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Clocking in Roubler – Overview for HR Administrators

Audience

This article is for HR administrators and People & Culture teams who:

  • Own the clocking configurations in Roubler (mobile clocking, clock app, web clock)
  • Support managers and employees with clock‑in, clock‑out and break issues

  • Ensure clock records correctly feed into Time & Attendance and Timesheets for payroll

Before you start

Before configuring or troubleshooting clocking, make sure you know:

  • Which clocking methods your business uses:

    • Mobile clocking via the Roubler mobile app (if enabled)
    • On‑site kiosks/tablets using the Roubler Clock App (New Clock App)
    • Web clock in a browser (desktop/laptop)
  • Your role and access:
    • You can access Settings → Company Settings → Clocking and Clock questions

    • You can manage Clock Device Users (Settings → Manage System Users) or work with a system admin who can

  • Device basics:

    • Clock tablets should have reliable internet and “always on” screen settings (Auto‑Lock/timeout = Never).

    • Mobile devices need supported OS versions and the latest Roubler app.

Clocking, rosters and timesheets work together: published shifts + correct clocking produce accurate Timesheets, which then drive payroll.

How clocking works in Roubler

1. Clocking methods

Roubler supports three main ways for employees to clock:

  1. Mobile app clocking
    • Employees log in to the Roubler mobile app and use the Clock in/out tile.

    • Typical actions: Clock in, Clock out, Start break, End break.

    • May require:
      • Location (GPS) access
      • Camera access (clocking photos)
      • Clock questions (safety/HR questions)
  2. On‑site kiosk / tablet (Roubler Clock App – New Clock App)
    • Shared iPad/Android tablet running the Roubler Clock App.

    • Employees identify themselves using a PIN (and possibly a photo), then choose clock in/out or start/end break.

    • Under the hood, each device runs as a dedicated Clock Device User (system user with Clock Device permissions).

  3. Web clock (desktop/laptop)

    • Browser‑based clocking (Chrome recommended) using the web clock instead of the tablet app.

Every clock event—mobile, kiosk or web—writes into clock history / attendance, and then into Timesheets and reports for managers and payroll.

2. HR‑owned clocking configuration

As HR Admin, you’re usually responsible for key settings in Company Settings → Clocking and related areas.

a) Choose clocking options & permissions

  • Decide which methods to allow:
    • Mobile clocking – enable/disable and scope to certain positions/locations.

    • Kiosk / New Clock App – ensure each site has a correctly configured Clock Device User and device.

  • Ensure employees have:

    • Correct Primary Location and Location Access (used by timesheets and, optionally, for default clock locations).

b) Key company clocking settings

In Settings → Company Settings → Clocking you can configure:

  • Allow employees to select clock in location
    • If Yes, employees can choose a sub‑location at clock‑in (e.g. different departments/areas).

    • Useful where one clock device services multiple sub‑locations.

  • Use employee’s primary location in timesheets
    • For clocks without an attached rostered shift, timesheets default to the employee’s Primary Location.

    • Rostered shift location always overrides this.

  • Clock questions (optional)

    • Enable Clock questions to ask employees yes/no or text questions at clock‑in/out/breaks (e.g. safety, wellness, checklist items).

    • Configure in Settings → Clock questions:
      • Question type (Yes/No or Text)
      • Which events trigger the question

      • Optional email alerts for Yes responses (e.g. incident flags)

    • Use Clock questions details / follow‑up reports for monitoring.

  • Shift enjoyment / shift satisfaction (optional)

    • Enable shift enjoyment so employees can rate their shift (good/neutral/bad) at clock‑out (mainly via mobile app).

    • Used for aggregate wellbeing insights, not individual performance.
  • Clock photos / facial verification (if configured)

    • Photos at clock‑in/out (mobile or kiosk) are stored securely (AWS) and visible only to authorised users via related timesheets.

c) Clock Device Users (kiosks/tablets)

For the New Clock App, each device must use a dedicated Clock Device User:

  • Create in Settings → Manage System Users:
    • Permission Group = Clock Device
    • Location = device’s site

    • Unique email/username (e.g. admin+goldcoastclock@company.com).

  • Accept invite, Create new account, set username/password, then log the device in with that user and select Company, Location and PIN.

Frequently asked questions and troubleshooting

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

Possible causes:

  • Mobile clocking is not enabled for their position/location.
  • They’re using an outdated app or unsupported OS.

