Time Kiosk for time tracking

With Gusto's Time Kiosk feature, admins with the required permissions can turn any company device that's connected to the internet into a central station for their team to clock in and out, track their time, and take breaks.

Important: Time Kiosk is available to customers on the Plus and Premium plans who use Time Tracking.

Employees and contractors can manage their tracked time and PIN settings from their Gusto account. Gusto Kiosk does not currently offer any functionality for employers or admins.

Set up and add team members to Time Kiosk

Make sure that time tracking is enabled before you begin Kiosk set-up

Sign in to Gusto.
Go to the Settings section.
Select the Customization tab.
Next to time tracking, choose edit.
Toggle to Enabled.
Select Save.

Set up time tracking using Time Kiosk for the first time

For your kiosk, we recommend using a dedicated device that does not contain any sensitive information. If this is not possible, make sure to secure any sensitive information on the device, since your team will be accessing it.

Go to the Time & Attendance section and select Time tracking.
Under "Manage Time Tracking," find the Kiosk tile and click Learn more.
Select Get Time Kiosk.
Enter the name of the kiosk, and click Save and Continue.
On the tablet or computer you want to set up as a kiosk, open a new web browser window and go to kiosk.gusto.com.
- If the device has not been set as an active kiosk, you'll see an 8-character code appear on the page.
Enter the 8-character code that appears on your device.
- If your code does not work, wait a few minutes and refresh the page on your kiosk device to get a new code. Codes expire every 5 minutes.
Choose Activate and finish.

Add team members to time tracking

All team members assigned to time tracking will automatically show up on your kiosk once the device has been activated.

If a person is missing from your kiosk, make sure they’ve been added to time tracking first:

Sign in to Gusto.
Go to the Time & Attendance section and select Time tracking.
Select Settings & policies, then find the table called People assigned to time tracking.
Click Add or remove people.
Find the name(s) of the people you want to add to Time tracking and Kiosk. Select each name to add them.
When you’re done adding people, click Save.
Their names should now show up on all your kiosk(s), and they can start clocking in and out from there.

Device requirements

Time Kiosk is accessible from nearly any internet-connected tablet, laptop, or desktop.

Supported devices

Any tablet or computer that has access to the internet is supported. The device must be online for the Time Kiosk to work.

When selecting a device, consider whether it'll have access to Wi-Fi. If not, choose a device that also has cellular internet capabilities.

Mobile devices with small screens are not supported at this time, as their resolution is too low. See the minimum resolution requirements below.

Minimum resolution requirements

Time Kiosk is optimized for 1024 × 768 pixel screens in portrait or landscape orientation.

If you cannot see the entire Kiosk screen, your device resolution might be set below a height of 500px. Be sure to set the resolution to a minimum of 900px wide by 600px high.

Minimum browser and OS requirements for tablets

Time Kiosk is a web app that supports the latest version and the two previous versions of the following browsers:

Chrome (Desktop, iOS, and Android)
Safari (Desktop and iOS)
Firefox
Edge

Your device’s Operating System (OS) must support the browser versions listed above. OS requirements:

iPad: iOS 8.0+
Android: OS 6.0+

Get your kiosk device ready for your team to use

Time Kiosk is a web app accessed from your device’s browser at kiosk.gusto.com. Make sure the kiosk device is online, and the browser is pointed to that URL every day for employees to clock in and out.

Bookmark the Kiosk URL

Time Kiosk will not automatically appear as an icon on your tablet’s home screen. Bookmark the URL kiosk.gusto.com for easy access, or save the Time Kiosk page as an icon on your tablet’s home screen like a regular app, following the instructions below.

For iPads

In your iPad’s browser, type kiosk.gusto.com.
Choose the download icon on the browser (square with arrow pointing up).
Select Add to Home Screen.
The Gusto icon should now appear on your home screen like other apps.

For Androids

Launch Chrome for Android on your tablet and type kiosk.gusto.com.
Click Menu (often represented by the icon with 3 dots).
Select Add to Home Screen.
Confirm or change the name, then select Add or Auto-add.
The Gusto icon should now appear on your home screen like other apps.

Hours logged from the kiosk will appear in team members' normal timesheets, tagged with the name of the kiosk they logged it from. Admins and managers will also be able to see their logged hours and kiosk location tag on the team members’ timesheets.

The first time a team member uses a kiosk, they'll be required to do a one-time setup of a personal 4-digit PIN to verify their identity before clocking in and out.

Kiosk placement tips

Place the kiosk somewhere easily accessible by your team when clocking in and out.
Keep the kiosk on premises at all times.
Secure any sensitive information on the device, since employees may be able to access it.

Set up additional devices as kiosks

Sign in to Gusto.
Go to the Time & Attendance section and select Time tracking.
Under "Manage Time Tracking," find the Time kiosk tile and click Manage kiosks.
Under Kiosk devices, select Add kiosk.
Enter the name of the kiosk, then click Next.
- Make sure this kiosk name is different from any other kiosk already set up.
On the tablet or computer you want to set up as a kiosk, open a new web browser window and go to kiosk.gusto.com.
- If the device has not been set as an active kiosk, you'll see an 8-character code appear on the page
Enter the 8-character code that appears on your device.
Click Activate and finish.

View, edit, and approve your team's hours

If you're a manager, head to this article to learn how to review and edit employee hours, or this article to learn how to sync hours for and pay your contractors.

