Frequently Asked Questions

Does the clock store personal information (Such as DOB, address, spouse’s names etc) of the employees?

No, it does not store personal information, only a number to represent the employee ID.

Does the clock store employee fingerprints?

No, it does not store employee fingerprints. It only stores a number representation of the ridges in the finger. For example “2541000254280002145874”. And every person’s ridges number representation is unique.

Can someone hack into the clock and get the fingerprints of the employees?

No, the clock uses firmware that is not accessible to normal computers to hack. Remember the clock does not store the actual fingerprint, only a number. So if someone somehow gets into the clock’s memory, they will only see numbers, and not fingerprints.

Is the fingerprint scanner on the clock dangerous?

No, it uses visible light for scanning the fingers.

Can an employee get cancer from the light from the fingerprint scanner?

No, it uses visible light for scanning the fingers. You cannot get cancer from it.

Can a fingerprint be taken from the clock for a particular employee, and be used to commit a crime?

No, the clock does not store employee fingerprints. It only stores a number representation of the ridges in the finger.

Does the clock collect secret information for sending to external organizations?

No, it does not.

“The clock seems to be an invasion of privacy, because it takes my fingerprint”

The clock does not store employee fingerprints. It only stores a number representation of the ridges in the finger. There is no invasion of privacy.

Can one employee clock in for another employee?

No, every person’s ridges number representation is unique. One employee cannot clock in for another employee.

If an employee has a virus (such as the flu or COVID-19), can they spread it to other employees?

Simply sanitize either the fingerprint reader on the clock, or the employees’ finger before and after scanning, so germs won’t spread — the same as touching any other shared surface.

Can the clock affect female employees who are pregnant?

No.

Does the clock keep an actual picture of my fingerprint, or just a number?

Just a number. When you enroll, the clock measures a few unique points on your finger, like where the ridges split or end, and turns them into one long string of numbers. The picture of your finger is thrown away right after and never saved.

Can that number be turned back into my fingerprint?

No, not in any practical way. The number is a one-way math result, not a photo, so there is no simple way to rebuild your finger from it. Even researchers trying hard in a lab only get a rough, flawed image, not a usable copy of your print.

How long is my fingerprint information kept, and is it deleted when I leave?

It is only kept while you work here and it is needed to record your hours. Once you leave, there is no reason to keep it, so it should be permanently wiped. You can ask HR to confirm in writing that it has been removed.

If a hacker broke into the clock, what would they actually get?

Only a jumble of numbers. There are no names, no addresses, and no fingerprint pictures inside, and the numbers are scrambled and locked. The clock is not an open computer someone can browse, so a thief would walk away with nothing they can use.

How does the scanner read my finger? Is it firing a laser into my skin?

No, there is no laser. The scanner simply shines an ordinary low-power light, like a small LED, on your fingertip and takes a picture of the ridge pattern. It never cuts, burns, or goes into the skin.

Will pressing my finger on the scanner every day damage my skin or wear away my fingerprints?

No. You only rest your fingertip lightly on smooth glass for a second, which is gentler than the everyday things your hands already do. It will not damage your skin, and if a print ever wears down from other work, the same pattern grows back once the skin heals.

My hands are often dry, cut, or cracked. Will the scanner hurt my finger or make it worse?

No. You only touch the glass gently for a moment, so it will not open a cut or make dry skin worse. If a finger is badly cut and will not read, we can simply enroll a different finger for you.

My work is rough on my hands. What if my finger is too dry, worn, or calloused for the clock to read it?

No, this will not lock you out. We register two or three of your fingers at setup, so you just use another one. If a scan fails, a quick wipe of the finger or a warm breath on it usually clears it up right away.

What happens if the clock simply cannot read my fingerprint at all?

No one is left unable to clock in. If your prints will not read reliably, the supervisor gives you your own ID number and a private PIN, and you clock in with that instead. Your pay and hours are recorded exactly the same way.

I am older and my fingerprints have worn smooth over the years. Will the clock still work for me?

Yes. Older or worn prints are common and easy to handle. We register more than one finger, and if the reader still struggles we give you an ID number and PIN to use, so you are never held up at the clock.

If the clock cannot read me one morning, will I miss my punch or get marked late?

No. A failed scan does not record anything, so you just try another finger or use your PIN. If a reader ever gives you trouble, tell your supervisor and it is corrected on the spot, not counted against you.

Could someone lift my fingerprint off a glass and make a fake finger to fool the clock?

No, this is not a realistic worry for clocking in at work. Modern readers look for signs of a real, living finger, so a lifted print or fake mould is extremely difficult to pass. Remember too that the clock only stores a number, not a picture, so there is nothing on it to copy.

If my PIN is the backup, what stops someone from using it to clock me in?

