NoahFace Shift: Setup Guide

Training Videos

Click on the images below to see a step by step guide to some common setup procedures.

Switch between Manual & Auto

Induction of Employees

Overview

This guide steps you through everything you need to know about setting up and using NoahFace Shift in your business.

Getting Started

Display
Clocking Options
Camera Tuning
Clocking Options
Operation
Recognition Tuning

Getting Started

Selecting your iPad

A minimum spec 9.7 inch iPad (32 Gb with Wifi only) is adequate for businesses with less than 500 staff at a work site. If you have more than 500 staff at a single work site, you may consider a 10.5 inch iPad Pro (64 Gb Wifi only).

Mounting your iPad

The iPad needs to be mounted at a location that staff will naturally pass as they enter and exit your work site. This may be in a staff room, or simply on the wall inside your staff entry door. It is also important that it is NOT directly facing a window or door, because variable light will impact the consistency of recognition.

The iPad should be mounted at a height where the average person can look at the screen, be seen by the front facing camera, and interact with it as required. Typically that means at a height of approximately 150 centimetres (5 feet) from the ground. It should also be mounted at a slight angle upwards, as this allows people of different heights to interact with it by standing slightly closer or further from the camera.

The iPad should be mounted in portrait mode (ie: vertically), with the front facing camera at the top and the power connector at the bottom. The iPad needs to be permanently charged, so an important consideration is the location of your power plugs.

We recommended iPad stands from Studio Proper.

Connecting to your WIFI

Under normal operation, NoahFace does not need or use an Internet connection, however, your iPad will need to be connected to your Wifi hotspot so that you can:
So, we do recommend that it is permanently connected to your Wifi.

Display

You can configure the NoahFace Shift display under Settings/Options as follows:

Site Name

For a single site business you should replace the site name with the name of your business.

Company Logo

You can replace the animated NoahFace logo with your own company logo. This can be either a static image (JPEG, PNG), an animated image (GIF), or a movie (MOV, MP4).

Clocking Options

Unplanned Shifts

If your business requires that all shifts be rostered in advance, the Allow Unplanned Shifts switch should be off. If your business allows unplanned shifts, this switch should be on.

Recording Breaks

If you don't want to record the actual break times, then set Allow Breaks After to 'Never'. If you want staff to clock out when they take a break (and clock back in when they return), then select a time after which they are allowed to take breaks. 

Identity Confirmation

Under normal operation NoahFace Shift automatically recognises staff using facial recognition, and there is no need to confirm staff identities. However, the very first time a new staff member approaches NoahFace Shift they will not be recognised, and they need to manually identify themselves. There are also some other rare circumstances where manual identification is required. To ensure that staff do not incorrectly identify themselves (accidentally or deliberately), you can require that they confirm their identity. This can be done by adjusting the Identity Confirmation setting to:
  • Require them to enter their Employee Number.
  • Require them to enter an Employee Passcode (or PIN).
  • Require them to have the supervisor enter their Passcode (or PIN).
By default, this option is set to None, which means that this extra confirmation step is not required.

Camera Tuning

Under Settings / Camera you can preview the video being captured by the iPad, make sure the height and angle are right, and make sure you have good brightness and contrast.

The Camera setting allows you to use the App with either the back or the front camera. If it is mounted in a fixed location and being controlled directly by staff, you should use the front camera. You would only ever use the back camera if the App was being used in a mobile environment and was being controlled by a supervisor.

The Brightness setting controls the brightness of the video feed, and indirectly impacts both the recognition performance and the quality of the clipped photos. Under normal lighting conditions the default setting should be adequate, but if you find that clipped faces are always too light or too dark, you can adjust this setting as appropriate.

When looking at the preview, you can easily see whether faces have good Contrast. If this example, the contrast is reasonable, but not great. This is because of the  strong light directly behind the subject. Facial recognition will still work with this level of backlight, but the results would not be optimal. That is, it may take longer to recognise someone, or they may need to move closer to the camera. You will be able to improve things a little by raising the brightness level, but in this sort of situation you might consider repositioning the iPad elsewhere (or the lights).

Managing Staff and Shifts

Staff Management

From the Staff tab, supervisors can:
  • Add staff.
  • View staff details.
  • Delete staff.
  • Import staff.
When viewing an individual staff member, supervisors can:
  • Update their details.
  • Update their avatar or photo.
  • Review their past shifts.
  • Manage their planned shifts.

Preferred Names are supported but are not required. You can leave the Preferred name empty if you want, and the First Name will be used instead.

Employee Numbers are used to allow you to match up your clocking data with your payroll system, especially if you have large numbers of staff. They are also necessary if you choose to use the Employee Number for identity confirmation.

Shift Management

From the Shifts tab, supervisors can view shifts by:

  • Daily
  • Weekly
  • Monthly
  • Pay Cycle.

In each of these views, you can navigate by swiping left or right, or by directly setting the date field. You can also:

  • Add shifts (including recurring shifts).
  • View shift details.
  • Delete shifts.
  • Import rostered shifts.
  • Export clock data.

When viewing an individual shift, supervisors can:

  • View the rostered shift details.
  • View the actual clock events (ie: time and photo).

