Enrolling a Member’s Face
Enrolment is a one-time, three-shot capture done on the Primary terminal with an internet connection. After enrolment, the member can clock in or out at any kiosk in the location, online or offline.
This is the page you should train your front-desk staff on most carefully, most “the app doesn’t recognise me” complaints trace back to a rushed enrolment.
Before you start
- You’re on the Primary terminal. Secondary terminals refuse to enrol; see Primary vs Secondary Terminals.
- The member exists in the dashboard. Add them at Members first if they don’t.
- Internet is connected. The captured face templates upload to the server before they’re committed locally. No connection → enrolment fails.
- Lighting is good. Even, frontal light. Avoid backlight (no windows behind the member’s head) and harsh side shadows.
- The member is ready. No sunglasses, no hat brim shading the eyes, no mask. If they wear glasses every day, enrol them with the glasses on.
- Administrator-controlled enrolment. Facial enrolment is handled exclusively by an administrator. To begin, tap the three-dot overflow icon in the top-right corner of the Members screen.
The three captures, done right
The app asks for three shots. These labels do not mean turn your head. The face recognition engine only accepts frontal faces, anything more than about 15° of head turn gets rejected. The three captures are variations on distance and expression while always facing the camera straight on.
| Capture | Distance | Expression | What the member does |
|---|---|---|---|
| FRONT | ~50 cm (a comfortable arm’s length) | Neutral | Looks straight at the camera. |
| FRONT | ~30 cm (a little closer) | Neutral | Steps in closer so the face fills more of the frame. Still facing forward. |
| FRONT | ~50 cm | Relaxed, slight smile allowed | Steps back to where they started. Looks straight ahead. |
If the member tries to turn their head left or right, the capture will reject with “Face not centred” or “Face not frontal”. Coach them to stay facing the camera and only change distance.
Step by step
- Open the overflow menu (⋮) on the kiosk home screen and tap Members.
- Tap the unenrolled member’s row. The app opens the Face Consent screen.
- Read the consent prompt to the member and tap I agree when they confirm. (NDPA compliance : see Privacy Policy.)
- The camera opens with the FRONT prompt on screen.
- The member stands about 50 cm from the camera, facing straight ahead. When the on-screen frame turns green, tap Capture.
- The app advances to the Second prompt. The member steps slightly closer. Capture.
- The app advances to the Third prompt. The member steps back to the original distance and relaxes. Capture.
- The app uploads the three templates. When the server confirms, the member is shown as Enrolled in the Members list.
When a capture is rejected
Common rejection messages and what they mean:
| Message | Cause | Fix |
|---|---|---|
| Face not centred | Face is off to one side of the frame. | Member should stand directly in front of the camera. |
| Face too small / Move closer | Member is too far from the camera. | Step in to about arm’s length. |
| Face too large / Move back | Member is too close. | Step back about 30 cm. |
| Face not frontal | Member is looking off-axis or has turned their head. | Look straight at the camera, don’t turn the head left/right or tilt up/down. |
| Image too dark / Too bright | Lighting is poor or there’s strong backlight. | Move so light is in front of the member, not behind. |
| Image blurry | Member moved during capture or camera couldn’t focus. | Stand still; tap the screen to refocus if your device supports it. |
| Captures too similar | Two consecutive captures looked identical. | Make sure FRONT and LEFT differ in distance; RIGHT differs in expression. |
The app waits about 600 ms between captures to prevent tap-spam, if you can’t tap Capture immediately, that’s why.
If enrolment fails completely
- Try one more time. Most failures clear with better lighting and a clearer pose.
- Try a different angle of the device. Glare on the screen, ceiling lights reflecting in glasses, and shadows from a hat brim are common silent failures.
- Check the internet. The upload step requires a working connection; without it the captures are discarded.
- Do not let someone else’s face be captured under this member’s profile. That breaks attendance accuracy and is treated as a security incident in the audit log. If a member genuinely can’t be enrolled, contact support.
Re-enrolling a member
Members change. Beards grow, beards go, glasses get bought, weight shifts, hairlines move. If a member’s daily verification rate drops noticeably, ask an admin to re-enrol them: open the overflow menu, tap Members, open the member’s row, and tap Re-enrol. The new templates replace the old ones.
Next
Enrolled members are ready for daily use — see Daily Clock-In & Clock-Out.