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How to set up the New Clocking App (Roubler Clock App)

Audience

HR Administrators / People & Culture / Payroll support teams who:

  • Set up and maintain on-site clock devices using the New Roubler Clock App (tablet/iPad kiosks)
  • Coordinate with internal IT and managers to roll out new clock points

  • Need to troubleshoot basic clock-app and device issues before escalating

Description

This guide explains how to set up the New Roubler Clock App as a shared on-site clock (kiosk) so employees can clock in, clock out and record breaks on an iPad or Android tablet.

You will:

  • Choose the correct clocking option for the site
  • Create and configure a Clock Device User
  • Sign the device into the New Clock App and link it to the correct company and location

  • Apply recommended device settings to keep the clock running reliably 
     

     

Steps

1. Before you start

  1. Confirm which clocking methods your business uses at this site:
    • New Clock App on tablet/iPad (recommended for kiosks)
    • Web Clock in a browser on desktop/laptop (backup or alternative)

    • Mobile app clocking (optional, if enabled)

  2. Make sure you (or a system owner you work with) can access:
    • Settings → Manage System Users (to create a Clock Device User)

    • Settings → Company Settings → Clocking (for company-level clock configuration)

  3. Decide:
    • Which location each clock device will be registered to
    • Who will physically manage the device (e.g. site manager)

2. Choose device and install the New Clock App

  1. For tablets (recommended):
  2. For desktops/laptops (if needed instead of an app):

3. Create a Clock Device User

The New Clock App must use a dedicated Clock Device User, not a normal employee login.

  1. In Roubler (web), go to Settings → Manage System Users.
  2. Select Create new system user (Admin access required).

  3. Complete the fields (recommended pattern):

    • Location: the site this device will serve (e.g. “Store – CBD”).
    • Permission group: Clock Device (required).
    • First name: e.g. “CBD Clock”.
    • Last name: “Device”.
    • Email address (username): a unique email used only for this clock, e.g.
      • admin+clock_cbd@yourbusiness.com (using an email alias if supported).

  4. Under Send Invite To, choose where the invite email should go (often an admin inbox you control).

4. Accept the invite and create the login

Please be careful when accepting the Username and password for the Clock device user. if you are using the same browser where you are actively logged into Roubler, the invite will see your active Roubler session and will not open correctly.

Before clicking on the "Click here to create your account"  either:

  • Log out of Roubler
  • Right click on the link, copy it and paste into a different browser to the browser you are currently using for Roubler
    • If you are using google Chrome in your current Roubler session, try pasting the link into Microsoft Edge, Apple Safari or Mozilla Firefox. 
  • Right click on the link, open an incognito Browser Window and past the link in there
  1. Open the invite email for the Clock Device User.
  2. Click the green button to complete setup.
  3. Choose Create new account.
  4. Set:
    • Username = the Clock Device User email you created

    • Password = a strong password (only admins should know this)

  5. Tip: If you are already logged into Roubler in your browser, open the invite in an Incognito/Private window so it doesn’t attach to your own session.

Keep the username, password and Clock Device PIN recorded securely for the site manager who will manage the device.

5. Register and sign in on the device

Once the Clock Device User is ready:

  1. On the tablet/iPad, open the Roubler Clock app.
  2. Select Sign in.
  3. Enter the Clock Device User username and password.
  4. When prompted, select the correct:
    • Company
    • Location (where this device physically sits)
  5. Enter the Clock Device PIN when prompted (from the Clock Device User’s profile).
  6. Confirm you can see the clock keypad and the device shows the correct company and location.

After sign-in, the device may show options such as Refresh Location Data, Change Location, Log out – use these only if you need to refresh employees or move the device.

6. Apply recommended device settings

To keep the clock running reliably:

  1. Keep the device plugged in at all times.

  2. Prevent the screen from sleeping by either

    1. Adjust the tablet/phone settins:
      • iPad:

        • Go to Settings → Display & Brightness → Auto-Lock → Never.

      • Android tablet (varies by model):
        • Go to Settings → Display → Screen timeout → Never or the longest available, or use kiosk/“always on” mode. 
    2. Download an app to keep the screen on
      • Adnroid
        • https://play.google.com/store/apps/details?id=in.snapcore.screen_alive
  3. Keep the Clock App in the foreground in full-screen or kiosk mode.
  4. Set up internal processes so staff don’t close the app or use the device for other tasks.

