Part 2 · For administratorsAdministrator guide

4Hardware at a glance

5First boot and network setup

The terminal ships ready to use. Mount it, connect power, and it boots into the pairing screen (“UNPAIRED” in the footer) — the device is waiting to be connected to your HR.Click instance.

Ethernet

Plug in the cable — no configuration is needed. The terminal picks up the network automatically.

Wi-Fi

Tap Wi-Fi setup on the pairing screen (if the terminal has no network at all, this screen opens by itself). Pick your network from the list, enter the password using the on-screen keyboard, and tap Connect.

6Pairing the terminal with HR.Click

Pairing links the physical device to your HR.Click instance and one of your offices. You will need the terminal in front of you and a browser session in HR.Click (role: administrator).

In the web app

1. Open Terminals in the sidebar and click Add terminal.
2. Enter a terminal name (e.g. LONDON-RECEPTION-1), choose the office it belongs to, and click Generate code.
3. The next screen shows everything the terminal needs: a QR code, a 6-digit PIN, and your instance address.
   • Embed Wi-Fi (optional): enter your Wi-Fi network name and password — they are encrypted into the QR code, and a freshly unboxed terminal will join the network automatically when it scans it. The password is never shown or sent in plain text.
   • Email it to myself: sends the QR code and instructions to your mailbox — handy when the person installing the terminal is somewhere else.

On the terminal

1. Scan the QR code shown in the web app (or emailed to you) — hold it up to the terminal’s camera. This is the fastest way: the address, PIN and (optionally) Wi-Fi are all in the code.
2. Or pair manually: tap Enter manually, type your instance address (e.g. https://yourcompany.hr.click), then the 6-digit PIN.
3. The terminal connects, confirms the instance address, and reports “Terminal is online”. The web wizard flips to Done on its own, and the new terminal appears in the fleet list.

After pairing the terminal automatically downloads the employee list for its office and starts reporting its status to the web every couple of minutes. It is now ready to enrol employees.

7Enrolling employees

Enrollment records an employee’s face template so the terminal can recognise them. It always happens on the terminal, with the employee present — faces cannot be enrolled from the web or from photos.

Before you start

• The employee must already exist in HR.Click and be assigned to the terminal’s office.
• The employee must have terminal access granted in their profile.
• The terminal must be online (enrollment and employee-list sync need connectivity).

On the terminal

1. Open the admin menu (section 8) and tap Enroll.
2. Pick the employee from the list — it shows everyone from this office who is not enrolled yet.
3. Hand the terminal over to the employee: they read the privacy consent on screen, in their language, and sign it with their finger. Enrollment cannot proceed without consent.
4. The employee looks at the camera; the capture takes a few seconds. Done — they can check in immediately, and the face works on every terminal in the same office (other terminals pick it up automatically).

Managing enrollments in the web

The Enrollments page in the sidebar lists everyone with a face on file, per office, together with their consent status. From here you can open the signed consent document, export the list, or remove an enrollment — this wipes the person’s face template from every terminal in the office (they would need to enrol again). The same list, per device, is available on each terminal’s Enrollments tab.

8The on-device admin menu

Opening it

Press and hold the ≡ button — the three-lines button above the screen, on the right — for about 5 seconds, until the admin authorisation screen appears. (A short press of the same button just shows the terminal info.)

Three ways to prove you’re an admin:

• Face — if you are enrolled and have admin rights, just look at the camera. You’ll see “Checking access…”, then the menu.
• 6-digit code — generated by an authenticator app on your phone (Google Authenticator or similar). Set it up once in the web app under Settings → Terminal — scan the QR with the app; from then on the app itself produces the code, and the same code works on all your terminals. The web page also shows the current code if you happen to have it open.
• 8-digit backup code — one-time emergency codes generated on the same settings page. Each code can be used once.

Both code methods are verified on the device itself, so they keep working even when the terminal has no internet at all.

What’s inside

The menu opens with a status card (online state, firmware version, enrolled count, today’s events). If something needs attention — a pending firmware update, a security lock, a fan problem — a banner with a one-tap action appears right under it.

9Managing terminals from the web

The Terminals page shows your whole fleet: which devices are online, how many faces are enrolled, and any alerts. A terminal is shown offline if it hasn’t reported for about 5 minutes.

Click a terminal to open its detail page:

• Overview — status, firmware (with an update badge when a new version is available), enrolled count, last seen; plus remote actions: Sync now, Collect logs (the terminal uploads its logs for support), Reboot, Update firmware, Rename, and — for support sessions — remote screen access (RustDesk) and SSH credentials.
• Live view — watch the terminal’s camera in near-real time (for checking placement and lighting). Streaming runs only while you keep the panel open, and every start is recorded in the audit log.
• Logs — recognition events, sync activity and errors.
• Enrollments — who this device can recognise (section 7).
• Thermal — temperature and fan history of the device.

10Software updates

Terminals update over the air. When a new firmware version is available you’ll see it in two places: an Update firmware button on the terminal’s page in the web, and an update banner in the on-device admin menu. Trigger it from either — the device downloads the update, verifies its signature, and applies it.

During the update the terminal shows a progress screen. Small updates finish in seconds; larger ones restart the device once and take a few minutes.

Do not unplug

Never cut power during an update. The terminal restarts by itself. If an update fails, the device rolls back to the previous version automatically and reports the failure to the web.

Updates never lose data: any check-ins waiting to be synced survive updates and reboots.

11Offline behaviour and data safety

• Check-ins work offline. If the internet or the server is unreachable (footer dot blinks yellow), the terminal keeps recognising enrolled employees and stores their punches locally, then delivers them automatically — with the original timestamps — once the connection returns.
• Nothing is silently dropped. If a delayed punch no longer fits (e.g. the person was meanwhile checked out in the web), it is saved as inactive and flagged for a time manager to review, instead of being discarded.
• What needs connectivity: enrolling new faces, syncing the employee list, and reporting status to the web. Day-to-day recognition does not.
• Time: the clock on the screen always shows the office timezone and is synchronised over the network.
• Biometrics are encrypted — the irreversible template is held, encrypted, both on the terminal and in HR.Click (which is how a newly enrolled face reaches every other terminal in the office); the signed consent is stored in HR.Click too. Deleting an enrollment (web → Enrollments) or removing the terminal wipes the templates.

12Troubleshooting

13Quick reference

HR.Click Face Terminal — User & Administrator Manual · v1.1 · August 2026. Product screens shown with sample data; names of persons are fictitious examples.