Clock in or out with SmartHub

Start from: SmartHub app

Logging into SmartHub

To access SmartHub, employees must enter their credentials using one of the available methods:

Employee ID + Access Code: Enter your Employee ID and Access Code in the single entry field.

Fingerprint: Place your finger on the fingerprint reader.
Magnetic card: Place your card on the reader.
One-time device code: Enter the one-time code shown on the SmartHub/POS screen into the Mapal OS login prompt. This allows you to authenticate quickly on shared devices without typing a full password.

Note: If this is your first time using SmartHub, your manager may need to set up your time & attendance sign-in codes.

Clocking in (starting your shift) with SmartHub

Select the Start Shift option.
If the employee is eligible for more than one workstation, choose which one you will perform during the shift.

The tool records the employee's entry time and closes, allowing another employee to log in next.

Clocking out (ending your shift) with SmartHub

Select the End Shift option.

The system does not request a specific position; it simply records that your shift has ended.

Clock in breaks with SmartHub

Start from: SmartHub app.

Log In using the sign-in code assigned. It can be your PIN code, Fingerprint, ID card, or a one-time device code.

Note: To manage the sign-in codes for a new employee, see Manage employee time & attendance sign-in codes with SmartHub.

After logging in, the system identifies various available options when working in shifts:
- View Shifts
- Change Workstation
- Break
- Clock out
Select Break. The tool displays a list of possible breaks the employee can take according to their shift presets.
Choose the type of break from the list and select Accept.

Once the break is over, log back into the tool and select End Break.

Change workstation during a shift

Start from: the Smarthub main screen.

Log in to Smarthub.
Clock into start your shift.

Select the Change workstation button on the screen.

Select the right workstation for the shift.
Select Accept.

The tool will then record the time at which the workstation change was made, which will then be visible in the action timeline.

See View the stock timeline in Smarthub to learn more about viewing this timeline.

Completing surveys in Smarthub

Start from: The main screen of Smarthub.

Clock in or clock out.

Notes: The operator can configure the survey to be displayed when clocking in or out.

Answer the questions one by one with the options presented to you.

Notes: You can navigate through the questions using the Previous and Next buttons.

Once you have completed the questions, you can either exit the system or return to the home screen, depending on the survey configuration.

View the action timeline in Smarthub

Start from: The main Smarthub screen.

Log in to Smarthub.
Clock in to start your shift.

Once the shift is in progress, select the View shift button.
A window will open that will show you the timeline with the actions you have performed during the shift, which can be clock ins, clock outs, breaks and workstation changes.

Note: You can view the timeline in Timeline (graphic) form and in List form.

Alerts in Smarthub

Start from: The Smarthub main page.

In Smarthub, alerts are generated when specific rules are violated, such as exceeding the maximum allowed work time or not meeting the minimum rest time between shifts.

To configure alerts:

Clock in or out.
The following screen will be displayed:

Select View details to get information about the nature of the alert.

The alert may require authorization from a manager or from a user with the authority to manage alerts. A user with appropriate permissions must initially log in to approve or reject the alert.

After granting authorization, the tool closes and remains inactive until it is invoked again for subsequent actions by other employees.

Offline mode in Smarthub

Start from: The main screen of Smarthub.

Select Settings from the drop-down navigation menu on the left of Smarthub.

Notes: Only users with roles that allow access to the settings screen will be able to access this option.

When entering credentials, you must enable the Offline mode active without internet connection switch.

Once the offline mode switch is enabled on the Smarthub settings screen, it will be ready to switch between offline and online modes depending on the internet connection status.

When offline mode is enabled

If Smarthub has an internet connection, it operates as if the switch is disabled and also downloads the following information at specified intervals:
- Fingerprint IDs, magnetic card information and PINs
- Workstation IDs
- Break schedules

When Smarthub loses connection, only actions related to employees are available, such as clocking in/out, managing breaks and changing workstations. The connection icon changes from green to red or orange, depending on the type of connection issue.

A message is displayed on the main screen indicating that Smarthub has switched to offline mode.

Once the internet connection is restored, actions performed while offline are automatically uploaded to the server.

Important recommendations

Keep in mind that although offline mode is a viable solution, you should explore other options before using it directly.