If the device sleeps, locks or the app is pushed to the background, it may log out and require re-sign-in.

7. Review key company clocking settings (optional but recommended)

In Roubler (web), go to Settings → Company Settings → Clocking and review:

  1. Allow employees to select a clock-in location
    • Turn this On if employees need to choose a sub-location (child location) at the clock.

    • When enabled, they will see a location picker at clock-in.

  2. Use employee’s primary location in timesheets
    • If enabled, timesheets default to the employee’s Primary Location when there is no shift attached.

    • Rostered shift location always takes priority where a shift exists.

  3. Clock questions (optional)

    • Turn on Clock questions in Company Settings → Clocking and configure questions in Settings → Clock questions (for safety or HR prompts at clock-in/out/breaks).

  4. Photos / facial checks / shift enjoyment

    • Configure photos and shift enjoyment as per your internal policies (usually covered in broader clocking configuration).

Troubleshooting

A. iPad/tablet screen is blank, white, or stuck loading

Often caused by connectivity or app/session issues.

  1. Check connectivity
    • Open a browser on the device and load a normal website (e.g. news site).
  2. Force close and reopen the Clock App
    • Use the app switcher, swipe the Clock app away, reopen it.
  3. Restart the device, then reopen the Clock app.
  4. Reconfirm Auto-Lock/timeout = Never.
  5. Log out and log back in using the Clock Device User.
  6. If it still fails:
    • Update the Clock app from the App Store/Play Store.

    • As a last resort, uninstall/reinstall the Clock app (note: any offline logs on that device may be cleared).

B. Clock appears to work, but no data in Attendance / red dot

Usually indicates Wi-Fi or internet issues.

  1. On the tablet, open a browser and test a normal website.
  2. If websites don’t load:
    • Check Wi-Fi network, password, signal strength.
  3. If websites do load:
    • Toggle Wi-Fi off, wait 10 seconds, then turn it back on.

  4. The Clock app can store up to ~1,000 events offline and will push them through once reconnected – check Attendance again after connection is stable.

C. Device keeps logging out

Common causes:

  • Device sleeps or locks
  • Clock app is sent to the background
  • OS/app updates or memory optimisation

Fixes:

  1. Keep the device plugged in.
  2. Set screen timeout/Auto-Lock to Never.
  3. Keep the Clock app in the foreground (kiosk/pinned mode where available).
  4. Ensure the Clock app is on the latest version.

D. Employees see wrong location / timesheets show incorrect location

  1. In Company Settings → Clocking, check that Allow employees to select clock in location is configured correctly for how your sites work.

  2. Confirm each employee’s Primary Location is correct in their profile.

  3. Remember:
    • If clocking against a rostered shift, the shift location will be used on the timesheet.

    • If clocking without a shift, behaviour follows your Clocking settings (and possibly Primary Location).

Who to contact for help

  1. HR / Payroll / Operations
    • Own:
      • Decisions on where clocks should be located and which clocking method each site uses (New Clock App vs Web Clock vs mobile).
      • Policies on photos, clock questions, and shift enjoyment.
    • Contact them for:
      • Clarification on who should clock where

      • How to handle missed clocks or manual timesheet adjustments

  2. Internal Roubler/System Administrator or IT team
    • Own:
      • Creating and managing Clock Device Users (Settings → Manage System Users)
      • Company Settings → Clocking and other account-level clock settings

      • Network/firewall rules for Roubler Clock traffic

    • Contact them when:
      • You cannot create or edit Clock Device Users
      • Multiple devices show the same issue (suggesting config or network problems)
  3. Roubler / MYOB Support
    • Should only be contacted by your authorised internal administrators after internal checks.
    • Escalate when:
      • The New Clock App misbehaves across multiple devices despite correct setup and network

      • Problems persist after following the setup and troubleshooting steps above

    • Include in your ticket:
      • Company name
      • Device details (model, OS version, Clock app version)
      • Exact date/time, screenshots/videos of the issue

      • Which Clock Device User and location are affected

With this setup, HR Administrators can deploy the New Roubler Clock App consistently across sites and support managers in keeping clock data accurate and reliable.