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Clocking in Roubler – Overview for Account Administrators

Updated

Audience

This article is for Account Administrators and system owners who:

  • Configure and maintain clocking options (mobile, tablet, web/legacy) in Roubler
  • Decide on hardware and device standards for clocking
  • Manage clock‑related settings such as clock questions, facial verification and shift enjoyment

  • Support HR, Payroll and Operations with reliable time capture for timesheets and payroll

Before you start

Before setting up or changing clocking:

  • Confirm your access to:
    • Settings → Company Settings → Clocking
    • Settings → Clock questions
    • Settings → Manage System Users (for Clock Device Users)

    • Settings → Clock Applications / Location Devices (legacy/web clock, if still used)

  • Agree internally on:
    • Which clocking methods your business will use:
      • Roubler Clock App (New Clock App) on iPad/Android tablets
      • Web Clock on desktop/laptop

      • Mobile clocking in the Roubler employee app (optional)

    • Whether you require:
      • Clock photos / facial verification
      • Clock questions (safety/compliance)
      • Shift enjoyment (employee sentiment)

  • Make sure clocks are aligned with your timesheet and payroll processes so that time captured can be approved and paid correctly.

Clocking options in Roubler

Roubler supports three main clocking methods.

1. Tablet/iPad – Roubler Clock App (New Clock App)

  • Recommended for kiosks at fixed locations.

  • Runs on iPad and Android tablets via the Roubler Clock app (New Clock App).

  • Requires a dedicated Clock Device User to log the device into the app (see below).

Use this as your primary on‑site clock for most locations.

2. Desktop/laptop – Web Clock

  • For PCs/laptops, use the Web Clock in a browser (Chrome recommended).

  • The Web Clock can act as:
    • A backup clock when tablets are down, or
    • The main clock at locations that already have fixed PCs.

Legacy downloaded clock applications for Windows and legacy browser clocks still exist in some environments but are being phased out in favour of the New Clock App + Web Clock.

3. Employee self‑service – Mobile clocking (optional)

  • Employees clock directly from the Roubler mobile app (if enabled): Clock in/out + Start/End break.

  • Requires:
    • Supported mobile OS and latest app version

    • Location permissions (and camera if photos are required).

Configure mobile clocking under Company Settings → Clocking (see “Key clocking settings” below).

Device requirements and hardware options

Minimum device specifications

Mobile app (employee app):

  • Android:
    • Minimum Android 7.0
  • iOS (iPhone):
    • Minimum iOS 12.0

Clock apps (tablets):

  • Legacy Clock App (Android):
    • Minimum Android 4.4
  • New Clock App (Android):
    • Currently works from Android 5.0+, with Android 13+ recommended for best stability.
  • iPad (New Clock App):

    • iOS 12.0+ is required for current versions of the Clock app.

General recommendations for kiosk devices:

  • Reliable Wi‑Fi or network connection.
  • Screen timeout/auto‑lock set to Never (or longest possible).
  • Device kept plugged in and app left in the foreground so it doesn’t log out.

Rugged Android clocking devices (Ruggedmobile)

For high‑traffic or harsh environments (kitchens, workshops, outdoor sites), you can use rugged Android tablets/phones as dedicated clocking devices.

In some regions, Roubler (via MYOB) works with hardware partners such as Ruggedmobile to supply pre‑configured Android clocking devices with the Roubler Clock app installed and ready to register.

Typical benefits:

  • Devices meet or exceed the minimum Android requirements for the New Clock App.
  • Hardware is designed to be durable, wall‑mounted and always‑on, ideal for kiosks.
  • You avoid custom DIY setup and can apply the same standard across locations.

To explore this option, Account Administrators should speak with their Roubler/MYOB account manager or implementation specialist for current models, pricing and rollout process.

Setting up clocking for your account

1. Create Clock Device Users (for tablets/kiosks)

For the New Clock App, each physical device must log in as a dedicated Clock Device User.

