--- title: "Set Up Staff Clock In/Out Transfer Options" slug: "set-up-staff-clock-in-out-transfer-options" updated: 2026-10-02T20:23:16Z published: 2026-10-02T20:23:16Z canonical: "www.procaresupport.com/set-up-staff-clock-in-out-transfer-options" --- > ## Documentation Index > Fetch the complete documentation index at: https://www.procaresupport.com/llms.txt > Use this file to discover all available pages before exploring further. # Set Up Staff Clock In/Out Transfer Options ![staffcenterg.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/staffcenterg.png) This article covers how to choose and set up a staff clock in/out method, add and manage time card entries from Procare Online and access staff attendance reports. Procare Online offers a range of solutions to help your center streamline staff clock-in/clock-out. Review the options below and decide which one works best for your center and staff. ## Initial Considerations Consider what your center needs to function efficiently, ensure compliance, and remain aligned with your policies and procedures. Review this checklist before deciding on your staff clock-in/out option. | ### Checklist | Description | | --- | --- | | **Time Zone** | To ensure Procare records the correct clock-in and clock-out times, confirm the time zone is set correctly in your school profile. Go to **School Settings** > **School Profile** > **Timezone**. | | **Ratio Monitoring** | When staff clock in/out and transfer rooms throughout the day, you can track ratios and set up ratio alerts to monitor them. ![link icon](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/link.svg) Learn more about [Student to Staff Ratio Alerts & Monitoring](https://www.procaresupport.com/procare-online/docs/student-to-staff-ratio-alerts-monitoring). | | **Live Room Status and Live Sign-In Feed** | Staff timecards are essential for the **Live Room Status** feature in the Procare Online > **Dashboard** and the **Live Sign-In Feed** in the Procare child care mobile app. The **Live Room Status** and **Live Sign-In Feed** display which staff members are currently logged into which classrooms, providing real-time visibility into classroom and staffing statuses. ![link icon](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/link.svg) Learn more about Procare Online [Dashboard](/procare-online/docs/dashboard-live-room-status). Learn more about Procare child care mobile app [Live Sign-In Feed](/procare-online/docs/live-room-status-on-mobile). | [Embedded content](https://www.youtube.com/embed/pvrgu4_byIo) ### **Room Visibility and Clock In/Clock Out** | Use [Room Visibility](https://www.procaresupport.com/procare-online/docs/assigning-rooms-to-staff) to control which rooms each staff member can clock in and out of. | - When a staff member has **No Access** to **Room Visibility**, they can only clock in, clock out or transfer within their assigned rooms. | | --- | --- | | Before using Procare to clock in/out: | - Make sure staff room assignments and **Room Visibility** are accurate. | ## **Choose a Staff Clock In/Out Transfer Method** Staff can clock in/out or transfer rooms one of three ways. Use the questions below to decide which fits your center. | How | Method | Staff Instructions | | --- | --- | --- | | Do you want your staff to clock in/out on their own devices? No Procare account or Procare child care mobile app is required. | [Method 1 - QR code](/procare-online/docs/set-up-staff-clock-in-out-transfer-options#method-1-qr-code) | Send your staff this [link](/procare-online/docs/staff-clock-in-out-transfer-staff-guide#signin-kiosk-clock-inout-and-transfer-qr-code) for instructions. | | Do you want your staff to clock in/out from your center’s device using their PIN? No Procare account or Procare child care mobile app required. | [Method 2 - Sign-In Kiosk from Center’s Device](/procare-online/docs/set-up-staff-clock-in-out-transfer-options#method-2-sign-in-kiosk-from-the-center-device) | Send your staff this [link](/procare-online/docs/staff-clock-in-out-transfer-staff-guide#signin-kiosk-clock-inout-and-transfer-center-device) for instructions. | | Do you want your staff to clock in/out from their mobile phone or use a classroom device? Procare account and Procare child care mobile app required. | [Method 3 - Staff Mobile Phone, Procare Account, Procare Child Care Mobile App](/procare-online/docs/set-up-staff-clock-in-out-transfer-options#method-3-staff-personal-mobile-phone-procare-account-and-procare-child-care-mobile-app) | Send your staff this [link](/procare-online/docs/staff-clock-in-out-transfer-staff-guide#staff-mobile-phone-procare-account-procare-child-care-mobile-app) for instructions. | > [!WARNING] > Staff Assigned Rooms > > All clock-in methods default to displaying the staff member's assigned room. The staff member can select a different room based on their [room assignment and Room Visibility permission](https://www.procaresupport.com/procare-online/docs/assigning-rooms-to-staff). #### **Method 1** - **QR Code** Staff clock in/out from their own mobile phone by scanning a QR code. No Procare account or Procare child care mobile app required. Use a QR code (Staff Contactless Check-In). Staff scans a QR code to clock in through Procare Online. | 1. Go to **School Settings > Settings.