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DeceptiveHours — User Manual

Deceivers Robotics Team 4392

DeceptiveHours is the team's hour tracking system. It has two parts: a mentor-unlocked Time Clock Kiosk that team members use to clock in and out, and a protected Mentor Dashboard for managing the roster and reviewing hours.

Table of Contents​

  1. Time Clock Kiosk
  2. Mentor Sign-In
  3. Dashboard
  4. Team Members
  5. Member Detail
  6. Managing Users
  7. Getting Around the Mentor Area

1. Time Clock Kiosk​

A mentor must sign in on the kiosk browser first, then the shared screen can stay open for team members to clock in and out.

Clocking In or Out​

  1. Scan your ID Badge
    • Alternatively you can enter your Member ID in the text field. Your Member ID is the 10-digit number starting with 4392 assigned when you were added to the roster.
  2. Your name and current status will appear on screen.
  3. If you are clocked out, press Clock In. If you are already clocked in, press Clock Out.
  4. A confirmation screen appears with a 5-second countdown, then the kiosk resets automatically for the next person. Press Start Over Now to skip the countdown.

What the Kiosk Shows​

Once your ID is found, the member card displays:

  • Your initials, name, and member type (Student or Mentor)
  • Range Hours — your hours for the configured reporting range. While you are clocked in, this figure includes your current session and keeps counting up.
  • Session — how long your current session has been running, or Status: Not in when you are clocked out
  • A Clock In or Clock Out button

2. Mentor Sign-In​

Mentors sign in on the protected sign-in screen.

  1. Enter your email and password in the sign-in form on the page.
  2. Complete any extra verification prompts if required.
  3. You'll be taken to the Dashboard automatically once sign-in succeeds.

If you sign in with a student account, you'll see a "Mentor access required" screen with a Sign out button. Only mentor accounts can open the dashboard or unlock the kiosk.

3. Dashboard​

The Dashboard gives a live overview of team activity.

Hours Range​

The Hours Range card at the top controls which completed sessions are counted.

  • Apply temporarily changes the dashboard report without changing the team default.
  • Save Default stores the range used by the dashboard, kiosk, and member detail pages.
  • Reset returns the controls to the saved default range.
  • Export downloads the currently displayed hours table as a CSV (name, email, role, grade, Member ID, hours).

The card also spells out the active range in words, for example "Showing Jan 1, 2026 to now". If no default range has been saved yet, the app uses January 1st of the current year through now.

Summary Cards​

Three cards summarize the current range. Each one breaks its number down into Mentors and Students:

  • Currently Clocked In — how many members are presently in a session, out of the total roster
  • Total Team Hours — completed team hours in the selected range
  • Team Members — how many people are on the roster

Currently Clocked In​

When at least one person is clocked in, a live grid shows each of them with a running timer. Click a card to jump to that member's detail page.

All Team Members​

A table lists every team member sorted by hours (highest first), then by name. Columns are:

  • Name (click it to open the member's detail page)
  • Type badge (Student / Mentor)
  • Grade, when available
  • Member ID
  • Hours in the selected range

4. Team Members​

The Team Members page is where you view the roster.

Viewing Members​

The table shows each member's name, type, grade, and Member ID, with a › button on the right that opens their detail page. The roster is sorted by last name, first name, and Member ID by default.

Use the controls above the table to:

  • Search by name, email, or Member ID
  • Filter by role (all / students / mentors)
  • Filter by grade (6–12 or Alumni)
  • Sort by clicking the Name, Type, Grade, or Member ID column headers — click the same header again to reverse the direction
  • Export the currently visible roster rows as a CSV

Student Info​

Students can have two optional fields, edited on the member's detail page:

  • Student Start Year — the year they started with the team.
  • Current Grade — grades 6 through 12, or Alumni.

Grades advance automatically on July 1 each year. A student listed as grade 12 becomes Alumni after the next July 1 rollover.

5. Member Detail​

Click a member's name on the Dashboard, or the › button on the Team Members page, to open their detail page (/members/:id). The ← button in the header returns to the roster.

