Swipe Stations

Note: Swipe Stations are not connected to Payroll and Timesheets in any way. This module acts as a way to track when and where a staff member is within a building/location/or logging into their Employee Portals. 

Swipe stations can be set up on a laptop or iPad and used by employees to check in and out of a location or a building.

You will need to set up the swipe stations and create a Staff Management login for each Station. Below will walk you through the steps:

To set up your Swipe Station go to Setup – Swipe Stations - List of Swipe Stations. Select “Add Swipe Station”. You will want to create a Code, give it a description (typically the name of where it will be located) and you will want to link which location the station will be connected to). 

Note: There is also an option to set up an Employee Portal Swipe Station. This was implemented during Covid so employees could swipe in when they logged in for the day in their portal accounts. 

User Interface Options:

Hide Banner: This will remove this section from the Swipe Station so a user cannot accidently log out.

Disable Search by Staff Name: makes it so they can only swipe in with their Staff ID, Swipe ID, SMID ID, and or SIS ID. 

    If this box is not checked, the staff will be able to search for their last name, when they press on “Check In/Out” the system will prompt them to enter their PIN which refers to their Swipe Pin Number. This is set on their Demographics screen

Note: If the staff member does not have a Swipe Pin Number set on their Demographics screen, the system will not ask them for a Pin. This would allow staff members to check in on behalf of others. 

Disable Keyboard: This will hide the option for them to type in a number or name. This is typically disabled if there is a separate keyboard connected to the laptop/iPad.

Disabled option checked

Disabled option unchecked

Enable Wake Lock Support (Attempt to keep the device from going into power saving mode): Will keep the user face from sleep mode/power saving mode.

Automatically hide the keyboard after a search: This will keep the keyboard visible until a search is run.

Override Background Color: You can pick the background color of the Swipe Station 

Swipe Station Message: You can display a message above the search bar. This can act as a way to put in directions about what data to search themselves with. 

Status Dialog Box Options:

Automatically Close Status Dialog After: This will keep the confirmation popup visible for the number of milliseconds entered in the box. We recommend at least 2500 milliseconds so the staff can confirm they have either checked in or out correctly.

Show Staff Photo During Check-in/Check-out: This will show the staff Photo that is connected to the staff's Demographic screen when checking in/out.

Start of Workday: This should be entered if your district plans on tracking staff who are tardy for the day. If the swipe station is used to track when a staff leaves a location throughout the day you can leave this blank. 

Send Tardy Swipe Email to Staff if Staff swipes in late: When checked, this will automatically email the staff member signing in if the time is later than the "Start of Workday" time.

Add Message to Tardy Swipe Email: If not checked, the system will automatically send out this email to tardy staff "You signed in after the start of the workday." The email will also list the Start of Workday time and under that will be the time they checked in. If you want to override the message that is displayed, you can enter it in the box.

Send Tardy Swipe Email to additional Emails: This is where you can add additional emails to be sent a copy of the staff members tardy emails. 

Error Dialog Box Options: 

Automatically Close Error Dialog After: If there is an error when a staff member is logging in the system will populate the error on a pop-up. We recommend at least 2500 milliseconds so the staff can confirm the error. 

Order in which to search database for ID:    

These IDs are coming from the Staff Demographic screen in Staff Management. 

If there is not a number value in the box, the staff will not be able to use that ID to swipe in. 

Only allow Active Staff to swipe: If a staff member is marked as Inactive, they will not be able to swipe in

Suppress Swipe Station Timestamps: This will only be visible on the staff Swipes screen. If checked, there will be no recorded time of them swiping in or out, you will only be able to see the Station used and the day

Employee Portal Options: 

Swipe Station Message: This should only be used if you are going to have the swipe station accessible in the staff portal. Keep in mind, that this will only let you know that a staff member has entered their portal  

account, not an actual location.

Note: Staff Members would need access to the "Swipe Station Tab" within their portals in order to use this Swipe Station

Setting up Logins for the Swipe Stations

If you have multiple swipe stations in 1 building, you will need a login for each laptop/iPad. They can be connected to the same swipe station but only one login should be used for each station that will be setup.

In Staff Management on the System - Users screen select "Add User"

Below is the typical setup for Swipe Stations: 

For the Security Section on the bottom, you will want to create a new Role called "Swipe Staton". This can be done on the System - Security - Roles screen. Select "Add Role".

Select "Assign Screens" and look for "Swipestation". This will be the only screen added for this role.

To add these roles to all the swipe stations, toggle back to the Swipe Users that were just created and on the bottom notecard where it says "Security" press "Assign Roles" and look for the swipestation role.

Reporting and Tracking

Every Staff member will have their own Swipes screen within their profile which will show a running log of their swipes 

Every Staff member will have access to their swipe log within their portal, if given access to the Attedance - Swipes screen.  

The "Swipe Tracking" report is another tool to show who has swiped in and out. If run by the Location, it will only pull based on the assigned Primary Location. If run by Swipe Station it will pull those who swiped in or out from that specific station. These parameters can be mixed and matched to pull the staff you are looking for.