** 2. Enable **Contactless QR Scan** for **Staff.** Click ![tggloffon.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/tggloffon.png) to enable or ![tgglonoff.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/tgglonoff.png) turn off. 3. Click **Launch QR Kiosk**. | | --- | **Print and Post QR Code** 1. Click **Print QR Code.** 1. Post a paper copy for staff to scan or 2. Display the QR code on a monitor. 2. Staff scans the QR code with their mobile device and connects to Procare Online. 3. Staff enter their PIN. 4. Click **Clock-In/Out.** Transfers can be tracked in real-time. In the clock-in/out process, have staff click **Transfer to a different room** and select the new room. **Sign-In Kiosk** Set up a device, for example, a tablet with the **Sign-In Kiosk**. The window should look similar to this. Follow the instructions based on the window you see. | ![image.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/image-NE7Z0IDE.png) | ![pinonly.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/pinonly.png) | | --- | --- | #### Scan the QR Code - The staff member locates the QR code to scan, and holds the phone for the camera to read it. - They tap the code or #### Enter the PIN - They enter their PIN. 1. Select the room (optional). 2. Tap **Clock-In**. Transfers can be tracked in real-time. In the clock-in/out process, have staff click **Transfer to a different room** and select the new room. ![link icon](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/link.svg) Send this link to staff to learn [how to clock in/out with a QR code](/procare-online/docs/staff-clock-in-out-transfer-staff-guide#signin-kiosk-clock-inout-and-transfer-qr-code). #### **Method 2 - Sign-In Kiosk from Center Device** Staff clock in/out from the center’s device by using their PIN. No Procare account or Procare child care mobile app required. Use the Procare child care mobile app **Sign-In Kiosk** option on a device. The requirements are: - the admin first log into the device - staff must use their PIN | 1. Using a centrally located device, the admin must log into the Procare child care mobile app. 2. Select the **Sign-In Kiosk**. 3. Tap **Lock** ![lockc.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/lockc.png) if you want to prevent anyone from navigating away from the **Sign-In** screen. Any sign-in requires a password. 4. Staff enter their PIN. 5. Select the room (optional). 6. Tap **Clock-In**. | | --- | | Transfers can be tracked in real-time. In the clock-in/out process, have staff click **Transfer to a different room** and select the new room. | ![link icon](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/link.svg) Send this link to staff to learn [how to clock in/out with the Sign-In Kiosk and the center’s device](/procare-online/docs/staff-clock-in-out-transfer-staff-guide#signin-kiosk-clock-inout-and-transfer-center-device). #### Method 3 - Staff Mobile Phone, Procare Account, Procare Child Care Mobile App Staff clock in/out using their mobile phone by using their PIN. Procare account or Procare child care mobile app required. Use the Procare child care mobile app **Sign-In Kiosk** option on their personal device. They can sign in using their PIN: - on any device - regardless of staff access level 1. Contact Procare Customer Support via Tucker Chat and ask them to enable the **Allow Staff to Clock In/Out on Any Device** setting. 2. [Invite staff members](/procare-online/docs/staff-invites-sign-up) to Procare. 3. They will need to: 1. [sign up](/procare-online/docs/sign-up-for-a-procare-account) 2. [create their Procare account](/procare-online/docs/sign-up-for-a-procare-account) 3. install the Procare child care mobile app on their own device 4. log into the app 4. Verify they know where to find their PIN. 5. Train staff members how to: 1. use the **Sign-In Kiosk** in the Procare child care mobile app 2. enter their PIN to clock in/out or transfer rooms | Staff logs into the Procare child care mobile app. \| ![image.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/image-NE7Z0IDE.png) \| ![pinonly.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/pinonly.png) \| \| --- \| --- \| 1. Staff enter their PIN. 2. Select the room (optional). 3. Tap **Clock-In**. | | --- | | ![image.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/image-NE7Z0IDE.png) | ![pinonly.