Configure Clock-in Rules: Geofence, Own Phone, Lateness and Timing
Kiosk set-up > How staff clock in holds six toggles and five numeric settings that apply school-wide; saving needs the “edit attendance” permission.
For School administrators, HR managers. Updated 2026-10-09.
Overview
Open Attendance > Kiosk set-up. The How staff clock in card applies to the whole school and is saved with Save rules (enabled only after a change).
Toggles: Staff scan the screen (kiosk phone scans); Security scans staff badges (a guard or kiosk camera scans a staff QR badge); Accept printed codes (a never-changing paper QR, weaker); Must be on site (the phone's location must be inside the place's circle, and the place needs coordinates); Each person uses their own phone (first phone is auto-approved, any other waits for HR approval); Record clocking out (a second scan records departure).
Numbers: Shift starts (time, default 08:00); Grace period in minutes 0 to 240 (default 30) - a check-in is Late only when it is later than shift start plus grace; Wait between scans 0 to 120 minutes (default 5); Screen code changes every 10 to 600 seconds (default 60; 30 is suggested); Day with no check-out 1 to 48 hours (default 16) after which an open day appears in Needs attention.
Rules are saved to the school's preferences and audit logged. A note on the card states lateness and missing check-outs are for HR review and do not change pay. There is no per-person shift or overtime calculation in this feature.
Before you start
- The “edit attendance” permission permission (the “view attendance” permission to view)
- At least one place created for on-site checks
Steps
- Open Attendance > Kiosk set-up
- In How staff clock in, switch the needed toggles on or off
- Set Shift starts, Grace period, Wait between scans, Screen code changes and Day with no check-out
- Select Save rules
- Test with a staff phone at https://portal.myschoolgh.com/clock and watch Needs attention
- Adjust the grace period if too many people appear late
Common problems
Save rules is greyed out
It only enables after a change in the card. Edit a value first.
Staff show Late although they arrived on time
Lateness is shift start plus grace measured at scan time. Raise the grace period or set the correct Shift starts time.
On-site check always fails
The place needs coordinates and a sensible allowed distance (20 to 5000 m). Edit the place and pick the spot on the map.
Cannot change the rules
Changing rules needs the “edit attendance” permission. HR Managers and Directors can view but not save.