If your case is:

I have a stable internet connection: Use Smarthub with the offline mode switch disabled.
I experience occasional interruptions or micro-outages in the internet connection: Use Smarthub's enhanced connection retry functionality. This will allow you to work smoothly with Smarthub's offline mode disabled.
I experience prolonged internet outages and my employees use GIR Staff: The dynamic QR code on the Smarthub home screen can work without an internet connection. We recommend instructing your employees to use Gir Staff to log in using the QR code when there is no internet connection.
I experience prolonged internet outages and my employees do not use GIR Staff: It is recommended to enable the Smarthub offline mode switch.

Configuration options in Smarthub

Start from: The main Smarthub screen.

Accessing the configuration screens requires specific user permissions limited to administrators. When you try to access these screens, unlike other options within the tool, you must provide an email address and a password.

Available actions

Login without PIN: When you log in to the system to clock in using your PIN, the tool can be configured as follows:
- Enter both your identification code and PIN.
- Only enter your identification code without the need for a PIN.

Notes: When this option is enabled, you will only need to enter your identification code to log in. To revert this setting, simply access the option and disable it.

Fingerprint backup: Enables fingerprint backup and creates an encrypted fingerprint file copy in the database (this copy is updated daily, overwriting the previous one).
- If the device is restarted, select Reset fingerprints to recover the saved copy without needing to re-register them.
- When moving the device to another site, select Format fingerprints to format the fingerprint file.

Notes: If the fingerprint is formatted without a prior backup, the data cannot be restored and the fingerprint must be registered again.

Offline mode: Enabling offline mode allows you to clock in even during connectivity loss. When connectivity is restored, the system uploads the clock-in record.
- To force the upload, select the Synchronization option.

Notes: If offline mode is disabled, the system will not allow clock-ins in case of connectivity loss.

Reset device: This option allows you to restart and reprovision the system.
Check for update: This function is used to check for and install any available updates.
Upload device log: The system keeps a log of actions, which can be useful for the support team in troubleshooting. With this action, the log is sent to the support team.
Synchronization: When offline mode is active, the Synchronization option is available. Although the device synchronizes as soon as it regains connectivity, this option allows you to manually trigger the synchronization of clock-in records accumulated during connectivity loss once connectivity is restored.
Credentials: You can enter your email address and password to restart your session before it expires.
Smarthub options - Kiosk mode: Enabling this option prevents you from exiting the application and accessing the device software.
Automatic suspension: The system can enter a power-saving mode for a period defined by you.

Register an employee on SmartHub

Start from: The SmartHub app.

Authorized user authentication

Registering an employee is a Restricted Access action and is only possible if the necessary permissions have been assigned from GIR to the user.

To perform this action, users are required to re-authenticate themselves in Smarthub. Depending on the hardware, they will encounter various methods of identification, including:

Employee ID + Access Code: Enter your Employee ID and Access Code in the field.

Note: If an error appears when entering the Access Code on the device, it may be due to the center not being enabled. There is the possibility to recover or change the code in case you don't remember it.

Fingerprint: place your finger on the fingerprint reader to activate the menu.
Magnetic card: Swipe the card directly through the reader. The card number must be registered in the Time & Attendance Control section in the employee's profile.

If everything is correct, the menu will be enabled; otherwise, an error message will appear indicating that it is incorrect or that the employee does not have the necessary permissions.

Employee Registration

Select Worker Registration from the SmartHub main menu.

In the Register Employee process, the following options will be available:

Add employee to a business unit

First and foremost, it's essential to enroll the employee in the specific center where you wish them to be able to clock in.

Select the employee's original work center.
After selecting the work center of origin, pick the respective employee from the dropdown menu.
Upon confirmation, the employee is granted the authorization to work in the designated center.

Register the employee's sign-in codes

Once assigned to a work center, configure the employee’s clock-in method(s):

Register fingerprint: Start the fingerprint registration process.
Register ID card: Assign a card to the employee.
Access Code: Assign an access code.

To successfully manage and register the sign-in codes for the new employee, see Manage employee time & attendance sign-in codes with SmartHub.

Supported languages

SmartHub is available in:

English
Spanish
French
Portuguese
Italian
German (Germany)
German (Switzerland)

Troubleshoot SmartHub

Start from: Anywhere on the SmartHub screen.

Locate the specific error to be resolved. In most cases, an error message will be displayed on the screen.
Take a screenshot of the error message or the specific problem to be solved.
Contact the SmartHub support team at [email protected] and send the screenshots you took.

The support team has remote access to the SmartHubs to perform checks and solve the problems you may be facing.

If a hardware failure is identified in the device, the team will provide you with a detailed explanation of the procedure to follow to resolve it.

POS version	Smarthub version