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/pinonly.png) | | Transfers can be tracked in real-time. In the clock-in/out process, have staff click **Transfer to a different room** and select the new room. | ![link icon](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/link.svg) Send this link to staff to learn [how to clock in/out with their mobile phone, Procare Acccount, Procare child care mobile app](/procare-online/docs/staff-clock-in-out-transfer-staff-guide#staff-mobile-phone-procare-account-procare-child-care-mobile-app) **Optional** **For any clock-in/out method - ask staff questions when clocking in/out** Set up a **Staff Kiosk Form** to ask staff questions when they clock in or out. You can add up to five questions, each multiple choice with single- or multi-select answers. | ![link icon](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/link.svg) Learn more about: - [creating or editing a Staff Kiosk Form](/procare-online/docs/staff-kiosk-forms) - [viewing responses from the form](/procare-online/docs/staff-kiosk-forms#viewing-kiosk-responses) | | --- | | | After selecting a staff clock-in/out option, complete the staff setup steps below. ## **Staff Setup** | ### **1. Add Staff** | | --- | | To clock in and out, staff must first be added to Procare Online — this generates the PIN linked to their profile. ![link icon](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/link.svg) Learn more about adding [staff to Procare Online](/procare-online/docs/add-edit-or-deactivate-staff-website). | | #### **No Procare Account Needed** | #### **Procare Account Needed** | | 1. Go to **Staff Management** > **Staff.** 2. Click **Add Staff**. 3. Enter **Name**. 4. Enter **Email Address**. 5. Do not check **Invite to Procare**. 6. Select **Role**. > [!WARNING] > Note > > After adding a staff member and email address, the **Invite** button is visible on the: > > - **Staff Management > Staff** dashboard and > - individual staff member profile > > Do not click **Invite**. > > > > If a staff does need a Procare account in the future you can always invite them to create an account. | To communicate with parents/guardians, send daily activities, log attendance, access lesson plans, etc., staff members must have a Procare account. But first you must [invite them to sign up for a Procare](https://www.procaresupport.com/procare-online/docs/staff-invites-sign-up) account. 1. Go to **Staff Management** > **Staff.** 2. Click A**dd Staff**. 3. Enter **Name**. 4. Enter **Email Address**. 5. Check **Invite to Procare**. 6. Select **Role**. 7. After adding a staff member and email address, the Invite button is visible on the S**taff Management** > **Staff** dashboard and/or on the individual staff member profile. Click **Invite**. ![link icon](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/link.svg) Learn more about [staff signing up for a Procare account](/procare-online/docs/sign-up-for-a-procare-account). | | ### 2. Provide a PIN to Staff | | --- | | Staff require a PIN to clock in/out or to transfer rooms. | | | **Staff Without a Procare Account** | **Staff With a Procare Account** | | | Staff can view their own PIN in the Procare child care mobile app if they have a Procare account. See [1. Add Staff - Add Procare Account](/procare-online/docs/staff-time-card#procare-account-needed) above. 1. Open the Procare child care mobile app. 2. Tap **Menu** ![menuappb.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/menuappb.png). 3. Tap **Edit Profile**. 4. Locate the PIN in the **Clock In-Out PIN** field. | | If the staff member does not have a Procare account you will need to provide their PIN. To locate their PIN in Procare Online: 1. Go to **Staff Management** > **Staff.** 2. Hover over the staff member's name to view their Kiosk PIN for clocking in/out. or 1. Click on their name. 2. Locate the PIN in the **Clock In-Out PIN** field. or 1. Go to **Reports** > **Reports Library** > **Management** > **Staff Detailed Report**. 2. In the report setup window, select **Clock In-Out PIN**. 3. Click **Generate Report**. 4. The report is generated as an XLS file. ![link icon](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/link.svg) Learn more about the [Staff Detailed Report](/procare-online/docs/management-reports#staff-detailed-report). | | If Procare Online does not automatically generate a PIN for a staff member, you can manually generate one. #### Create a PIN Manually or Assign a New PIN for Staff 1. Go to **Staff Management** > **Staff**. 2. Click the staff member's name. 3. Hover over the **Clock In-Out PIN** field. 4. Click **Edit** ![](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/edit - blue.svg). 5. Enter a 4-digit PIN. The PIN must be between 0001 and 0999, and cannot be the same as another staff member's PIN. 6. Click ![submit icon](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/submit.svg) to save. | ### **3. Set Up Staff Roles, Permissions, and Room Assignment** | | --- | | - Admin staff can clock in/out and transfer into any room. - Non-admin staff member with **No Access to Room Visibility** can clock in/out and transfer into the room(s) they are assigned to. | | **Checklist and Review** | | - Review your staff members' [roles and permissions](https://www.procaresupport.com/procare-online/docs/managing-staff-access-roles-permissions) to verify they have the correct access level. - Review your staff members' [room assignments](https://www.procaresupport.com/procare-online/docs/assigning-rooms-to-staff) to verify they have access to the correct room. > [!WARNING] > Note > > Room assignment also determines which parents/guardians a staff member can message — they can only message parents/guardians whose