Your PIN is private, like a bank card PIN, and you should not share it. It is only a backup for the few people whose prints will not read, and any misuse shows up in the records and is treated the same as any other dishonesty at work.

Does the clock store photos of the employees?

No, it does not store photos, only a number to represent the facial structures, such as the space between the eyes, nose, cheeks and chin areas. For example “2541000254280002145874”. And every person’s facial measurements are unique.

Does the clock store employee faces?

No.

Can someone hack into the clock and get the faces of the employees?

No, the clock uses firmware that is not accessible to normal computers to hack. Remember the clock does not store the actual faces, only a number. So if someone somehow gets into the clock’s memory, they will only see numbers, and not faces.

Is the facial scanner on the clock dangerous?

No, it uses visible light for scanning the faces.

Can an employee get cancer from the light from the facial scanner?

No, it uses visible light for scanning the faces. You cannot get cancer from it.

Can a face be taken from the clock for a particular employee, and be used to commit a crime?

No, the clock does not store employee faces. It only stores a number representation of the face.

“The clock seems to be an invasion of privacy, because it takes my face”

The clock does not store employee faces. It only stores a number representation of the face. There is no invasion of privacy.

Can my face or photo be taken from the clock, and “photo shop” onto another person’s body, and printed in the newspapers?

The clock does not store employee faces. It only stores a number representation of the face.

If an employee has a virus (such as the flu or COVID-19), can they spread it to other employees by using the face scan?

No. The face scan is touchless, so no virus or germs can spread.

If female employees change their makeup, or hairstyle, will the face scan still work to detect the employee?

Yes, it will still recognize the employee, because it does not store photos, only a number to represent the facial structures, such as the space between the eyes, nose, cheeks and chin areas. Changing your makeup or hairstyle does not change these underlying facial structures.

If an employee gains or lose weight, will the face scan still work to detect the employee?

Yes, it will still recognize the employee, because it does not store photos, only a number to represent the facial structures, such as the space between the eyes, nose, cheeks and chin areas.

Can the face scan work with employees who are wearing glasses?

Yes, it will still recognize employees with glasses.

Will the clock scan employees automatically without the employee’s knowledge?

No. To be scanned, the employee must stand in front of the clock in a particular position. The employee will not be scanned without their knowledge.

Does the clock use any type of radiation or harmful rays?

No. The clock uses visible light for both finger and face scanning.

Is the camera always watching and recording me while I work?

No. The camera only wakes up for a second or two when you clock in or out. It is not a security camera and it does not record all day. In between clockings it does nothing.

Does the clock save my face as a picture, or just a number?

Just a number. When you look at the clock it measures things like the spacing between your eyes, nose, cheeks, and chin, and turns that into one long number. It does not keep a photo, and that number cannot be turned back into your face.

Can the clock track my movements around the building or see where I go?

No. The clock stays in one spot and only looks at you for the moment you stand in front of it. It has no way to follow you around, and it does not know where you are the rest of the day.

Can the clock read my mood, my emotions, or how productive I am?

No. This clock only answers one question: is this the right person to record a punch. It does not judge your mood, your expression, or how hard you are working. It counts your hours, nothing more.

Could my faceprint be leaked in a breach and used against me?

It is extremely difficult, and even if someone did break in, all they would see is numbers, not your face or a photo. Those numbers cannot be turned back into your face or used to unlock your phone or bank, so a leak of them is far less useful than people fear.

When I leave the company, is my faceprint deleted?

Yes. When you leave, your number is no longer needed and should be removed from the system. There is no reason for it to sit around forever, and you can ask HR to confirm it has been deleted.

I wear a hat, cap, or hard hat at work. Will the clock still know me?

Yes. The clock looks mainly at the inside of your face, the spacing between your eyes, nose, cheeks, and chin, so a hat that sits above your eyebrows does not stop it. If a hat comes down low over your eyes, just lift it for a second while you clock in.

I wear a hijab, turban, or head covering for religious reasons. Do I have to remove it?

No. A head covering worn for faith reasons does not need to come off, because the clock reads the inside of your face, not your hair or the outline of your head. Just enroll while wearing it as normal and it will recognize you the same way each day.

I have a beard. If I grow it out or shave it off, will the clock stop recognizing me?

In most cases no, since small changes are handled fine and the clock quietly updates your number as your look changes. If you make a big sudden change, like shaving a full beard overnight, and it does not recognize you, an admin re-scans you in a few seconds and you are set again.

I wear a face mask or PPE at work. Can I clock in without taking it off?

Sometimes yes, depending on the clock. Some newer models recognize you around a mask; others need you to pull it down for a second or two so it can see your nose and mouth. Either way it is quick, and you put the mask straight back.

Could my identical twin or a look-alike relative clock in as me by mistake?

