What is a TOTP generator?
A TOTP generator (Time-Based One-Time Password Generator) is a device or software that generates a time-based one-time password (OTP) at regular intervals. These passwords are valid only for a short period. Each generator is unique and produces different tokens at a specific time, making it a cost-effective yet secure and reliable verification tool.
For the purpose of TOTP time tracking, only the simplest models (Single-Button OTP) are required. As the name suggests, they are always error-free due to their single-button operation.
4-Steps-Only Instructions
1. Registration and system setup
Administrator
After registering in ClockTAM, the user automatically receives admin rights. They can then immediately create user accounts for managers and employees, allowing them to use the basic stamping function. Once the TOTP generators are also integrated into the system, it will be ready for TOTP time tracking.
Note: We recommend that administrators or managers always use the web version of our app.
2. QR Code Label (Recommendation)
Administrator | Manager
To simplify the entry of the device ID in the app for TOTP time tracking, we recommend exporting and printing QR labels for each TOTP generator.
Note: The button to create a label is located on the right in the row of the respective device in the device list.
3. Secure Use of TOTP Generators (Best Practices)
Administrator | Manager | Employee
Rather than storing it in a drawer, we recommend securing the TOTP generator with a seal (wire, cord, or pull seal) at a fixed location at the workplace. This setup ensures that the token can only be read on-site, providing a reliable proof of presence.
4. Clocking In and Token Entry
Administrator | Manager | Employee
When clocking in, the user can scan the QR code to automatically read the token from the TOTP generator and enter it into the app. Alternatively, the device ID can be entered manually, followed by the token.
Software TOTP Generators
Use Your Authentication Apps for Time Tracking with ClockTAM
Two-factor authentication apps are also (Software) TOTP generators, and ClockTAM is compatible with them. You can use your authentication apps not only for the ClockTAM login area but also as a replacement for a hardware TOTP generator for time tracking. This means you can use a mobile device with an authentication app like Google Authenticator, Microsoft Authenticator, Authy, etc., as a time-stamping device if you don’t have a hardware TOTP generator.
Benefits of TOTP Time Tracking
No stationary installation required and very cost-effective
Unlike traditional time tracking systems, ClockTAM does not require a fixed installation. No power supply, internet connection, or dedicated server is needed. All you need is a TOTP generator at the workplace, which leads to significant cost savings. Additionally, these generators are very affordable and widely available, making them especially cost-effective for field employees who manage multiple clients or locations.
Flexibility for mobile and temporary locations
TOTP time tracking is perfect for mobile or hard-to-reach workplaces, as well as for night shifts. The compact TOTP generator can be flexibly placed in vehicles or at temporary locations without requiring additional infrastructure. Its robust and maintenance-free design ensures reliability and a long battery life of up to five years.
Decentralized Time Tracking
TOTP time tracking enables decentralized recording of work hours, as employees can clock in and out directly at their respective locations without needing to walk to a central time clock. Each TOTP generator can be used independently at different sites. This flexibility saves time and is particularly advantageous for dynamic or widely dispersed work environments.
Double-Secured Time Stamps
The tokens entered by users are saved along with the time stamps. Since the tokens themselves represent "encoded time," they provide double security for the time stamps. This method not only ensures the integrity of the recorded times but also makes the data verifiable and traceable. If necessary, the accuracy of the time stamps can be checked and verified at any time.
Practical Applications
Construction and Assembly Work
- Challenge: Workers are often deployed at various locations, making it difficult to reliably track their attendance and working hours.
- Application: A TOTP generator can be provided at each construction or assembly site. Workers use the generator to clock in and out when entering and leaving the worksite. Since the generators are placed on-site, it ensures that time tracking can only occur directly at the location, allowing for accurate and fair recording of working hours.
Security Services or Guard Personnel
- Challenge: Guard personnel are often deployed at different locations, and it must be ensured that their presence at various posts is properly documented.
- Application: TOTP token generators can be provided at various checkpoints. The security personnel clock in and out at each checkpoint using a token. This ensures that the rounds are correctly completed and presence at the respective locations is reliably recorded.
Healthcare (Care Services, etc.)
- Challenge: Caregivers often work in shifts and need to securely document their presence. Additionally, patients’ family members want to ensure that the care staff were actually on-site.
- Application: In care services, TOTP time tracking can help ensure that caregivers reliably clock in and out directly with patients, without the need to install additional hardware at the patients’ locations. This also provides patients’ families with extra reassurance that the care staff were present at the specified times.
Animal Care (e.g., Horses)
- Challenge: In animal care, especially for animals like horses, accurately documenting caregivers’ presence is crucial. With caregivers often spread across multiple locations or working in large stables, tracking working hours can be challenging.
- Application: TOTP generators can be placed at various locations within horse care environments, such as stables or pastures. Caregivers can clock in and out directly at these points, ensuring precise tracking of their presence and accurate documentation of care times without additional infrastructure.
Cleaning Services and Facility Management Companies
- Challenge: Cleaning and janitorial staff often work at different times in various office buildings, and it’s important to accurately document their presence.
- Use case: TOTP generators can be placed in different areas of an office building. Cleaning and janitorial staff clock in and out directly at each area. This ensures that services are performed as scheduled and provides a clear record of when and where the staff worked. This is also important for management to ensure that all tasks are completed on time.
Events and Trade Shows
- Challenge: At events and trade shows, many different people are often working, and it is important to accurately track their working hours and presence.
- Application: TOTP generators can be placed at various booths or areas within the event. Employees clock in and out when entering and leaving the respective areas. This method helps to accurately document the employees’ presence and ensures that all areas are covered according to requirements.
Manufacturing, Production, or Warehouse Work
- Challenge: In traditional time tracking, workers often need to go to a central clocking device, which can lead to waiting times and inconvenience.
- Application: TOTP generators can be distributed across various areas of manufacturing, production, or warehousing. Workers can clock in and out directly at their respective workstations, reducing waiting times and increasing efficiency. This method is particularly advantageous for large-scale work environments where using a central clocking device is impractical.
Field Service or Remote Work
- Challenge: Field service personnel or remote workers often operate in various locations, making it crucial to accurately track their working hours and presence.
- Application: TOTP generators can be provided at different locations where field service or remote work occurs. Workers can clock in and out at each location using the generators. This approach ensures precise documentation of their presence and helps maintain accurate records regardless of the work environment.