Managing Employees

Add, edit, and manage your team in PunchFlow.

Adding an employee

1. Go to Employees in the left sidebar
2. Click + Add Employee
3. Enter their name and set a 4-digit PIN
4. Optionally set: position, pay rate (hourly), and salary type
5. Click Save Employee

Employees don't need an email address or account. The PIN is all they need at the kiosk.

Editing an employee

1. Go to Employees
2. Click the employee's name or the Edit button
3. Update any fields and click Save

Resetting a PIN

1. Open the employee's edit page
2. Click Reset PIN
3. Enter and confirm the new 4-digit PIN
4. Save — the employee can use the new PIN at the kiosk immediately

Unlocking a locked account

After 5 failed PIN attempts, an employee account is locked for 15 minutes. To unlock it immediately, go to their employee edit page and click Unlock Account.

Setting pay rates

You can set an hourly rate on each employee profile. When the rate is set, PunchFlow calculates estimated pay for each shift and shows running pay totals in reports. Pay rates are stored as rate snapshots on each punch, so historical pay records are preserved if you update the rate later.

Recording pay runs

1. Click the employee name to open their profile
2. Scroll to the Payments section
3. Enter the amount paid and the date
4. Add an optional note (e.g., "Week ending 30 May")
5. Click Record Payment

The profile shows total hours worked, total earned, total paid, and outstanding balance.

Deactivating an employee

To deactivate an employee (e.g., they left), go to their edit page and click Archive Employee. Their time logs are preserved. Archived employees don't appear in the kiosk list. They can be restored at any time.