children are in the same room. | | ### **4. Timecard Access Options** | | --- | | > [!NOTE] > Important Note > > The **Staff Timecard** is available in Procare Online > **Staff Management** > **Timecard** only. It is not accessible in the Procare child care mobile app. Staff members do not need access to timecards to clock in/out or transfer rooms. Access to **Staff Timecard** allows a staff member to view all staff clock-in/out times, including days and hours attended. Depending on the access level granted, a staff member may also be able to edit clock-in/out and transfer records for all staff members. Review permissions carefully before granting this level of access. | | 1. To provide individual staff members with their timecard for review, generate the [Timecard Per Staff Report](https://www.procaresupport.com/procare-online/docs/clock-inout-staff-reports#timecard-per-staff-report). 2. For staff to view or manage timecards, you must assign the correct role and that role must include the permission for **Staff Timecard**. 1. Go to **School Settings > Roles & Permissions.** 2. Click on the role. 3. Locate **Staff Timecard**. | | | | | Role | Definition | | **No Access** | - Staff cannot view: - any information in **Staff Management** > **Timecard** - clock-in/out times or days/hours attended for any staff member, including themselves | | **Read** | - Staff can view: - all information in **Staff Management** > **Timecard** - clock-in/out times and days/hours attended for any staff member, including themselves | | **Full Access** | - Staff can: - view all information in **Staff Management** > **Timecard** - edit clock-in/out times, dates, and rooms for any staff member, including themselves - create clock-in/out records for any staff member, including themselves, and add a note to that record | ![link icon](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/link.svg) Learn more about [Managing Staff Access - Roles and Permissions](https://www.procaresupport.com/procare-online/docs/managing-staff-access-roles-permissions). Learn more about [User Roles & Permissions - Custom Roles](https://www.procaresupport.com/procare-online/docs/custom-roles-permissions)**.** | **Next Steps** | ![nxtstps.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/nxtstps.png) | | --- | --- | | - Continue with this article to [Add, View, Edit, Delete Staff Timecards](/procare-online/docs/clone-staff-time-card-part-2) | | - Provide this article to your [staff for clocking in/out and transfer room instructions](/procare-online/docs/staff-clock-in-out-transfer-staff-guide). | ## **Integrate with Gusto** Procare has partnered with [Gusto](https://gusto.com/) to provide even more features relating to staff and employee management, including payroll, benefits, W-2 forms, and other HR services. See [Integrating with Gusto](/procare-online/docs/integrating-with-gusto) to learn more! ![faq icon](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/faq.svg) ## **FAQ - Setup Staff Clock In/Out and Transfer** --- ****Why did a staff member get 'Staff Clock In-Out is enabled only for admin devices' when trying to clock in with their PIN on the Sign In Kiosk?**** This happens when the device being used is not logged in by an admin. It is a safeguard to prevent staff members from clocking in at any location using their own Procare account on a personal or unauthorized device. Here are a few ways to resolve this: - **Use a QR code** for staff clock-in/out instead of a PIN - **Set up a center device** in a central location that all staff can use to clock in - **Contact Procare Customer Support** to enable a setting that allows staff to clock in/out from any device See the [Choose a Staff Clock-In Method](/procare-online/docs/staff-time-card#choose-a-staff-clockin-method) above for more details on each option and which one fits your center best. ****What if I want staff members to clock in from a tablet in the classroom?**** If staff share a device or log in and out throughout the day on the same classroom tablet, the best options are: - **Enable the QR code** so staff can scan it with their own device to clock in - **Contact Procare Customer Support** via Tucker Chat and ask them to enable **Allow Staff to Clock In/Out on Any Device** See the [Choose a Staff Clock-In Method](/procare-online/docs/staff-time-card#choose-a-staff-clockin-method) section above for details on each method. ****Can staff clock in using the Contactless Curbside (GPS) method?**** No. The **Contactless Curbside (GPS)** method is for parents/guardians only. ****Can staff clock in/out and transfer rooms from a web browser?**** No. Staff cannot clock in/out or transfer rooms from a web browser. Based on what the center decides, the staff will use the Procare child care mobile app > **Sign-In Kiosk** or a QR code. See [Choose a Staff Clock In/Out Transfer Method](/procare-online/docs/staff-time-card#choose-a-staff-clockin-method) above. . ## Related - [Add, View, Edit and Delete Staff Timecards](/add-view-edit-delete-staff-timecards.md) - [Staff Clock In/Out and Transfer](/staff-clock-in-out-transfer-staff-guide.md)