Must be an exact match. A job on the same client and location but no block will not match a job that has the same client and location but additionally has a block selected.

• Task

• Author

  • This is the person that the tablet is logged in as

• Date

  • The date of the clock in scan

If there is no existing in-progress job that matches the above criteria, then a new job will be created.

Checking for success

Every scan has a status to represent its current state of being processed into timesheets.

• Pending: No processing has been attempted yet.

• Processed: Successfully built a job and timesheet. Click the button to view the job.

• Unmatched: A matching job or timesheet couldn’t be found

Successful kiosk scan

No action needed.

In-progress jobs with partial timesheets

When an employee’s scans do not marry up to a complete timesheet (eg both a start time and end time), the job cannot be automatically submitted and will remain ‘in-progress’.

To resolve this, you will need to login to Tatou Office and complete (or remove) the partial timesheets. In some cases you will also need to ‘reprocess’ kiosk scans so they can be matched to the (now) relevant job.

Continue reading for more detailed troubleshooting.

Forget to clock in?

Check in-progress jobs for a match:
If yes;

1. Edit timesheets

2. Add employee timesheet

3. Add timesheet start time > Save

4. Select Kiosk scans & reprocess

If no;

1. Start a job for employee

2. Add timesheet start time > Save

3. Select Kiosk scans & reprocess

Forget to start break?

1. Find in-progress job

2. Edit timesheets

3. Add break start time > Save

4. Select Kiosk scans & reprocess

Forget to finish break?

1. Find in-progress job

2. Edit timesheets

3. Add break finish time > Save

4. Submit job

Forget to clock out?

1. Find in-progress job

2. Edit timesheets

3. Add timesheet finish time > Save

4. Submit job