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Clocking in Roubler – Overview for Managers

Updated

Audience

This article is for people managers and supervisors who use Roubler and need to:

  • Understand how employees clock in, clock out and record breaks using:
    • the Roubler mobile app, and
    • on-site clock applications (browser clocks and kiosk apps on tablets/PCs).
  • Set up an on-site clock device using the Clock Applications menu.

  • Guide employees on correct clocking behaviour and troubleshoot common clocking issues.

Before you start

Before supporting staff with clocking, make sure you know:

1. Which clocking methods your business uses

Your organisation may use one or more of the following:

  • Mobile clocking from the Roubler mobile app (if enabled in settings).

  • On-site clocking via:
    • A browser-based clock device on a fixed PC or tablet.
    • A Roubler Clock App installed on Windows, Windows POS, Linux or Android devices (kiosk/tablet).

 

2. Company clocking settings (usually owned by HR/Payroll or an internal Roubler admin)

Confirm with your internal admin:

  • Whether mobile clocking is enabled and which positions may use it.
  • Whether clock photos, clock questions or shift-enjoyment ratings are turned on.

  • Which locations are expected to use on-site clock devices vs mobile only.

3. Employee hardware and app basics

  • Employees should use a supported Roubler mobile app version on Android/iOS, with location and (where required) camera access enabled.

  • On-site clocks (tablets/PCs) should have:
    • Reliable internet,
    • Screen-timeout/auto-lock disabled (always on), and

    • The correct Clock App or browser clock loaded and signed in.

This article assumes managers and employees are already able to log in; it focuses on clocking, not login.

On-site clock applications a manager can set up

If you have access to Settings → Clock Applications, you’ll see tiles similar to the screenshot, each representing an on-site clock option your business can use.

Availability may differ by account, but typical options include:

  • Legacy Clock Device for Browsers
    • Older browser-based clock interface.
    • Use only if your organisation is still using the legacy clock; otherwise prefer the New Clock Device.
  • New Clock Device for Browsers
    • Recommended browser-based clock.
    • Runs full-screen in supported browsers (e.g. Chrome, Edge) on a PC, Mac or tablet.

    • Good for fixed kiosks where you don’t want to install a native app.

  • Download Clock App for Windows
    • Native Windows app for dedicated clock PCs/tablets in your workplace.
  • Download Clock App for Windows POS
    • Variant of the Windows app designed for POS terminals in hospitality/retail environments.
  • Download Clock App for Linux
    • For Linux-based kiosks or terminals (for example, in manufacturing or back-of-house environments).
  • Download Clock App for Android

    • Native app for Android tablets used as on-site clock kiosks.

High-level steps to set up an on-site clock device

Exact steps may vary by environment and permissions; typically managers will:

  1. Confirm which app to use

    • Check with HR/Payroll or your internal Roubler admin whichclock type your site should use (browser vs Windows vs Android etc.).

  2. Create or confirm a Clock Device User (if required)
    • Some setups use a special Clock Device User account rather than a normal employee login.

    • Your admin can create/manage this in Settings → Manage System Users and provide the device PIN/credentials.

  3. Install or open the clock application
    • From Clock Applications, choose the correct tile:
      • For browser clocks, open Legacy/New Clock Device for Browsers and bookmark or pin it on the device.

      • For native apps (Windows/Windows POS/Linux/Android), download and install the app on the device, then open it.

  1. Sign in and assign location
    • Sign in with the Clock Device User (or other method advised by your admin).

    • Ensure the device is associated with the correct location so timesheets and attendance records show under the right site.

  2. Set device behaviour

    • Turn off auto-lock/sleep, keep the device plugged in, and leave the Clock App open in full-screen or kiosk mode.

Once configured, employees can use the on-site clock following the steps in the sections below.

How clocking works in Roubler

This section explains how clocking in works in Roubler after employees are logged in (for mobile) or can access the on-site clock interface.

1. Clocking in via the Roubler mobile app

When mobile clocking is enabled, employees clock from the Clock in/out tile on the mobile app home screen.

Typical flow for employees:

  1. Open the Clock in/out tile in the mobile app.
  2. If prompted the first time, allow location access (required if your business uses GPS/geofencing) and, if configured, camera access for photos.
  3. If they work at multiple sites, select the correct location from the location selector on the clock screen.
  4. Choose the action:
    • Clock in
    • Clock out
    • Start break
    • End break
  5. Answer any clock questions that appear (e.g. safety checks, declarations).
  6. If enabled, take a photo when prompted (mobile clocking photos or facial-verification workflows).

  7. Confirm the action; a timestamp or success message confirms the clock was recorded.

Behind the scenes, mobile clocking stores additional data such as device information and (where configured) GPS coordinates, which managers can see from timesheets and map views.

2. Clocking in via the Roubler Clock app (kiosk/tablet)

Many workplaces provide a shared on-site tablet or PC running a Clock App or a browser clock (New/Legacy Clock Device).

Typical flow for employees at the device:

  1. Go to the clock device and wake the screen; the Roubler Clock interface should be visible.
  2. Identify themselves, usually by entering their Roubler PIN on the keypad. In many setups, the device also captures a photo at clock-in/out.
  3. Select the action:
    • Clock in
    • Clock out
    • Start break
    • End break
  4. If enabled, choose a sub-location (e.g. a child location under the main site).
  5. Answer any clock questions and complete the photo step if required.