It is very unlikely for ordinary look-alikes, because the clock measures tiny details of your face that even close relatives do not share. Identical twins are the one hard case, since their faces are nearly the same, so if you have a twin at the same workplace, tell the administrator to double-check the setup or add a PIN.

Can someone clock me in by holding up a photo or video of my face on their phone?

No, not on clocks built for this. The clock looks for signs of a real, live person in front of it, such as small movements and the 3-D shape of a real face, so a flat photo or a video on a phone screen does not fool it.

I have heard face scanners are less accurate for darker skin or for women. Is that true, and what happens if it misreads me?

Older systems did struggle more with darker skin and with women, and that was a real problem, but modern systems have narrowed the gap a lot. The important part for you: the worst that happens is the clock does not recognize you on a try, so you scan again. It never docks your pay, and if it keeps struggling, tell your supervisor to re-enroll you or add a backup PIN.

Is the face scanner touchless? Do I have to press my face on anything?

No, you do not touch it at all. You just stand in front of the clock and it reads your face from a short distance, so nothing touches your skin. Because there is no contact, it is one of the most hygienic ways to clock in and out.

What kind of light does the clock shine at my face? Is it a laser or harmful to my eyes?

No, there is no laser. The clock uses an ordinary camera and a small, gentle infrared light, the same kind your TV remote uses. It is very weak and lasts less than a second, so it cannot burn your skin or hurt your eyes; you will not even feel it.

Does the face clock work in the dark, and will it flash a bright light in my eyes?

Yes, it works in the dark, and no, it does not flash. It uses invisible infrared light to see your face, so it can read you in low light or darkness without any bright flash or glare in your eyes.

Is the face scanner safe for employees who are pregnant?

Yes. The face scanner only uses an ordinary camera and a weak infrared light for less than a second. There is no X-ray and no harmful radiation, so it cannot affect a pregnancy in any way. It is completely safe.

Do I have to use the biometric clock, or is there another way to clock in?

This is something your employer decides, but most companies that use these clocks offer another option, such as a PIN, a swipe card, or a badge, for anyone who does not want to use their finger or face. Ask your HR or supervisor which alternative they offer so you are not left out.

What if I object to biometrics for religious or personal reasons?

That is a normal request and you should raise it with HR. In these cases the usual solution is to give you a non-biometric way to clock in, like a PIN or a card, so your objection is respected while your attendance is still recorded.

Do I have to be told and give my okay before my finger or face is scanned?

Yes, you should. Before enrolling you, the company should explain in plain words what is collected, why, and how long it is kept, and you should be able to agree to it. This is good practice and, in many places, it is the law.

Who owns this data and what is it allowed to be used for?

The company holds it, and it is only allowed to be used for one thing: knowing what time you started and finished work. It is not sold, not traded, and not used to track you around the building. Your workplace policy or consent form should say exactly this in plain words.

Is my finger or face data sent to the government, the police, or any outside company?

No. The clock does not connect to any police or government database, and the number it keeps is not a fingerprint or a face anyway. It is written in a private format that does not match outside systems, so it is useless to anyone outside your workplace.

Who inside the company can see my clock-in reports?

Only the few people who need it, usually payroll and HR staff and possibly your direct supervisor for your own team's hours. Access is logged, and ordinary co-workers cannot look up your records.

Is the clock used only for attendance, or to watch me and discipline me?

Its only job is to confirm who you are and record the time you clock in and out, so your hours flow correctly into payroll. It is not a monitoring system that follows you around your shift, and the company policy should state clearly that the data is for attendance and pay, not for spying.

Is a biometric clock even legal to use at work?

Yes. Using a time clock to confirm identity and record work hours is a legitimate, lawful purpose, as long as the company tells you what it collects, gets your consent, keeps the data secure, and offers an alternative if you object.

Is a touchscreen faster than a mouse for the cashier?

It depends on your counter. From our experience, a touchscreen makes a real difference when cashiers ring up large baskets — like a grocery where a customer may have dozens of items — and when staff have to multitask, such as cashing bills while on the phone. For counters where a typical sale is 1–10 items, a standard mouse-and-keyboard setup works just as well; the touchscreen is still a little faster, but not by much. We supply and support both, so choose what fits your budget and workflow.

What hardware works with your POS software?

Our POS systems work with standard receipt printers (80mm and 58mm, USB and Bluetooth), barcode scanners, cash drawers, pole/customer displays, touchscreen and standard monitors, mini Windows PCs and tablets. We can supply, configure and support the full checkout — see our POS Hardware & Equipment page.

Do you install the system and train my staff?

Yes. We handle setup, installation and initial staff training for every SmartSale installation. Whether these are included or quoted separately depends on the specific setup you choose — your quotation will spell it out. Follow-up or refresher training is available at TT$1,000 per session (up to 5 persons).

