IN BRIEF
The Time Clock feature allows staff members to clock in and out using a PIN through supported interfaces in iClassPro. The level of access each staff member has depends on whether they log into the System directly and which staff permissions are assigned through User Groups or individual settings.
Overview
All employees who use the Time Clock must be created as staff members in iClassPro and assigned a PIN. However, not all staff members require login credentials or staff permissions.
- Staff members who only clock in and out do not need to log into the System.
- Staff members who log into iClassPro to access the Time Clock require login credentials and specific permissions.
Permissions can be assigned through User Groups (recommended) or by editing the individual staff member’s Permissions tab.
Accessing the Feature
Staff permissions related to the Time Clock are managed within staff records and User Groups.
Adjusting Individual Staff Permissions
- From the main navigation menu, go to the STAFF Page.
- Click the pencil/edit icon next to the staff member’s profile.
- Navigate to the Permissions tab.
- Adjust the staff member’s permissions as needed.
- Be sure to Save your changes.
Adjusting User Group Permissions
- From the main navigation menu, go to SETTINGS>SETUP>STAFF SETTINGS.
- Manage permissions by editing a User Group to adjust permissions as needed.
- Be sure to Save your changes.
Step-by-Step Instructions
Determine Which Staff Members Need Permissions
- Staff members who only need to track hours using the Time Clock:
- Must be created as staff members.
- Must have a PIN assigned.
- Do not need login credentials.
- Should have their User Group left blank.
- Should not be granted any additional Staff Permissions that allow access to the Office Portal or Staff Portal.
Staff members who will access the Time Clock through the Kiosks app on iOS, the OFFICE PORTAL>TIME CLOCK page, or the STAFF PORTAL>TIME CLOCK interface:
- Must have Login credentials.
- Must have Appropriate staff permissions assigned through a User Group or individual settings.
About User Groups
- Any user granted Admin Access (Full Permissions) automatically has full access to all Time Clock features.
- This includes:
- Clocking in and out from all available access points.
- Managing employee time entries.
- Locking pay periods.
- Exporting payroll files.
- By default, no other User Groups include Time Clock permissions.
- All other User Groups can be customized to provide only the required level of access.
Configure Application Access
Application Access determines whether a staff member can log into specific areas of the System.
- To access the Time Clock from the Office Portal or Kiosks app:
- Application Access > iClassPro must be set to Full.
- To clock in and out using the Staff Portal:
- Application Access > Staff Portal must also be set to Full.
Configure Page Access
Page Access controls whether a staff member can load the Time Clock page in the Office Portal.
-
Time Clock = None
- The Time Clock page will not load in the Office Portal.
- Useful if staff should only use Kiosk Mode.
-
Time Clock = Full
- The Time Clock page loads normally.
- Staff can access the punch pad and Kiosk Mode options.
- Staff can clock in and out using a PIN.
Other items shown on the Time Clock page depend on permissions assigned in the Tasks section.
Configure Task Permissions
Task permissions determine what staff members can see and manage within the Time Clock.
Classes/Camps/Appointments Tasks
Staff members who instruct classes, camps, or appointments —especially those using a one-punch time clock—must be able to see their schedules.
-
View:
- Staff can see class/camp/appointment details.
- Applies within Time Clock interfaces and other areas of the System.
-
Full:
- Staff can see schedules.
- Staff can also create and edit classes/camps/appointments if they have Page access to those areas.
Time Clock Task
Controls access to punch pad, Kiosk Mode, and time management tools.
-
None:
- Staff can only clock in and out.
- No access to Employees, Pay Periods, or Adjustment Requests.
-
View:
- Staff can view:
- Employee time entries.
- Pay period information.
- Adjustment requests.
- Staff cannot make changes.
- Staff can view:
-
Full:
- Staff can view and manage:
- Employee time entries.
- Adjustment requests.
- Pay period information remains view-only unless additional permissions are granted.
- Staff can view and manage:
Time Clock Export Task
Controls the ability to lock pay periods and export payroll files.
-
None:
- Staff cannot lock pay periods or export data.
-
Full:
- Staff can lock pay periods and export payroll files.
- Requires Full permission for the Time Clock task.
Troubleshooting & FAQs
-
Why can a staff member clock in but not see time entries or pay periods?
- Their Time Clock task permission is likely set to None. Set it to View or Full, depending on the level of access needed.
-
Why can a staff member not access the Time Clock page in the Office Portal?
- Check that Page Access > Time Clock is set to Full, and that Application Access > iClassPro is also set to Full.
-
Why can a staff member view pay periods but not export them?
- Exporting requires Full permission for both the Time Clock task and the Time Clock Export task.