HR checklist:

  1. In Company Settings → Clocking, confirm:
    • Mobile clocking is enabled.
    • It covers the employee’s position/location as intended.
  2. Confirm their device runs a supported OS and the latest app version; ask them to update or reinstall the Roubler app.
  3. If the tile still doesn’t appear, confirm whether they are actually allowed to use mobile clocking (some staff may be restricted to on‑site kiosks only).

2. “Clocking works on the device but nothing appears in Attendance/Timesheets”

Often related to connectivity or offline events:

Checks:

  • For kiosks/tablets:
    • On the device, open a browser and try loading a normal website.
    • If it fails, resolve Wi‑Fi/network issues first.

    • The clock app can store ~1,000 events offline and will sync when back online, but HR/Payroll should verify events appear in Attendance after reconnection.

  • For mobiles:

    • Confirm the app is up to date and the user sees a success/timestamp screen when clocking.

    • Timesheets usually appear when a matched clock‑in and clock‑out exists, often against a rostered shift; missing clock‑outs can result in incomplete or no timesheets.

If events still don’t show, ask for screenshots of clock confirmations and review clock history / timesheets for patterns.

3. “The tablet/iPad clock is blank, white or stuck loading”

This is usually device or session related, not a user error.

Ask your local admin/site contact to:

  1. Check internet connectivity (can they load a normal website?).
  2. Force close and reopen the Clock app.
  3. Restart the device.
  4. Confirm:
    • Screen timeout / Auto‑Lock is set to Never.
    • Device is plugged in and the app is left in the foreground.

If it still fails:

  • Update the Clock app from the App Store / Google Play.

  • As a last resort, uninstall/reinstall the app (noting that any offline logs may be cleared).

If multiple devices show the same issue, escalate as a potential network or backend issue.

4. “Employees say they clocked, but timesheets show the wrong location or they can’t pick the right one”

Common configuration issues:

Checks:

  1. Allow employees to select clock in location
    • In Company Settings → Clocking, ensure this is enabled if staff need to choose sub‑locations.
  2. Primary Location / Shift Location
    • Verify each employee’s Primary Location is correct.
    • Remember that rostered shift location overrides the default in timesheets.
  3. Confirm roster configuration:
    • If staff clock against a rostered shift at a different location, the timesheet will follow the shift location by design.

Adjust locations and roster settings so the timesheets reflect where employees are actually working.

5. “No current rostered shift found” when clocking out on mobile

This may appear even for salaried or non‑rostered staff and is often related to mobile app or session issues, not necessarily setup.

HR guidance:

  • Ask the employee to update the Roubler mobile app from the App Store/Google Play.
  • If it persists, have them uninstall and reinstall the app, then try again.
  • Check that:
    • Their roster aligns with when they are clocking.
    • Any expected shifts are published, not just drafted.

Collect screenshots and times if the error continues and escalate via your internal support process.

6. “PIN not working” or employees don’t know their clock PIN

  • Employees typically cannot view their own PIN in the app; only managers/admins can see or reset it in the web portal.

HR/Admin steps:

  1. Open the employee profile and locate the PIN field (usually in personal/clocking settings).
  2. Reset or re‑generate the PIN if necessary and provide it securely to the employee.
  3. If PIN issues occur only on a specific device, confirm the device is:
    • Logged in as the correct Clock Device User, and

    • Registered to the correct location.

Who to contact for help

  1. HR / People & Culture (you and your team)
    • Own clocking policies (who can use mobile vs kiosk, photos, GPS, questions).
    • Maintain Company Settings → Clocking, clock questions, shift enjoyment and employee locations.

    • Support managers with timesheet and clocking‑related questions (e.g. missing clocks, wrong locations).

  2. Internal Roubler/system administrator or IT
    • For:
      • Clock device setup (iPad/tablet/web clock on site).
      • Network/firewall issues affecting the Clock app.

      • Organisation‑wide clocking configuration or feature changes.

  3. Roubler Support
    • Escalate only after:
      • You’ve checked company clocking settings, device connectivity, and basic app/device troubleshooting.

    • Include:

      • Company name.
      • Example employee(s) with Roubler Employee ID, date/time of issue.
      • Whether clocking was via mobile, kiosk or web clock.
      • Screenshots of:
        • Error messages or “success” screens.
        • Relevant settings (Clocking config, Clock Device User, employee locations).

Providing these details upfront helps Roubler Support and technical teams quickly diagnose and resolve clocking issues while keeping attendance and payroll accurate.