Can I start with one register and add more later?

Yes. You can start with a single register and add registers or even additional locations as your business grows.

Does the POS track my stock?

Yes — inventory is tracked as you sell, so product counts stay organised. For distribution-style operations we also offer dedicated inventory and distribution software.

I run a restaurant or bar — do you have table service features?

Yes. PopUpPOS supports dine-in and take-away, floor plans with full table service, splitting and merging tabs, and sending orders straight to kitchen and bar printers or display screens, with tableside ordering from an Android waiter tablet.

Does PayrollPlus handle PAYE, NIS and Health Surcharge automatically?

Yes. PAYE, NIS and Health Surcharge are calculated automatically on every pay run in line with BIR and NIB rules, so statutory deductions are always accounted for.

Can it produce my TD4s and NIS forms?

Yes. Year-end TD4 reports are generated on government forms or plain paper under BIR approval, and NI184/NI187 forms are produced — including support for NI184 online submission.

What pay frequencies are supported?

Weekly, fortnightly, monthly and bi-monthly payrolls — you can run different frequencies for different groups of staff.

Is there an annual fee for PayrollPlus?

No. PayrollPlus is licensed once, with no annual or recurring licence fees. Support after your free support period is simply billed when you need it.

Can employees be paid directly to their bank accounts?

Yes. PayrollPlus integrates with bank websites via ACH so you can deposit pay directly into employees' accounts.

Can it work with your time clocks?

Yes. Fingerprint and face-recognition clocks integrate with PayrollPlus, feeding worked hours into payroll through customised timesheet calculations.

We already have payroll data — can it be imported?

Yes. Data can be migrated from existing systems and from Excel, text or CSV files.

What is SmartBooks?

SmartBooks is our full-featured cloud accounting suite built for Caribbean businesses — general ledger, invoicing and receivables, bills and payables, bank reconciliation, VAT-ready tax handling, multi-currency, financial reporting, audit trails and multi-user access. It launches in November 2026.

How much does SmartBooks cost?

One simple price — a 14-day free trial, then TT$125 per month, with every feature included: no tiers, no add-ons, no per-feature charges. See the SmartBooks page to register your interest.

Do I have to pay in US dollars?

No. Businesses across the Caribbean can pay the equivalent in their own local currency (TTD, XCD, BBD, JMD, GYD and more).

How do I get early access?

Register your interest on the SmartBooks page — you'll be first in line when it launches, starting with a 14-day free trial.

What does a website package include?

Everything a successful site needs: domain name, hosting, web design, SSL security, email addresses, SEO — and logo design can be included — all for a fixed price. See Website Development & Hosting.

Can you host my website and files on your servers?

Yes. We run our own managed servers offering website hosting, secure cloud file storage, and hosted software (SaaS) — fully managed, backed up, and locally supported. See Managed Hosting & Cloud Services.

Can I get email addresses at my own domain?

Yes. We set up professional, domain-specific email accounts ([email protected]) so your business isn't running on a free Gmail address. See Professional Email Accounts.

Can you build an online store?

Yes. We build complete e-commerce websites, develop custom shopping carts, and integrate cart and checkout functionality into existing sites, with secure payments and order management. See E-Commerce & Shopping Cart Development.

What warranty comes with your software?

All software developed by SystemAid is warranted against software bugs and defects for five (5) years from purchase — reproducible programming errors are fixed at no charge during this period. Full details on our Warranty & Returns page.

What warranty comes with hardware?

Hardware carries a limited one (1) month warranty from purchase against verifiable manufacturer defects. We strongly recommend a UPS with surge protection on all critical equipment, as damage from electrical fluctuation isn't covered.

Is support free after I buy?

Yes — every purchase includes a two (2) month free support period covering remote troubleshooting, phone support for urgent issues, and basic reconfiguration. After that, support is billed at TT$450 per hour (or part thereof). See Maintenance & Support.

How much is training?

TT$1,000 per session for up to 5 persons simultaneously — virtual or on-site.

Can I return a product?

Return and refund requests are accepted within 15 working days of purchase with the original invoice (and packaging for hardware); a 15% restocking fee applies to hardware returns. Details on our Warranty & Returns page.

Do you do custom changes to your software?

Yes — custom development and modifications (feature additions, workflow adjustments, third-party integrations) are quoted separately with a written statement of work before any work begins.

Do you set up networks and Wi-Fi?

We don't provide network cabling, infrastructure setup or ISP liaison, but we can recommend trusted third-party providers, and we handle port forwarding and connectivity settings for our own products.

How do I reach support?

Email [email protected] or call 289-1947. We provide support by phone, email, remote access, and on-site.