For employees

Click the Time & Attendance section and select Time tracking.
In the "Open employee timesheets" section, select View for active pay periods or Review & sync for past pay periods.
- Only the first three open timesheets will display by default. If the timesheet you’re looking for is not visible, select View more.
- "Open Timesheets" are timesheets for pay periods where payroll has not been run yet. Once payroll has been run for a pay period, the timesheet will be removed from this list. To view past timesheets where payroll has already been run, click View timesheet history and select the pay period from the dropdown.
Employees' total hours will appear for review. Click View timesheet for additional detail about the time reported, or to make any edits.
- To make an edit:
  - Scroll to the day that needs hours changed and select Edit.
  - Make necessary edits.
  - Click Save.
Toggle to Approved when hours are confirmed. This can be done in the top-right corner of the employee pay period view, or from the main page.
- To approve all hours at once, click Approve All Timesheets on the top-right of the "My Team's Hours" page.
- View edits made to an employee's hours by scrolling to the bottom of the pay period's hours and clicking the "Version history" drop-down.
- Important:
  - You must approve hours before they can sync to payroll. Unapproved hours will not sync.
  - Approving hours will prevent any further editing by everyone, including employees, managers, and admins.
Select Sync hours to payroll when all hours have been confirmed and approved.
- You must approve hours before they can sync to payroll. Unapproved hours will not sync.
- You can continue to sync hours until payroll has been run.
- To change approved hours in Time tracking, you must un-approve the hours, edit them, and then re-approve them. Edited hours can be re-synced, and the new value will overwrite the old value in payroll.
- Synced hours will automatically be reflected in the workweek breakdown by workweek when required.
- You have two ways to sync approved timesheets to Payroll:
  - Click Sync hours to payroll or Sync hours and go to payroll.
  - If you have permissions to run payroll, click Sync hours from approved timesheets from the alerts on the top.

When you go to run payroll, all employees' synced hours will appear. If you need to edit hours from the Run Payroll screen, you can do so, but they will not be updated in the time tracking log for you or the employee.

For contractors

Click the Time & Attendance section and select Time tracking.
Scroll to the "Contractor timesheets" section.
Click Review & sync.
Click View timesheet to review the hours or make any changes.
Once reviewed and approved, click sync hours to payments.
- This will save the hours reported by your contractors, and sync it to your Pay contractors tab.
Click Pay and select Pay contractors to process payment(s).
From the "Pay domestic contractors" tile, click Create Payment.
Select the pay date—you can select the present date or one in the future.
- The default date shows the earliest pay day for direct deposits.
If you have multiple bank accounts set up, select which bank account you'd like to process payroll from.
Click + Enter payment to submit wages and/or reimbursements (if applicable), and invoice number—minutes worked should be entered as a decimal percentage of hour (ex. 1 hr 15 minutes is entered as 1.25 hrs).
- Optional: Click Add Memo to leave a small message on the payment.
Click Continue to review the payment.
Verify the total amount and click Submit payments, or Go back if you need to make changes.
If your payments need to be made by check, you’ll be taken to a page that confirms the amount you need to pay the contractor. Once you’ve written the check, click Finish Payment.

Set up a PIN for your workers

Employees and contractors can set up their PIN settings from their Gusto account or on the Time Kiosk.

If desired, admins or managers can help employees set up their PIN for the first time on the Time Kiosk.

Set up a PIN for your workers

On the device that's been set up as a Time Kiosk, go to kiosk.gusto.com.
Find the worker’s name on the Time Kiosk entry screen by scrolling or using the search bar and select their name.
Enter a custom 4-digit PIN for that worker.
Re-enter the PIN on the next screen to confirm.
- The worker’s PIN will be immediately updated across all Time Kiosks.

Admins and managers cannot change or see a worker’s PIN after it’s been set up, since employees and contractors can manage their PIN settings from their Gusto account or on the Time Kiosk.

FAQs

Q: Will the Kiosk also work with our project/job tracking features for employees assigned to projects and/or employees with multiple jobs?

A: Employees can track by project on kiosk, but contractors are not currently able to. Employees assigned to multiple jobs can use the kiosk to track time by job title. Project tracking is also available on Kiosk.

Q: Will Gusto provide devices (ex. tablets) for Kiosk for employers to use?

A: No, employers must provide their own internet-connected company device(s) to be used as a time tracking Kiosk for employees to clock in and out.

Q: Why am I getting an error on my Kiosk?

A: If you're no longer able to see your Kiosk home screen, it's likely a data storage issue. We recommend clearing your cookies and local data storage and/or cache.

Q: Why can I not see the entire Kiosk screen? What are the minimum resolution requirements?

A: Your device resolution might be set below a height of 500px. Be sure to set the resolution to a minimum of 900px wide by 600px high.

Q: Can the company restrict team members to only clocking in with Kiosk, completely restricting desktop/app clock-ins?

A: For employees, yes, but for contractors, no. Timesheet settings allow admins to restrict employees' clocking in/out to specific devices, including only allowing clocking in/out on Kiosk. However, because contractors are in a different legal category than employees, their use of different clock-in options cannot be restricted.

Q: Will my contractors have access to the same functionality as my employees?

A: No, due to the legal differences between employees and contractors. Your contractors may clock in/out on the kiosk for the sake of convenience, but you cannot restrict or require them to do so. Contractors also do not have designated pre-defined breaks, and instead can clock out at any time for any duration of time.