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Employee Time Clock

The Employee Time Clock lets paid ReStore staff clock in and out from a shared iPad kiosk and gives managers a single screen to review, edit, and export shifts for payroll.

Who uses it​

  • Hourly and contractor staff — punch in and out, take breaks, attest to meal breaks.
  • Store managers — review the week's shifts, fix missed punches, approve, and export.
  • Affiliate administrators — pair iPads, configure rules (rounding, overtime, attestation), and assign PINs.

Setting it up (one-time)​

  1. Enable the feature. Open Admin → Time Clock Settings and turn on Enable time clock. Defaults are FLSA-safe; adjust state-specific items below.
  2. Pick a payroll provider format. Phase 1 ships Generic CSV. Provider-specific templates (ADP, Gusto, Paychex, QuickBooks) are coming in Phase 2.
  3. Pair the iPad. Go to Admin → Kiosk Pairing, choose the store, give the device a label (e.g., "ReStore back office iPad"), and click Generate code. On the iPad, open the Time Clock page and type the 8-character code. Codes expire in 10 minutes.
  4. Assign PINs. From the employee's profile, click Set time-clock PIN and choose a 4–6 digit PIN. Tell the employee their PIN — they will use it every time they punch.

How staff punch​

  1. Tap your photo on the home screen.
  2. Enter your PIN.
  3. Tap Clock In, Clock Out, Start Break, or End Break.
  4. If your affiliate requires meal-break attestation, you'll see a prompt at clock-out — answer truthfully; your manager will follow up if you missed a break.
  5. The screen confirms, then returns to home automatically.

If you forgot your PIN, your manager can reset it from the admin app.

Managing shifts​

Open Admin → Timecards.

  • Filter by store, employee, status, or pay period.
  • Edit a shift by clicking the pencil icon. You must supply a reason — the change is recorded in the audit log (required by FLSA).
  • Add a shift for someone who never punched at all by clicking Add shift. Pick the employee, enter the clock-in and clock-out times, and give a reason. The shift is recorded as a manager entry, audit-logged the same way as an edit, and lands in Closed, ready to approve. Omnivo refuses a manual shift that overlaps one the employee already has — edit the existing shift instead.
  • Approve shifts by checking them and clicking Approve. Disputed shifts (auto-closed by the system) must be edited before they can be approved.
  • Export by clicking Export CSV. The pay period starts out as the current month, or the previous month if today is the 1st or 2nd, and you can change it before exporting. Clock-in and clock-out times and the shift date are written in your affiliate's timezone, each row names that zone, and the pay period runs midnight to midnight in it. The exporter skips open and disputed shifts and lists them in the response so you can fix and re-export.

Compliance notes​

  • Time records are kept for at least 4 years.
  • Edits are audit-logged with who, when, and why.
  • Rounding defaults to none. If you enable it, only neutral (nearest) rounding is available — never always-up or always-down.
  • Auto-clockout fires after the configured number of hours (default 14) and marks the shift disputed with no hours logged. A manager must edit before approval — the system never invents hours.

Photos at PIN entry​

If Capture photo at PIN entry is on, the iPad silently snaps a front-camera photo with each PIN entry. This is a deterrent for "buddy punching" — one employee clocking in another. Photos are retained for the period you configure (default 4 years), then automatically deleted. Turn this off if you operate in a state with biometric-privacy restrictions (e.g., Illinois BIPA).

Where PINs live​

A staff member's PIN is the same PIN used to sign in as a cashier at the POS register. Set it once, use it everywhere — register, volunteer check-in, and the time clock. Existing POS PINs were automatically migrated when the time-clock feature was enabled.

Staff without a PIN can create one without an admin: the first time they sign in as a cashier at the POS register (or get added at the register's punch a different employee screen), they enter their account password and pick a PIN on the spot. On the dedicated time-clock kiosk, an admin still sets the initial PIN.

Troubleshooting​

  • Kiosk shows "Tap your photo" but no employees appear. Make sure the employees have a PIN set and their staff role has compensation type set to hourly or contractor. Salaried staff are off by default — toggle Allow salaried staff to punch in settings if needed.
  • An employee was auto-clocked-out. The shift is in the Disputed queue. Open it, set the true clock-out time, supply a reason, and approve.
  • An employee never clocked in. There is no shift to edit, so use Add shift on the Timecards page. If they clocked in late instead of not at all, edit that shift's clock-in time.
  • Kiosk says "Kiosk not paired." Generate a new pairing code from Admin → Kiosk Pairing.