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How to Configure Employee Biometric Scanner Settings

Each employee can have individual biometric scanner settings, including their permission level, scanner group, and card number. These settings control how the employee interacts with your biometric scanner devices.

Prerequisites
  • Sync Employee with Biometrics device must be enabled in Settings > Devices (see How to Sync Employees with Biometric Devices).
Getting there
  1. Go to Employees in the main navigation.
  2. Select the employee you want to configure.
  3. Navigate to the User Access tab (or the Biometric Scanner tab if using the classic employee view).
  4. Find the Biometric Scanners section.
Settings explained

Biometric Scanner Permission

Controls the employee's access level on the biometric device. Select one of the following from the dropdown:

  • Employee — Standard access. The employee can clock in and out only.
  • Register — The employee can register new fingerprints or credentials on the device.
  • System Administrator — The employee can manage device settings and users.
  • Super Administrator — Full control over the device, including advanced configuration.

Tip: Most employees should be set to Employee. Only assign higher permission levels to staff who need to manage the device itself.

Biometric Scanner Group

  • Assigns the employee to a specific scanner group.
  • This field only appears if your company has employee sync enabled and more than two scanner groups configured.
  • Select the appropriate group from the dropdown.
  • Groups help organise employees across multiple scanners or locations.

Biometric Scanner Card No

  • Enter the employee's card number associated with the biometric device.
  • This is used when the scanner supports card-based identification (e.g., swipe cards alongside fingerprint scanning).
  • Leave blank if the employee uses fingerprint-only authentication.

Syncing the card number from the biometric scanner

When biometric scanner sync is enabled, a Sync button (circular arrow icon) appears next to the Biometric Scanner Card No field. This lets you pull the card number directly from the biometric device into Timecloud - no manual typing needed.

  • Click the Sync button to fetch the card number from the scanner.
  • If the employee has an RFID card enrolled on the biometric device, the card number is automatically populated.
  • If the card number is already up to date, you will see a confirmation message.
  • The Sync button is disabled while you have unsaved changes to the card number field. Save or discard your changes first.

Note: The employee must be enrolled on the biometric scanner for the sync to work. If the employee is not enrolled, you will see an error message.

Saving your changes
  1. After updating the settings, click Save.
  2. The changes will sync to the biometric device automatically (if sync is enabled).

Note: The Save button is only available after making changes. It is disabled for new employees that haven't been created yet.