Kiosk Instructor Check-In: How to Track Instructor Working Hours

What is Kiosk Instructor Check-In?

Kiosk Instructor Check-In is a timekeeping feature that allows your instructors to clock in and out using a dedicated tablet or device at your studio. This helps you track working hours for payroll and operational purposes.

Key Features:

• Clock in when arriving - Instructors record their start time
• Clock out when leaving - Instructors record their end time
• Automatic time calculation - System calculates total working hours
• QR code or email login - Two convenient authentication methods
• View attendance records - Admin can access all instructor time records

Benefits:

• Accurate timekeeping for payroll processing
• No need for separate time tracking systems
• Easy to review instructor attendance patterns
• Reduces administrative workload for managing schedules

How Do I Set Up Kiosk Instructor Check-In?

Follow these steps to set up the instructor kiosk check-in system:

1. Go to Custom Features > Kiosk Instructor Check In in the left sidebar
2. Set a 4-digit passcode - this prevents unauthorized exit from kiosk mode
3. Click START to enter kiosk mode

Important Setup Tips:

• Use the OB App - Always use the OmceanBooking app (not the web browser) for the kiosk device. The app can lock the screen to prevent users from accessing other pages.
• Create a dedicated account - Set up a separate admin account specifically for the kiosk device with only "Kiosk Instructor Check In" permissions.
• Use Guided Access - Enable your device's built-in "Guided Access" mode (iOS) or similar feature to lock the device to the app.

Note: The instructor check-in feature shares the same kiosk mode as customer check-in. You can have both features enabled on the same device.

How Do Instructors Clock In and Out?

Once the kiosk is set up, instructors can clock in and out using two methods:

Method 1: QR Code Scan

1. Instructor opens their OmceanBooking app or booking page
2. They find their personal QR code in their account
3. They show the QR code to the kiosk camera
4. The system records their clock-in or clock-out time

Method 2: Email Login

1. Instructor taps "Login" on the kiosk screen
2. They enter their email address and password
3. They tap to confirm their clock-in or clock-out

How the System Tracks Time:

• First scan/login of the day = Clock In (Time In)
• Subsequent scan/login = Clock Out (Time Out)
• The system automatically calculates the time difference

Important: Make sure instructors understand they need to clock out when leaving. If they forget, the time record will show as incomplete until they clock out.

How Do I View Instructor Attendance Records?

You can view all instructor attendance records from the Kiosk Instructor Check In page:

1. Go to Custom Features > Kiosk Instructor Check In
2. Click on the Kiosk instructor tab
3. You'll see a list of all instructor check-in records

Record Details:

Each record shows:

• # - Record number
• Customer - Instructor name and profile picture
• Day of week - The day they clocked in
• Time in - Clock-in time and date
• Time out - Clock-out time and date (if completed)
• Minutes difference - Total minutes worked

Using the Data:

• Use the OPTIONS menu to filter and sort records
• Export records for payroll processing
• Track patterns like late arrivals or long shifts
• Verify instructor working hours against scheduled classes

Security Best Practices

Follow these security recommendations to protect your kiosk device:

1. Set a Strong Passcode

Avoid simple combinations like 0000 or 1234. The passcode prevents unauthorized users from exiting kiosk mode and accessing your admin panel.

2. Use a Dedicated Account

Create a separate admin account for the kiosk with only "Kiosk Instructor Check In" permissions. This way, even if someone exits kiosk mode, they can't access other system functions.

3. Use the Mobile App

Always use the OmceanBooking app instead of a web browser. The app has built-in screen locking that prevents switching to other pages.

4. Enable Guided Access

On iOS devices, enable Guided Access (Settings > Accessibility > Guided Access) to lock the device to the app. Android devices have similar features like "Screen Pinning."

5. Position the Device Securely

Place the kiosk where staff can monitor it, and consider using a secure stand or mount to prevent theft.

Frequently Asked Questions

How do I exit kiosk mode?

Enter your 4-digit passcode to exit kiosk mode and return to the admin panel.

Can instructors see their own attendance records?

Instructors can see their clock-in/out status on the kiosk screen when they log in. Full attendance history is accessible to admins through the Kiosk instructor tab.

What if an instructor forgets to clock out?

The record will show as incomplete (no Time Out). You can manually edit the record from the admin panel if needed, or remind the instructor to clock out next time they arrive.

Does the kiosk work offline?

No, the kiosk requires an internet connection to record attendance and sync with the system.

Can I use the same device for both customer and instructor check-in?

Yes, both features share the same kiosk mode. When enabled, instructors and customers can both use the same device to check in.

How do I change the passcode?

Go to Custom Features > Kiosk Instructor Check In and click "CHANGE PASSCODE" to set a new code.

Can I export attendance data for payroll?

Yes, use the OPTIONS menu on the Kiosk instructor tab to export records. You can filter by date range before exporting.