  6. Confirm the action; the device shows that the clock was recorded, usually with a timestamp/confirmation message.

PINs: Employees cannot view their own clock PIN in the mobile app; only managers or admins can view/reset it in the web portal and then communicate it securely to the employee.

3. What happens after an employee clocks

  • Every clock event (mobile or kiosk) is written into attendance/clock history and then feeds into Timesheets and time-and-attendance reports.

  • Timesheets are usually created when there is a matched clock-in and clock-out, often against a rostered shift; if employees forget to clock out, managers may see incomplete or missing auto-generated timesheets and need to edit them manually.

Frequently asked questions and troubleshooting

Use this section for clocking problems (not login issues).

1. “My employee can’t see the Clock in/out tile in the mobile app.”

Possible causes and checks:

  • Mobile clocking not enabled for their position

    • In Company Settings → Clocking, an admin should confirm mobile clocking is enabled and configured for the correct positions.

  • Outdated app or unsupported device
    • Ensure the employee is using a supported OS and the latest Roubler app.

    • Ask them to update (or uninstall/reinstall) and reopen the app; a refresh or restart may be needed before the tile appears.

If the tile still doesn’t appear, confirm the employee is actually supposed to use mobile clocking; some staff may be restricted to on-site clocks only.

2. “The app won’t let them proceed without location access.”

If location access is denied, mobile clocking cannot continue when your organisation uses GPS/geofencing or location validation.

Manager guidance:

  • Explain that location access is required for compliance and to verify where clocks occur.

  • If they do not wish to share location, direct them to use an approved on-site Clock device instead (if available), according to company policy.

3. “Photo or facial verification isn’t working correctly.”

Common scenarios:

  • On mobile:
    • Employee must grant camera access when prompted for clocking photos.
    • Ask them to check app permissions on their phone and retry.
  • On kiosks/tablets:
    • Ensure the device camera is unobstructed and working.

    • For facial verification, employees must have provided consent; without consent, mismatches are not flagged on timesheets.

If facial-verification still seems wrong, confirm that:

  • Consent is enabled for the employees involved, and
  • Facial-verification features are correctly configured for your account.

Escalate with examples (see Who to contact).

4. “The iPad / Clock app is blank, white, or stuck loading.”

This is usually a device or connectivity issue, not a user problem.

Ask your on-site contact (or do this yourself) to:

  1. Check internet connectivity – confirm the device can load a normal website in a browser.
  2. Force-close and reopen the Clock app (or reload the browser clock).
  3. Restart the tablet/PC entirely.
  4. Confirm device settings:
    • Screen timeout/auto-lock set to Never,
    • Device kept plugged in,

    • Staff not closing the app or switching to other apps for long periods.

If the device keeps going offline or blank, capture photos of the screen and record the time; escalate to your internal IT/Roubler admin.

5. “Employees say they clocked on mobile, but nothing appears in Attendance/Timesheets.”

Things to check:

  • Offline/queued events

    • Some clock apps can store events offline and push them when connectivity returns; if the device was offline, clocks may appear only after internet is restored.

  • Mobile clocks vs timesheets
    • Timesheets are usually created when there is a complete pair of clock-in and clock-out, often tied to a rostered shift.

    • If staff often forget to clock out, you may see incomplete or missing auto-generated timesheets and need to edit them manually.

Manager tips:

  • Ask employees to screenshot the clock confirmation screen when issues occur so you can compare against clock history.

  • Review their clocking history and timesheets to identify patterns (e.g. missing clock-outs).

6. “The app shows ‘No current rostered shift found’ when clocking out.”

This can occur even for non-rostered staff and is often related to app/session state, not their actual setup.

Suggested steps:

  1. Ask the employee to update the Roubler app from the app store.
  2. If it persists, have them uninstall and reinstall the app.
  3. If the error recurs:
    • Capture a screenshot and time of the attempt.
    • Check their timesheet and roster to confirm expected behaviour.

    • Raise the issue through your internal support process with all details.

7. “Timesheets show the wrong location or employees can’t choose the right location.”

Check:

  • Allow employees to select clock-in location

    • In Company Settings → Clocking, confirm this is enabled if staff need to choose a sub-location.

  • Primary location and shift location
    • Ensure each employee has the correct Primary Location in their profile.
    • When they clock against a rostered shift, the shift’s location usually overrides other defaults in the timesheet.

    • Adjust locations or roster settings so timesheets reflect where employees are actually working.

Who to contact for help

If clocking issues continue after you’ve followed this guide:

HR or Payroll team

Contact HR/Payroll for:

  • Issues involving employee profiles, locations, permissions, or timesheets (e.g. missing timesheets, wrong locations, how/when staff should clock).

  • Questions about pay rules or compliance related to clocking (e.g. when breaks must be recorded).

Internal Roubler administrator / IT

Contact your internal Roubler/system administrator or IT for:

  • Reviewing company-level clocking settings (mobile clocking, allow-location setting, clock questions, facial verification, shift enjoyment).

  • Setting up or troubleshooting Clock Applications (browser clocks, Windows/Android/Linux Clock Apps, POS devices). 
     

     

     

When escalating, provide:

  • Example employee(s) with Roubler Employee ID.
  • Date/time of the problem and which device was used (mobile, browser clock, Windows app, Android tablet, POS, etc.).
  • Any screenshots (clock confirmation screens, error messages, blank/white screen).

  • Confirmation of the location and rostered shift (if applicable).

Employees should be encouraged to report clocking issues to their manager first, and managers can then coordinate with HR/Payroll or internal support as needed.