How Clockgate works

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How Clockgate works

1. Overview

The Clockgate Attendance System integrates mobile app authentication (via Facekey), shift management, and employee tracking through a terminal-based QR code workflow.

It is designed to simplify attendance logging, reduce fraud, and give organizations full visibility over employee check-ins and check-outs.

2. Core Components

Terminal App (ScanQR)
  • Displays a QR code on a kiosk, tablet, or desktop screen.
  • Updates the QR code at fixed intervals for security.
  • Handles check-in/check-out session management.
Facekey Mobile App (Employee)
  • Employees scan the terminal QR code using the Facekey app.
  • The app authenticates employees via Facekey identity and face recognition.
  • Sends verified attendance data to the backend.
  • Receive checking attendance notification
Clockgate Back Office Portal (Admin)
  • Manage organization settings and teams
  • Manage shifts, holiday policies, and terminals.
  • Manage employees, users, and permissions.
  • Monitor employee timesheet (Present, Absent, Late).
  • Connect/disconnect employees with Facekey.
  • Access logs, error reports, and audit trails.

3. Step-by-Step Process Flow

A. Setup

1. Admin sets up teams and assigns team members.

2. Each member can connect directly to Facekey.

3. Terminal, shifts and policies are assigned to teams.

4. Terminal set up:

  • Admin registers terminal information (no limit per organization).
  • The system generates a Terminal ID and OTP for login.
  • Admin opens the Clockgate application, enters Terminal ID + OTP → the app begins displaying a live QR code.

5. Admin configures shift schedules in the Clockgate Portal.

  • Before assigning to a team, shifts must be created:
  • Shift Scheduling
  • Define working hours (e.g., 09:00–17:00).
  • Choose fixed or flexible shifts.
  • Apply to selected weekdays.
  • Reminders
  • Notify employees before a shift starts or after shift ends (configurable).
  • Grace Periods
  • Shift margin: early check-in buffer.
  • Late grace: buffer to avoid marking late.
  • Holiday Integration
  • Active holidays disable reminder..
  • Employees auto-marked as Holiday.
  • Overtime Rules
B. Employee Check-in / Check-out

1. Employee arrives at the terminal.

2. Opens the Facekey app and scans the QR code.

3. System validates:

  • QR session (session ID + terminal ID).
  • Employee authorization (organization, team, shift).
  • Face authentication (Facekey).

4. Results:

  • ✅ Success → marked “Present” in timesheet.
  • ❌ Failure (invalid employee, expired session) → displayed in “Other cases”.
  • ⏳ Pending → queued for retry (max handling time: 15 mins).

5. Note: Success/Failure results are displayed within 1 minute.

C. Real-time Updates
  • Terminal shows a live list of employees who checked in.
  • Failed/pending cases visible to admin.
  • Attendance synced in real time with backend.

4. Employee Management

Each employee is linked with a Facekey account.

Real-time attendance status: Present, Absent, Late.

Admin actions:

  • Connect to Facekey (activate attendance via Facekey).
  • Disconnect Facekey (disable account).
  • View employee details.
  • Remove employee from team or system.