Steps:

  1. Go to Settings → Manage System Users.
  2. Click Create new system user.
  3. Set:
    • Location: the site this device will be used at.
    • Permission Group: Clock Device (required).
    • Name: something like “Gold Coast Clock Device”.

    • Email/username: a unique email, e.g. admin+goldcoastclock@company.com (supports “+” aliases where your email system allows).

  4. Send the invite to an admin inbox, open it, choose Create new account, and set the Clock Device User username + password.

Then, on the tablet:

  1. Install/open the Roubler Clock app (from App Store / Google Play).

  2. Tap Sign In and log in with the Clock Device User credentials.
  3. Select Company and Location.

  4. Enter the Clock Device PIN when prompted (from the Clock Device User’s profile information).

The device is now ready for employees to clock using their PINs.

2. Choose and enable clocking options

As Account Admin you should:

  • Decide which of the following are in scope:
    • Tablet/iPad kiosks (New Clock App) – recommended standard.
    • Web Clock on PCs as backup or main method in some locations.

    • Mobile clocking for roles that need flexibility.

  • Configure these under:
    • Settings → Company Settings → Clocking (global behaviours).

    • Settings → Clock Applications / Location Devices (legacy/web, if still present).

3. Maintain clocking configuration

Ongoing tasks for Account Admins:

  • Review Clock Device Users periodically:

    • Confirm they exist, are active, and use the Clock Device permission only.

    • Avoid deleting Clock Device Users without first migrating the device to a new one (otherwise kiosks will stop working).

  • Keep an eye on:

    • Company Settings → Clocking when policies change (e.g. shift enjoyment turned on/off, new questions to add).

    • Device OS and Clock app updates (ensure you’re on supported versions).

Key clocking‑related settings (Account Administrator view)

Company Settings → Clocking

Core options that affect all clocking methods:

  • Allow employees to select clock in location
    • If enabled, employees see a location picker (child/sub‑locations) at clock‑in.
    • Use when one device covers multiple sub‑locations.
  • Use employee’s primary location in timesheets
    • When there is no rostered shift, timesheets will default to the employee’s Primary Location.
    • Rostered shift location still overrides this.
  • Clock questions (enable/disable)
    • Toggle to allow Clock questions at clock‑in/out and breaks (configured under Settings → Clock questions).

These are global levers; changes affect how timesheets are generated and costed, so align changes with Payroll.

Mobile clocking (Management Settings – Mobile Clocking)

From Company Settings / Clocking (or related mobile clocking settings):

  • Enable Mobile clocking and decide if it’s:
    • For all positions, or
    • Restricted to specific positions (select from dropdown).
  • Once enabled:

    • Staff using Roubler mobile app v4.2+ can see the Clock in/out tile and clock via their phone.

Clock questions

Path: Settings → Clock questions

Use these to ask employees questions at clock‑in/out/breaks (e.g. safety, checklist, declarations):

  • Configure:
    • Question type: Yes/No or Text.
    • Event triggers: Clock in, Clock out, Start break, End break.
    • Email alerts for Yes (for Yes/No only).
  • Reporting:
    • Clock questions details – all responses and trends.

    • Clock questions follow up – items requiring follow‑up.

Great for embedding safety & compliance checks into the clocking process.

Shift enjoyment (employee shift rating)

Optional wellbeing feature:

  • Prompts employees on the mobile app to rate their shift (good/neutral/bad) at clock‑out.
  • Enable under Settings → Mobile clocking or equivalent:
    • Enable shift enjoyment = Yes
    • Choose frequency (e.g. every shift, every X shifts).
  • Used for aggregate trends only, not individual performance tracking.

Facial verification & clock photos

If you enable clock photos or facial verification:

  • At clock in/out (mobile or kiosk) the device may take a photo of the employee.

  • Photos and any facial‑verification data:
    • Are stored securely in AWS (Amazon S3).

    • Can only be viewed by authorised users (typically managers/payroll) via Timesheets and clock history.

Facial verification specifics:

  • Employees must provide consent before facial‑verification flags are raised.
  • Without consent, the system will not flag mismatches on timesheets even if photos differ.

