PIN codes for staff

Organisation adminUnit admin

Every employee has their own four-digit PIN code. With it the employee unlocks the unit’s device, and every check-in, message and bulletin is recorded under their name. The employee needs no account or password to use the device.

Where does the PIN come from?

Knuut generates the PIN when the employee is added. It is not chosen by hand, and two employees in the same organization cannot have the same code. A manager can see the code in the browser version at any time.

Viewing a PIN

Where to find it:Employees›the employee's name›PIN code

1. Choose Employees on the left and open the employee’s page by clicking the name.
2. Press PIN code at the top of the page. The same item is in the row menu of the employee list.
3. The window shows the code in large digits. Close it with Close.

Organisation admins and Unit admins also see the codes on their phone in the Knuut app, on the Staffing tab when they open an employee’s details.

Handing the code to the employee

Employees cannot see their own PIN in the app. The manager tells them the code.

• Tell the code face to face, or show it from the browser window on the first working day.
• Do not send the codes as a shared list or pin them on a wall. The code is personal, and check-ins are made in its holder’s name.
• Ask the employee to try the code on the device right away, see below.

Deputies see their own PIN in the deputy app on the Profile tab and in the details of an accepted shift. Their code does not need to be delivered separately.

How the employee uses the code

1. Take the unit’s device. The screen says PIN code.
2. Type the four digits. The device unlocks right after the fourth digit.
3. On the Check-ins tab your own card is at the top. Press Check-in, then Check in. Children are checked in from the same view.
4. When you put the device down or open another app, the device returns to the PIN screen. The next check-in starts with the code again.

If the code is wrong, the device vibrates and shows Invalid PIN code. The digits clear and the code can be entered again.

Do not press Sign Out

The Sign Out button on the PIN screen and the sign out on the Settings tab sign out the whole device, not just the employee. The device then asks for the device account’s username and password. The employee never needs to sign out: the device locks by itself.

Giving a new code

Change the code if the employee has forgotten it or someone else has learned it. Open the PIN code window and press New PIN. Knuut generates a new code right away, and the old one stops working at the same moment. Tell the employee the new code.

When an employee leaves, remove them from the employee list. A removed employee’s code no longer unlocks the device.

Good to know

The code can be tried on the device without limit, and a wrong code does not lock the device. That is why the device belongs in staff areas and the codes only with their holders.