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Employee Kiosk

A tile-by-tile guide to Employee Kiosk: clocking in/out, leave, timesheets, documents and more.

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Written by Luvelo Support

Employee Kiosk is a self-service application that lets you clock in and out of your shifts and manage your own work admin including your leave, timesheets, pay slips, documents and everyday requests. It runs on dedicated devices mounted at kiosk stations around the organisation, so you don't need your own device to use it.

Before You Start

Before you can use Employee Kiosk, you will need the following:

  1. Access to a pre-configured employee kiosk station that has the Employee Kiosk application installed and an active internet connection via mobile data or Wi-Fi.

  2. Be an active employee.

Log in to Employee Kiosk

  1. On the kiosk device’s screen, use the dropdown to find your name by searching for it or enter your UID. Then tap your name to select it.

  2. In order to verify your identity, tap to take a picture of yourself or allow the system to capture your face. This confirms if it is really you and prevents anyone else from using your account.

    NOTE: To avoid common facial recognition errors, ensure the following:

    • The camera lens is clean.

    • You are the only one in the camera view.

    • You are looking directly into the camera lens.

    • The background lighting is sufficient.

  3. Once successfully validated and signed in, you will land on the Employee Kiosk home screen. Your name and employee number are displayed at the top of the screen, and everything you can do in the app is laid out as a grid of tiles below.

    NOTE: If sign-in fails with a connection timeout or an error message, tap the message to close it, then tap the refresh icon in the top right corner of the screen to reload the application and try again from step 1. If it keeps failing, the device's connection may be weak; swipe down from the top right of the screen to open Control Centre and switch between Wi-Fi and Mobile Data.

Luvelo Employee Kiosk Tiles at a Glance

The following is a list of the available tiles found on the homepage of Employee Kiosk and their capabilities:

  • Clock In & Out: Record the start and end of your shift.

  • View Documents: Find and view personal documents Luvelo holds for you in one place, including payslips, tax documents, contracts, task document revisions and completed forms. It replaces the former Payslip & P.A.Y.E tile.

  • Request Leave: Submit a leave request and check the status of past requests.

  • Document Sick Note: Submit a sick note with supporting documents.

  • Timesheets: Review and acknowledge your recorded hours per pay period or submit a correction.

  • Declare Relationship: Read the Relationship Policy, declare relationships and sign.

  • Forms: Submit a form, and see forms that are due from you.

  • Reset Password: Reset your own sign-in password.

  • App Role Request: Request access to a Luvelo application role.

  • Update My Phone: Update your personal and work phone numbers; your personal number is where One-Time PINs sent by Luvelo will reach you.

  • Loans and Withdrawals: View your loans or submit a new loan request.

  • Job Description: Read your current job description.

Follow the step-by-step guides below to complete tasks in each tile.

Clock In & Out

To clock in:

  1. On the home screen, tap the Clock In & Out tile.

  2. Your assigned shifts for the week are displayed. You can only clock in or out on today's shift. Tap Clock In on today's shift.

  3. Tap Finish to complete the clock-in.

To clock out:

  1. On the home screen, tap the Clock In & Out tile.

  2. Tap Clock Out on today's shift. If you have already clocked in, Clock Out is the only option shown.

  3. The Log Time Worked screen displays the hours you have worked today. Review your Time Allocations and adjust them if needed, so they accurately reflect the work you did that day, then tap Save.

  4. On the Shift Summary screen, review your scheduled and actual clock-in and clock-out times for today, and the total hours worked since the current pay period began. If you are satisfied with the summary, tap Acknowledge Timesheet to complete the clock-out.

    NOTE: If you would like adjustments made to the clock-in and clock-out times, tap Timesheet Correction, and follow the steps in the Timesheets: To submit a timesheet correction section later in this article.

View Documents

  1. On the home screen, tap on the View Documents tile.

  2. Tap the Select Document Type dropdown and choose the type of document you are looking for:

    • Payslips: your pay records, listed by period

    • Tax Document: your P.A.Y.E and related tax statements

    • Contract: your employment and performance contracts

    • Forms: copies of forms you have already completed and submitted

    • Task Document Revision: updated versions of documents tied to your tasks

  3. The documents of the type you selected are listed, each showing its name and the period it covers. Tap the download icon next to the document you want to open.

    For Payslips, Tax Documents and Contracts, a One-Time PIN (OTP) is sent to your personal phone number. Enter the OTP to be able to view your selected document.

    Forms shown here are forms you have already submitted. To submit a new form, or to see forms that are due from you, use the Forms tile on the kiosk home screen.

Request Leave

To check the status of previous requests:

  1. On the home screen, tap on the Request Leave tile.

  2. Your past requests are listed, each showing a status label (Waiting, Approved or Declined) along with the date you submitted, the dates requested, the number of days requested and whether a leave penalty applies.