As Account Admin, ensure:

  • Security and privacy policies cover photo storage and usage.
  • Consent processes are in place and documented.

Frequently asked questions and troubleshooting

1. “Clock app is blank / white / stuck loading”

Common on iPads/tablets when connectivity or app state is bad.

Steps:

  1. Check internet – open a browser on the device and load a normal website.
  2. Force close the Clock app and reopen it.
  3. Restart the device.
  4. Confirm:
    • Auto‑Lock/Screen timeout = Never.
    • Device is plugged in and Clock app left in foreground.
  5. Update the Clock app from the App Store/Google Play; as a last resort, uninstall/reinstall (note this can clear any offline logs on that device).

If multiple devices are affected, suspect network or backend rather than a single device.

2. “Clock works on screen, but nothing appears in Attendance/Timesheets”

Often a connectivity or offline queue issue.

Checks:

  • On the tablet:
    • Confirm Wi‑Fi is stable; if not, fix network issues first.
  • Remember:

    • The New Clock App can store ~1,000 events offline and pushes them when back online.

  • Confirm timesheets:

    • Timesheets often appear only once there’s a matched clock‑in and clock‑out, usually against a rostered shift; missing clock‑outs can result in missing/partial timesheets.

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

Likely causes:

  • Mobile clocking disabled for their position.
  • App or OS out of date.

Admin steps:

  1. In Company Settings → Clocking, confirm mobile clocking is enabled and includes the correct positions.
  2. Confirm the user has:
    • Roubler mobile app v4.2+.

    • A supported OS (Android 7.0+ / iOS 12.0+).

  3. Ask them to update or reinstall the app and restart it; some setups need a full restart or pull‑to‑refresh before the tile appears.

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

Common scenarios:

  • On mobile:
    • Employee must grant camera access to Roubler.
    • Ask them to check phone app permissions and retry.
  • On kiosks:
    • Ensure the camera works and is unobstructed.
  • For facial verification:
    • Confirm employees have given consent; without it, mismatches won’t be flagged.
    • Check that facial‑verification features are enabled in your account configuration (via your implementation/settings).

5. “Device keeps logging out”

Usually caused by device power/sleep behaviour:

  • Keep device plugged in.
  • Set screen timeout/auto‑lock to Never.
  • Exclude the Clock app from battery optimisation/app sleep on Android.
  • Avoid using other apps on the clock device; pin the Clock app if your OS supports screen pinning/kiosk mode.

6. “Legacy clock says ‘unregistered device’ or similar”

If you still use legacy web/PC clocks and see unregistered device:

  • Re‑register the device: 1. Open the Clock (web) and note the Device ID.
    1. In Roubler web, go to Management → Settings → Location Devices.
    2. Click +, enter the Device ID and assign a Location.

  • Consider migrating to the New Clock App + Clock Device Users, which doesn’t rely on Location Devices and is more robust.

Who to contact for help

  1. HR / Payroll / Operations
    • For:
      • Decisions on which clocking methods are used where.
      • How to handle exceptions (missed clocks, manual timesheets).
      • Policies on clock photos, facial verification and shift enjoyment.
  2. Account Administrators / System Owners (you and peers)
    • Own:
      • Company Settings → Clocking, Clock questions and Mobile clocking configuration.
      • Clock Device Users, device registration and hardware standards.
    • Should:
      • Perform initial troubleshooting (devices, OS, app versions, network).
      • Keep documentation of which method is standard per site and how to recover from outages.
  3. Roubler / MYOB Support
    • Should be contacted only by authorised internal admins, after:
      • Verifying company clocking settings and device basics.

      • Testing on a known‑good network or device where possible.

    • Include in tickets:
      • Company name and location(s).
      • Whether the issue is with mobile, tablet Clock app, or Web Clock.
      • Device details (model, OS version, Clock app version).
      • Clock Device User username (for kiosks).
      • Screenshots or videos of the issue and any error messages.

With these clocking configurations and practices in place, Account Administrators can keep Roubler’s time capture accurate, resilient and aligned with organisational policies and payroll