Every employee who clocks in at a kiosk needs a PIN. Because a PIN alone identifies the employee at the kiosk (they type it and the tablet knows who they are — no name list), each PIN is unique within the business. Payrollix handles that uniqueness for you.
Create a PIN for an employee
On the client's Time Clock page, find Employee kiosk PINs. Start typing an employee's name to find them — the list shows who already has a PIN and who doesn't. Then:
- Create PIN & email — Payrollix generates a guaranteed-unique PIN of the configured length and emails the employee. Use this for most people; you never have to think up a free PIN.
- Set manually — if you want a specific PIN, enter it. Payrollix rejects it and asks for another if it's already taken by someone at the business.
Either way, the employee is emailed automatically.
What the employee receives
The email tells the employee that their time-clock PIN is ready and asks them to log in to their Payrollix app or employee portal to view it. For security, the PIN itself is not included in the email. The employee finds it under Profile → Time-Clock PIN, where they can also change it.
Why we don't email the PIN
A kiosk PIN is what authorizes a punch, so we treat it like a credential: it's stored encrypted and shown only to the employee it belongs to. Putting it in an email — which can be forwarded or seen by others — would undercut that. Sending the employee to their own app keeps the PIN with the one person who should have it.
Changing the PIN length later
Switching the company between 4 and 6 digits (under Employee kiosk PINs) means existing PINs no longer match the new length, so they need to be re-created. Change the length before you hand out PINs, or plan to re-issue them afterward.
Seeing who's set up
The panel shows a running count — for example, "3 of 12 employees have a PIN set" — so you can tell at a glance who still needs one before their first shift at the kiosk.