Skip to main content

Kiosk Passcodes

A kiosk is a shared tablet at one of your sites, where staff sign in with a 6-digit passcode to clock in and out (with StaffBrik) and work through checklists (with SafetyBrik). An owner or admin pairs each kiosk to a site. This page explains how passcodes work and how to manage them.

Setting a Passcode​

Passcodes are managed from each employee's profile. Owners and admins see a Kiosk access card there, showing whether the person has a code and when it was last set.

  1. Go to StaffBrik > Team and open the employee. If your business doesn't have StaffBrik (for example, you use SafetyBrik on its own), open the Employees page in the sidebar and edit the person instead: the Kiosk access card is in the edit dialog.
  2. On the Kiosk access card, click Set passcode (or Reset passcode if they already have one).
  3. Choose Generate automatically for a random 6-digit code (recommended, as it is harder to guess), or Enter manually to type a 6-digit code of your choosing.
  4. Click Set passcode.

The code is shown once, with a Copy button. Share it with the employee securely: it will not be shown again. If they forget it, reset it to issue a new one.

To take kiosk access away, click Remove on the card. The employee can no longer sign in at any kiosk until you set a new code.

On the Employees page, the card appears once someone has been added. When you add a new person there, the dialog says "You can give them a kiosk passcode once they're added." Save them, then edit them to set the code. Only owners and admins can set, reset or remove a passcode.

In a business without StaffBrik the kiosk is for checklists: there is no clock-in tile, and the sign-in tile says the passcode is for filling a checklist. In a business without SafetyBrik it is the other way round: the kiosk is for clocking in and out only, with no Checklists tile or Allergens screen, and the sign-in tile says the passcode is for clocking in or out. If a business has neither (both switched off since the tablet was paired), the sign-in tile says so, and anyone still clocked in can sign in to clock out. See Kiosk Devices.

info

If the card cannot load someone's kiosk status, it says "Could not load kiosk status" with a Retry button, and every action is switched off until it loads. That way nobody sets a new code over one the employee is already using.

One Code, Any of Your Kiosks​

A passcode works on every kiosk your business has, not just the one at the person's own site. Someone who usually works at your town-centre cafe can sign in on the kiosk at your bakery when they cover a shift there.

Whatever happens at a kiosk is recorded at the kiosk's own site. A clock-in or a checklist completed on the bakery kiosk is recorded against the bakery, whichever site the person normally works at. Staff do not need a primary location to have a passcode.

Hours follow the rota, though. If someone rostered at the cafe clocks in on the bakery kiosk for that shift, the hours appear on the cafe's timesheet and payroll CSV, because it was the cafe's shift they worked. A clock-in with no shift on the rota counts at the kiosk's site. See Timesheets and Attendance Flags.

Codes Are Unique Across Your Business​

Because any code works at any of your kiosks, no two people in your business can hold the same code. If you type a code that someone else already has, Brikly refuses it with "That code is already used by someone in your business. Choose another." Generated codes are always free.

Archived staff keep their code reserved. They cannot sign in at a kiosk while they are archived, but nobody else can be given their code, and it works again if you restore them. Their Kiosk access card is read-only until then.

Archiving takes effect on the kiosk's next request. If the person is signed in on a kiosk at the moment you archive them, they cannot carry on: their next tap is refused.

caution

Before codes were unique across a business, two people at different sites could have been given the same code. A code shared like that no longer signs either of them in, because Brikly will never guess who is at the keypad. If someone's code has stopped working, reset it from their profile (or from the Employees page, without StaffBrik).

Wrong Codes and Lockout​

To stop someone guessing codes at the keypad, a kiosk locks itself after repeated wrong codes:

  • A wrong code shows Incorrect passcode and the keypad shakes. The person can try again.
  • Five wrong codes within 60 seconds lock that kiosk for 30 seconds. The keypad reads "Too many attempts. Try again in 30 seconds." and counts down until it can be used again. Only wrong codes since the kiosk's last successful sign-in count.
  • The lockout only affects that one kiosk. Your other kiosks carry on as normal.

A kiosk that receives an unusually large number of sign-in attempts in a minute is paused in the same way. Normal use never comes close.

Not every failed sign-in is a wrong code. If the tablet has no connection, the keypad says "Can't reach Brikly. Check the Wi-Fi and try again.", and if something goes wrong on Brikly's side it says "Something went wrong. Try again." Neither shakes the keypad or counts towards the lockout, so check the Wi-Fi rather than resetting the person's code.