Exporting Clock Data

To export clock data, select the Share toolbar option from the Pay Cycle view. The data is exported in CSV format, and can be easily loaded into timesheet systems, payroll systems and spreadsheets. For each shift, it contains the following fields:

  • Employee number.
  • Site name.
  • Date
  • Rostered start and end times.
  • The clock times.
  • The calculated planned hours, elapsed hours, and actual hours (taking into account breaks).

Operation

Entering Operational Mode

To start the operational mode, simply press the start tab. Your company logo will be displayed (or the animated NoahFace logo if you have not setup your company logo).

Registration

Each staff member has to go through a registration process to use the App. This is done through a sequence of screens as follows:

Firstly, if the lighting is poor or the person is partially out of the video, you may see the Video Screen where you are asked to position your face in the video. You will see a progress bar as the App attempts to recognise your face.

Secondly, once the App has determined you cannot be recognised, you will see the Identification Screen. You simply select yourself from the list of all staff, or search if there are large numbers of staff.

Thirdly, depending on the Identity Confirmation setting, you may also see a Confirmation Screen requiring you to confirm your identity by either:

  • Entering your Employee Number.
  • Entering a personal Passcode (or PIN).
  • Asking your supervisor to enter their Passcode (or PIN).

Lastly, once your identity is confirmed, you will see the Registration Screen. You simply press the Register button, and your done!

And once your registered, you should be recognised automatically at the start and end of each shift.

Clocking In

For a staff member to clock in, they simply approach the iPad so their face is visible by the iPad camera. The App will automatically detect them and will display the Start Shift screen. 

The Start Shift screen will display the time of today's shift (assuming it is pre-planned), and they simply need to hit the red Start Shift button. That's it!

If a staff member forgot to clock out on their previous shift, the Complete Previous Shift screen will appear instead of the Start Shift screen.

If a staff member is not recognised (eg: its their first shift), the Manual Identification screen will be displayed instead of the Start Shift screen. You can also force this screen to appear by touching the screen when you are not in camera view.

You can read more about the Manual Identification and Complete Previous Shift screens below.

Clocking Out

For a staff member to clock out, they simply approach the iPad so their face is visible by the iPad camera. The App will automatically detect them, will know that they have previously started their shift, and will display the End Shift screen.

The End Shift screen will display the end time for today's shift (assuming it is pre-planned), and they simply need to hit the red End Shift button. That's it!

If you have enabled breaks, and the minimum work time has passed, an extra button will appear that enable them to start their break.

Complete Previous Shift

If a staff member forgot to clock out on a previous shift, they will see the Complete Previous Shift Screen, and they will be required to manually complete this shift before they can start a new one.

On this screen, users are required to indicate the time they finished their shift, and indicate a reason they did not clock out.

Manual Identification

In rare circumstances, a staff member may not be recognised automatically. In such cases, they follow a similar process to the registration process to manually identify themselves before starting or completing their shift.

Exiting Operational Mode

To exit operational mode, simply press the small NoahFace logo in the bottom right hand corner. So that staff cannot do this, we strongly recommend you set a manager passcode (this can be set under Settings/Options/Security). Once you set a manager passcode, the App will automatically start in operational mode, and you will be required to enter this passcode in order to exit.

For even more security, we strongly recommend you consider using Guided Access or Single App mode on your iPad (these are features of iOS). This will stop staff members from switching to other applications, accessing the iPad settings, etc.

Recognition Tuning

In very rare circumstances you may need to tune the recognition to improve results. This can be done from Settings/Recognition as follows:

Face Detection

Face detection is the process of determining if a face is present in the video.

The Detect Faces While Idle setting controls whether the App will detect faces when the logo screen is displayed. If you turn this setting off, staff will be required to touch the screen before they will be recognised.

The Detect Rotated Faces setting means that the App will detect faces even when they are rotated. This does slightly slow down the recognition speed, but overall the recognition results will be significantly better. We recommend you leave this setting enabled unless you are instructed to change it by our support staff.

The Detection Threshold setting controls the sensitivity of face detection. We recommend you leave this setting at Medium unless you are instructed to change it by our support staff.

Face Matching

Face Matching is the process of comparing a face detected in the video with all of the faces in the staff database. 

The Matching Threshold setting controls the sensitivity of this matching process. If this is set to Very Low, the matching process is more likely to make mistakes, and if it is set to Very High it is likely that some staff will not be recognised (especially if lighting changes). We recommend you leave this setting at Medium unless you are instructed to change it by our support staff.

Voice Activation

Voice activation allows staff to start and stop their shifts without touching the iPad screen. This can be useful in environments where staff have dirty or sweaty hands due to their work, or in clean-room environments where staff may have gloves on.

Talk to us

Australian Standard Eastern Time.
9am-5pm Customer Service
Landline: +61 2 9455 0409
info@noahface.com

Talk to you

Got a question? Leave us message and we'll get back to you shortly.
Thank you! Your submission has been received!
Oops! Something went wrong while submitting the form.

Talk to us

Australian Standard Eastern Time.
9am-5pm Customer Service
Landline: +61 2 9455 0409
Effie: +61 412 005 888
info@noahface.com

Talk to you

Got a questions ? Leave us message and we'll get back to you shortly.
Thank you! Your submission has been received!
Oops! Something went wrong while submitting the form.
New! NoahFace Shift
NoahFace Club
NoahFace Cafe
FAQs
Support
News
Privacy
Legal
Terms of use
© NoahFace 2018
.