  3. Use the filter icon in the top right corner to narrow the list.

  4. Tap on the dropdown list and select the leave request state you wish to filter for.

    Alternatively, you may filter by the leave date.

To submit a leave request:

  1. Tap the + icon in the top right corner of the Request Day Off screen.

  2. Select your Leave Type, then enter the Start Date of Leave, End Date of Leave and a Leave Reason.

  3. Once all details are filled in correctly, tap Submit.

Document Sick Note

  1. On the home screen, tap on the Document Sick Note tile.

  2. The Sick Note screen will display previous sick notes you submitted with their status. Tap the + icon in the top right corner of the Sick Note screen.

  3. On the New Sick Note screen, provide the following before tapping Submit:

    • Start Date and End Date Of Sick Leave

    • A reason

    • Attachment of verifying documents (e.g. Sick Note)

Timesheets

To view your timesheets:

  1. On the home screen, tap on the Timesheets tile.

  2. Tap the Select pay period dropdown and choose the period you want to view. Pay periods run from the 21st of one month to the 20th of the next.

  3. Your recorded shifts for that period are listed.

To acknowledge a timesheet:

  1. For a shift in the pay period you selected, review and confirm that the recorded times and time allocation(s) are correct, then click Acknowledge.

  2. A confirmation message appears. Click OK to proceed, or Cancel to go back.

  3. The status label changes to Employee Acknowledged, showing the date and time you acknowledged it. Your manager's acknowledgement remains pending until they have reviewed and acknowledged the shift.

To submit a timesheet correction:

  1. Locate the shift in question and tap Correction.

  2. Choose what needs to change under Time to adjust (for example, Clock In & Clock Out), then provide the following before tapping Submit:

    • The actual start time and/or Actual end time

    • Reason for correction

    • Time allocations for accurate distribution of working hours

  3. Once submitted, your correction goes to a Timesheet Administrator for review, and you can check back to see whether it is pending, approved or declined.

Declare Relationship

  1. On the home screen, tap on the Declare Relationship tile.

  2. Read the Relationship Policy shown on the screen.

  3. Tap Update Relationships to add or amend the relationships you are declaring, and provide the necessary details before tapping Add Relationship.

  4. Click Acknowledge & Sign to sign the declaration.

  5. Once signed, the screen will show the date and time you signed.

Forms

  1. On the home screen, tap on the Forms tile.

  2. On the Forms page, two tabs are displayed, namely the Forms Available tab, from which you may access the full list of organisational forms you can submit at any time, and the Forms Due tab, in which forms that have been assigned to you to complete and are still outstanding will be displayed. Choose the applicable tab containing the form you need to submit.

  3. Tap the Search forms available dropdown and either scroll the list or type the form name in the Search Forms box.

  4. Select the form you want to complete.

  5. Fill in the fields on the form correctly before tapping Submit. Each form asks for different information, and required fields are marked with an asterisk (*).

  6. Once submitted, a copy of the form is stored under the View Documents tile, under the Forms document type.

Reset Password

  1. On the home screen, tap on the Reset Password tile.

  2. Enter the One-Time Pin (OTP) sent to your personal phone number before tapping Submit.

  3. Enter your New Password and Confirm New Password, ensuring to follow the password requirements shown before tapping Submit.

Request App Role

  1. On the home screen, tap on the App Role Request tile.

  2. The Application Role Requests screen will display past role requests, with their approval statuses. Tap on the + icon to submit a new request.

  3. Use the search bar to find the application before tapping on the > icon next to it.

  4. Go through the list of available roles for your selected application. Once you have located the role you need, tap on the > icon next to it.

  5. Provide a reason for needing the role before tapping Request Permission. This request will be sent to the relevant approver for review.

Update My Phone

  1. On the home screen, tap on the Update My Phone tile.

  2. Enter or amend your Personal Phone number (required) and your Work Phone number before tapping Update.

Loans and Withdrawals

  1. Tap on the Loans and Withdrawals tile to view any loans recorded against you.

  2. A One-Time PIN (OTP) is sent to your personal phone number. Enter the OTP to be able to view your loans.

  3. The My Loans and Withdrawals screen will display past or active loans. To request a new loan, tap on the + icon.

  4. Provide the correct details for your loan request, before tapping Submit.

Job Description

  1. On the home screen, tap on the Job Description tile.

  2. Your current job description is displayed, including your position name, purpose of position, key responsibilities, minimum requirements, key competencies, experience required, key performance areas and the date you acknowledged the job description.

Signing Out

Employee Kiosk signs you out automatically once you have completed a task, and the system returns to the home screen ready for the next person. This keeps your information private on a shared device. If you need to do something else, simply select your name again in the dropdown.

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