Member Info​

The card at the top shows the member's first name, last name, Member ID, and type, plus student start year and grade for students. Click Edit to change any of these in a dialog — including the Member ID, which must stay a 10-digit number starting with 4392 and must not already belong to someone else.

warning

Names and roles normally come from the sign on management. Editing them here is a local correction; a later Clerk update or Sync Clerk run can overwrite them.

QR Code​

Click QR Code to reveal a card with a scannable QR code containing the member's ID, ready to screenshot or print. Click Hide to collapse it again.

Hours Range​

A summary card shows the member's total completed hours and completed session count for the selected reporting range.

Reporting Range​

The Reporting Range card sets the range used by this page only.

  • Apply shows the member's hours and sessions for the dates you picked.
  • Reset returns to the team's saved default range.
  • Export Hours downloads a CSV containing:
    • Member and range details
    • Raw completed session rows
    • Daily hour totals
    • Monday–Sunday weekly hour totals
    • Total completed hours, completed session count, and the number of active sessions omitted from the export

Clock Sessions​

A table of clock sessions in the selected reporting range, with columns for:

  • Date
  • Clock In time
  • Clock Out time — or an Active badge if the session is still running
  • Duration
  • Edit and delete buttons

Adding a Session Manually​

Click Add Session, fill in the clock-in and clock-out times using the date/time pickers, and click Add Session. Leave Clock Out blank to create an active (ongoing) session.

Editing a Session​

Click the pencil icon on any row, adjust the times, and click Update.

Deleting a Session​

Click the trash icon on any row and confirm. Sessions that are still in progress (no clock-out time) can also be deleted this way.

info

Sessions can't overlap. If a new or edited session runs into another one for the same member, the save is rejected with "Session overlaps an existing session" — fix the other session's times first.

6. Manage Users​

The Manage Users page let you add and remove members from the team.

Inviting​

  1. Open Manage Users.
  2. Click Invite User.
  3. Enter the person's email address and choose Student or Mentor.
  4. Send the invitation.

A Member ID is generated automatically (a 10-digit number beginning with 4392) after the invited user accepts and syncs into the roster. The member can find their assigned ID on their detail page, where a QR code can also be generated for printing.

The invited person receives an email to accept the invitation and set their own password. Once accepted, they appear automatically in the Team Members roster with the role you selected.

warning

The email frequently goes to spam. Make sure to check the spam folder.

Removing​

Click the trash icon in a user's row and confirm. This deletes the account, the roster record, and all of that person's clock sessions. The app prevents you from removing the account you are currently signed in with.

warning

This action cannot be undone.

Sync Clerk​

Sync Clerk re-reads every account from sign on management and reconciles the local roster with it: missing people are created, changed names/emails/roles are updated, and roster rows whose Clerk account no longer exists are deleted. Use it if an invitation was accepted but the person never showed up in the roster, or if a role change didn't take effect.

info

Passwords are managed entirely by Clerk, not by this app. If someone needs a password reset, they can use the "forgot password" option on the sign-in form. Mentors can't reset passwords on a user's behalf.

7. Getting Around the Mentor Area​

The mentor area has a left sidebar (a ☰ menu button on phones and tablets) with:

  • Dashboard, Team Members, and Manage Users navigation
  • ← Deceivers Apps — back to the team's app portal
  • ← Time Clock Kiosk — open the kiosk on this browser

The header on every mentor page has a light / dark / system theme switcher and your Clerk account button, which is where you manage your profile and sign out.

Frequently Asked Questions​

My Member ID doesn't work at the kiosk. Ask a mentor to check that your name appears in the Team Members list and that your ID is correct. IDs are 10-digit numbers beginning with 4392.

I forgot to clock out yesterday. Ask a mentor to open your Member Detail page, find the session showing an Active badge, and edit it to add the correct clock-out time.

The kiosk says "Already clocked in" or "Not clocked in." Someone (or a stale session) already put you in the opposite state. A mentor can fix it from your Member Detail page by editing or deleting the session in question.

The QR scanner isn't working. Make sure the kiosk device has a camera and that you have granted camera permission to the site. You can always type your Member ID manually instead.

Why don't the kiosk and dashboard totals match? The dashboard, roster, and exports count only completed sessions. The kiosk's Range Hours adds your currently running session on top, so it reads higher until you clock out.

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