Who Is This For?
StoreHub merchants and store managers who need to track employee attendance (clock in/out), enable face capture for attendance verification, require manager PIN for transaction approvals, view or print shift reports, or set up employee discounts on POS.
Overview
This article covers employee attendance, security, and related features on POS. You will learn how to clock in and out for attendance tracking, enable face capture for attendance verification, set up manager PIN requirements for manual transaction approvals, view and print shift reports, and offer employee discounts (automated via BackOffice or manual on POS).
Before You Begin
Employees must be added in BackOffice with a 4-digit PIN. Refer to this article for more details.
The POS register must be connected to the internet for clock in/out.
More than one employee can be clocked in at a time; only one can be signed in to make transactions at a time. See this article.
For face capture on Android: a compatible webcam must be purchased and plugged into the POS via USB.
For manager PIN approval: StoreHub POS app version 1.96.0 or above is required.
Step-by-Step Guide
Clock In and Clock Out (Attendance)
Clocking in and out tracks the time an employee starts and ends work. This is separate from opening and closing shifts.
Feature | What It Tracks |
Clock in/out | Employee working hours (attendance) |
Open/close shift | Transaction data, sales figures, refunds, cancelled orders (shift report) |
Clock In
1. On the POS register, tap 'Clock In/Out' if you have not logged in.
2. Enter your 4-digit PIN to record your attendance. A pop-up will confirm you have clocked in.
Clock Out
1. First, sign out of the register (tap the menu, then 'Sign Out').
2. Enter your 4-digit PIN again. A pop-up will confirm you have clocked out.
Enable Face Capture for Attendance Tracking
Face capture takes a photo of the employee when they clock in or out. This does not automatically recognise employees. Instead, merchants can review the captured images in BackOffice to verify attendance.
Enable in BackOffice
1. In your BackOffice, go to 'Settings', then tap 'Stores'.
2. Click on your store name, then go to the 'Cashier Access Control' tab.
3. Scroll down to the 'Security' section and toggle on 'Face Capture'.
4. Tap 'Save'.
Use Face Capture on iPad
1. When you launch the POS app, a prompt will explain the feature. Tap 'OK'.
2. Allow the app to access your device's camera when prompted.
3. The employee enters their 4-digit PIN.
Note:
If there is a camera issue, employees can tap 'Skip Face Capture' to clock in/out without a photo.
4. The camera will open for the employee to take a snapshot. The face capture is taken and the employee is clocked in.
Use Face Capture on Android
1. Plug a compatible webcam into your POS system via any available USB port.
Note:
Purchase a compatible webcam from the StoreHub merchandise store for your country (Malaysia, Philippines, or Thailand).
2. When you launch the POS app, a prompt will explain the feature. Tap 'OK'.
3. Allow the app to access the camera when prompted. Tap 'ALLOW'.
4. The employee enters their 4-digit PIN.
5. The camera will open. Tap 'Take Snapshot and Clock In/Out' to capture the photo. The employee is clocked in.
View Employee Face Capture Images in BackOffice
1. In your BackOffice, go to 'Employees', then tap 'Timesheets'.
2. Find the employee and tap 'View Image' to see their clock in/out photo in a new tab.
View and Print Shift Reports
Shift reports show sales figures, refunds, cancelled orders, and other transaction data for a shift.
View the Shift Report
1. Sign in to the POS app using your 4-digit PIN.
2. Tap the menu icon (three lines) on the top left, then tap 'Sales Report'.
3. You can view the Shift Report and Daily Report. Select the information you want on the left panel.
Print the Shift Report
The shift report can print automatically when you close a shift, or you can reprint it from the Sales Report page.
Auto-print on shift close:
1. In BackOffice, go to 'Settings', then tap 'Stores'. Click into your store.
2. Go to the 'Cashier Access Control' tab. Scroll to 'Print shift report after closing shift' and select 'Yes'.
Reprint from POS:
1. Go to the 'Sales Report' page in the POS menu.
2. Tap 'Print Shift Report'.
Require Manager PIN for Manual Transaction Approval
This feature ensures only managers can manually approve transactions for integrated payment options (GHL Terminal, DuitNow, QR Ph, PromptPay, etc.).
Enable in BackOffice
1. In your BackOffice, go to 'Settings'.
2. Tap 'Stores', then tap your store name. Go to the 'Cashier Access Control' tab.
3. Find the 'Manually Approve Transaction' setting and change it to 'Require Manager Access'.
4. Tap 'Save'. Then sync your POS register.
How It Works on POS
1. When a cashier tries to manually approve a transaction, the system will prompt them to 'Enter Manager PIN'.
Notes:
If a non-manager PIN is entered, a message will appear: 'Employee does not have manager access'.
If an incorrect PIN is entered, an error message will display.
If a manager is already signed in, they can approve without re-entering their PIN.
2. After the correct manager PIN is entered, add a note and reason for manual approval (this is required for audit purposes).
3. Enter a note and tap 'Confirm' to complete the approval.
Note:
We recommend including the payment reference number from the customer's payment app or bank confirmation in your note. This makes it easier to verify and trace the transaction later.
Check Manager Approvals in BackOffice
1. In your BackOffice, go to 'Offline Transactions' and tap the completed transaction.
2. The Activity Log will show both the cashier who performed the transaction and the manager who authorised the approval.
3. You can also check this under Employees, then Activity Log. The manager approval details appear in the description column.
Troubleshooting
Issue | Solution |
Clock in/out not working | Make sure the POS register is connected to the internet. |
Face capture camera not working | On iPad, allow camera access in device settings. On Android, make sure the webcam is plugged into a USB port and the app has camera permission. Employees can tap 'Skip Face Capture' to clock in/out without a photo. |
Shift report not printing automatically | In BackOffice, go to Settings, Stores, Cashier Access Control. Set 'Print shift report after closing shift' to Yes. |
Manager PIN prompt not appearing | Make sure 'Manually Approve Transaction' is set to 'Require Manager Access' in BackOffice. Update the POS app to version 1.96.0 or above. Sync the POS after changing settings. |
Non-manager employee able to approve transactions | The setting may be set to 'Any Cashier'. Change it to 'Require Manager Access' in BackOffice, then sync. |
FAQs
1. What is the difference between clocking in/out and opening/closing shifts?
Clocking in/out tracks when an employee starts and ends work (attendance). Opening/closing shifts is about the till and shift report (sales, refunds, cancelled orders).
2. Can more than one employee be clocked in at the same time?
Yes. Multiple employees can be clocked in, but only one can be signed in to make transactions at a time.
3. Where can I view employee timesheets?
In BackOffice, go to Employees, then Timesheets. You can view clock in/out times and face capture images.
4. Does face capture automatically recognise employees?
No. It captures a photo for merchants to review in BackOffice. It does not perform facial recognition.
5. What if the camera is not working during clock in/out?
Employees can tap 'Skip Face Capture' to clock in/out without taking a photo. Check your camera permissions or webcam connection.
6. Can I print a shift report without closing the shift?
No. Shift reports can only be printed after the shift is closed. Once you open a new shift, the previous shift report is no longer available on the POS. You can still view past shift reports in BackOffice under Reports.
7. Can any cashier approve manual transactions?
It depends on your setting. If set to 'Any Cashier', any employee can approve. If set to 'Require Manager Access', only a manager PIN will work.
8. Where can I see which manager approved a transaction?
In BackOffice, go to Offline Transactions and tap the transaction. The Activity Log shows both the cashier and the approving manager. You can also check under Employees, then Activity Log.
Need Help?
Contact StoreHub Support via live chat in your StoreHub app or email [email protected].
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