Face attendance on a kiosk tablet or the phone
A tablet with the SmartMy HRMS app at the entrance records each punch by face after a blink. The phone check-in checks the face instead of taking a selfie. Only people who gave consent are enrolled, and no photo is kept: only numbers made from the face.
PLANSScale only
Built and offered, not yet used at a customer or on a real tablet, and the app is not in the app stores yet. Try it with a few employees before you take away cards or fingerprint readers.
The problem it solves
- Fingerprint readers fail on worn fingers, and a shared reader is touched by hundreds of people a day.
- Selfies from the phone pile up as photos of your staff that someone has to look at and store.
- Buddy punching with cards goes unnoticed.
- Using staff faces without written consent is a risk you do not want to carry.
How it works
- Each employee gives consent in the app under Menu > Time & Attendance > Attendance > Face recognition. They can also give it at the kiosk before the attendance office, or on a scanned paper form. Under 18, a parent or guardian signs on paper.
- The attendance office enrols the face in the app under Menu > Face attendance > Enrol faces. It takes a blink, then up to five photos. Nobody enrols their own face.
- An Attendance Manager taps Make this tablet a kiosk and picks the work location it serves. Punches are In, Out or Ask each time.
- Open the kiosk. The employee looks at the tablet and blinks; the card shows the name and Recognised, and the punch is recorded with the source Face.
- On their own phone, an enrolled employee who checks in where a photo is required gets a face check instead of the selfie. The phone sends numbers made from one photo; the server compares them and keeps neither the photo nor the numbers.
- The punches then make the day through your shifts and attendance rules, like any other punch.
Everything it does
Consent
- Nobody is enrolled without consent; states Not Asked, Asked, Given, Withdrawn
- Given in the app, at the kiosk with the attendance office as witness, or on paper with the notice version and the scan
- The consent notice is kept in versions under Face Recognition > Configuration > Consent Notices
- Withdrawing deletes the face at once; kiosks drop it at their next sync
- Leaving the organisation ends the consent and deletes the face, unless another SmartMy product still has a consent
- Saying no changes nothing else: the person keeps the card, the fingerprint reader or the selfie
Enrolment
- In the app only, never in the browser
- Photos refused with the reason: come closer, too dark, more than one face, blurred, eyes closed
- A warning when the face looks like someone already enrolled
- Remove Face Data on the employee record deletes the face but keeps the consent
- One face per person, shared by every SmartMy product the person consented to
The kiosk
- Holds the faces of its work location, or of the whole Entity when it has none
- Punches In, Out, or Ask each time with In and Out buttons
- Asks for a blink, so a printed photo does not pass
- Works without signal and sends the punches later; signing out wipes the faces from the tablet
- A face not recognised, or two people too alike to call, is told to use the other way. The kiosk never offers to pick the person
- Kiosks are listed under Time & Attendance > Configuration > Devices > Face Kiosks, with a Pairing Code, Confirm on Screen and Block for a lost tablet
Records
- Punches made by face: filter By Face under Time & Attendance > Attendance > Punches
- A phone punch with a face check shows face checked and has no selfie
- Each match is kept in the Match Log, with the rejected ones
- The profile photo is never changed
Who uses it
EmployeeGives or withdraws consent and checks in at the kiosk or on the phone.
Attendance UserRecords consent at the kiosk or on paper, enrols faces, opens the kiosk, removes face data.
Attendance ManagerMakes tablets into kiosks and blocks lost ones.
AdministratorKeeps the consent notice and how long face data is kept.
Where you use it
- The SmartMy HRMS app: Menu > Face attendance for the office and the kiosk. Menu > Time & Attendance > Attendance > Face recognition for each employee (built and in testing, not in the app stores yet)
- Web: Time & Attendance > Configuration > Devices > Face Kiosks; Face Recognition > Consents and Configuration
- Web: Record Paper Consent on the employee's Employment tab
- Not in the browser: faces are enrolled only in the app
What you control
Settings
- Kiosk: the work location served, and In, Out or Ask each time
- Confirm on Screen: per kiosk
- Delete Unused Faces: off unless your Entity sets it
- Selfie Required in the attendance rule: on to start with; the face check replaces it for enrolled people
Works with
Other SmartMy productsThe same enrolled face can serve other SmartMy products of your organisation, such as a hostel gate or a canteen counter. This needs the person's consent to that use too.
Questions
Do you keep photos of our employees?
No. Only a list of numbers made from the enrolment photos is kept. The phone face check sends numbers from one photo, and the server keeps neither the photo nor the numbers.What if an employee does not agree?
Nothing changes for them. They keep using the card, the fingerprint reader or the selfie on the phone. Nobody can be enrolled without consent.Can someone hold up a photo of a colleague?
A printed photo does not pass, because the kiosk asks for a blink. A video on a phone could, so check the Match Log now and then.Which tablet do we need?
Any tablet or phone with a front camera that runs the SmartMy HRMS app, kept on its charger with the app open. It has not yet been tried on a customer's tablet, so test it with a few people first.Does it work when the Wi-Fi is down?
Yes. The kiosk recognises people and keeps the punches, then sends them when the signal is back. Do not sign out while punches wait.Related features
ATTENDANCECheck-in on the web, the phone and attendance devicesStaff mark attendance in the browser from the office network, or from their own approved phone with a selfie and a location check. ZKTeco and eSSL device punches come straight to the server. All punches of a person count together for the day.ATTENDANCEDaily attendance, regularisation and the registerEvery employee gets one attendance record a day with the status, paid days, loss of pay and late, early and overtime minutes. It says in plain words which rules gave the result. Employees correct missed punches by request, only authorised HR can change a day, and the monthly register exports to CSV.SELF-SERVICE AND APPPhone app for employees, managers and HROne SmartMy HRMS app for everyone: employees check in, apply for leave and see payslips. Managers approve and see their team, and HR and payroll do their daily work. The server decides what each person sees, by the same access as the web.SHIFTS, OFFS AND HOLIDAYSShifts, rotations and the roster plannerDefine fixed, night, split and flexible shifts and run 24-hour rotations with teams offset from each other. Plan who works what on a grid of people by days. Shift swaps need the colleague's acceptance and the manager's approval, and every change flows into that day's attendance.
See your own month run in it.
Tell us how many people you have, how you take attendance and how your salary is structured. We will show you SmartMy HRMS set up that way.