Overview

Authorised Devices allow operators to register and manage tablets and kiosk devices that connect to the system. Each device is authorised using a one-time 6 character code, which pairs the device and allows staff to sign in.

• Register devices for use with the Kiosk or Fleet Tablet applications
• Generate authorisation codes to pair devices
• Monitor device activity including last seen time, last user, and last asset
• Revoke access or delete devices when they are no longer needed
• Enable or bypass clock on breath testing for Kiosk devices

❕Note: If a device is inactive for more than 30 days, re-authorisation will be required.

How device authorisation works

When a device is authorised with the 6 character code, the system sets a browser cookie that lasts 100 days. The cookie uses sliding expiration, meaning each time the device is used the expiry is automatically renewed for another 100 days.

In practice, a device used at least once every couple of months should never need to re-authorise. This allows for situations such as school buses laying idle over Christmas holidays without needing to be reauthenticated on the first day back at school.

User permissions

All Operations users can view and manage authorised devices. Admin users have additional access to enable or disable clock on breath testing for Kiosk devices.

Authorised devices page

Navigate to Operations → Authorised Devices to view a list of all registered devices.

The list displays the following columns:

Adding a new device

1. Navigate to Operations → Authorised Devices.
2. Click the + Add New Device button.
3. Enter a Device Name.
4. Select the Application the device will be used for (e.g. Kiosk, Fleet Tablet).
5. Click Submit.

❕Note: Device names must be unique. For Fleet Tablet devices, a recommendation would be to prefix the device name with "Tablet" (e.g. Tablet 42).

Generating an authorisation code

Once a device has been added, you need to generate an authorisation code to pair it.

1. Find the device in the list.
2. Click the Generate New Authorisation Code button (key icon) on the device row.
3. Review the instructions, then click Generate Authorisation Code.
4. The 6 character code will be displayed. Enter this code on the device to complete pairing.
5. Click Close.

❕Note: The authorisation code expires after 5 minutes. Make a note of the code, as it cannot be displayed again once the dialog is closed. Generating a new code will invalidate any previous codes.

Revoking authorisation

If a device needs to be unpaired immediately:

1. Find the device in the list.
2. Click the Triple Dot Menu and select Revoke Authorisation.
3. Review the confirmation message.
4. Click Revoke.

The device will be prevented from accessing the application immediately. The device will need to be re-authorised with a new code to be used again.

❕Note: Revoke Authorisation is only available for devices with a Paired status.

Deleting a device

1. Find the device in the list.
2. Click the Triple Dot Menu and select Delete Device.
3. Review the confirmation message.
4. Click Delete.

❕Note: If the device is currently paired, it will immediately lose access and will no longer be authorised to sign in.

Clock on breath testing

For Kiosk devices, administrators can require staff to complete a breath test before clocking on.

Enabling clock on breath test

1. Find the Kiosk device in the list.
2. Click the Triple Dot Menu and select Enable Clock On Breath Test.
3. Review the confirmation message.
4. Click Enable.

All staff using the device will be required to conduct a breath test prior to clocking on.

Bypassing clock on breath test

1. Find the Kiosk device in the list.
2. Click the Triple Dot Menu and select Bypass Clock On Breath Test.
3. Click Ok.

Staff will no longer be required to conduct a breath test prior to clocking on for that device.

❕Note: Clock on breath testing options are only available to admin users and only for Kiosk devices.

Frequently asked questions

Why does a device ask for a new authorisation code every time it restarts?

When you authorise a device, it stays signed in using a saved authorisation cookie stored in the browser on that device. This cookie is designed to last around 100 days and renews itself with everyday use, so a healthy device should not ask for a new code after a normal restart.

The 6 character code is only used once, to set up that saved sign-in, and it expires after 5 minutes. Once the device is paired, the code no longer matters — the saved sign-in does all the work.

So if a device keeps asking for a new code, it almost always means one of two things: the saved sign-in is not surviving on the device, or the device has been de-authorised from the office. Work out which one you have, then follow the matching steps below.

First, work out which problem you have

• It only asks after a restart, or roughly every 7 days, and works fine in between → the device isn't keeping the saved sign-in. See The device isn't keeping the saved sign-in.
• It dropped out partway through the day with no restart, or several devices dropped out around the same time → the device was most likely de-authorised from the office. See The device was de-authorised from the office.

The device isn't keeping the saved sign-in

This is the most common cause. Something on the device is clearing or rejecting the authorisation cookie between sessions. The likely culprit depends on the type of device.

On iPads (Kiosk and Fleet Tablet):

• Safari Intelligent Tracking Prevention (ITP) — a privacy feature that can cap cookie lifetimes to as little as 7 days. This is most common when the app is used as a Home Screen shortcut, or accessed through a managed browser or MDM portal.
• Block All Cookies is enabled in Safari settings, preventing the authorisation cookie from being stored.
• The device has low storage, causing the operating system to purge cached data including cookies.
• An MDM policy periodically clears website data or enforces restrictive Safari settings.
• Prevent Cross-Site Tracking is enabled, which may interfere with cookie behaviour depending on how the app is loaded.

On Kiosk PCs (Windows):

• The kiosk is opened on a different web address than it was authorised on. Always open it using the same address, starting with https:// and the same site name — a shortcut pointing to http:// (no "s"), to an IP address, or to a slightly different address will not carry the saved sign-in across.
• The browser is running in an InPrivate, Incognito, Guest, or kiosk-mode window, which discards the saved sign-in when it closes.
• The browser is set to clear cookies and site data on close, or cookies are blocked for the kiosk site.
• The date and time are wrong when the PC starts up, which causes the saved sign-in to be rejected. A clock that resets on every restart often means a flat internal battery.
• The PC uses restore-on-reboot or imaging software (such as Deep Freeze or Faronics), or logs in to a shared or temporary profile that resets each restart, erasing the saved sign-in by design.

Recommended checks — iPad

If an iPad is experiencing unexpected re-authorisation prompts, check the following:

| --- | --- |

❕Note: If the device is re-prompting roughly every 7 days, this strongly indicates Safari's Intelligent Tracking Prevention is capping the cookie lifetime.

Recommended checks — Kiosk PC

If a Windows kiosk PC is re-prompting after a restart, work through these on the PC:

1. Check the shortcut or homepage opens the same https:// address the device was authorised on — not http://, an IP address, or a different site name.
2. Confirm it's a normal browser window, not an InPrivate, Incognito, Guest, or kiosk-mode session.
3. In the browser settings, make sure cookies and site data are not set to clear when the browser closes, and that cookies are allowed for the kiosk site.
4. Check the date and time are correct after a restart, and ask your IT support to enable automatic time syncing.
5. Re-authorise once, then test in two stages:

If it survives closing the browser but not restarting the PC, the restart is wiping the saved sign-in.

❕Note: If the PC uses restore-on-reboot or imaging software (such as Deep Freeze or Faronics), or logs in to a shared/temporary profile that resets each restart, the saved sign-in will be erased on every restart by design. Your IT support will need to allow the kiosk site's data to persist, or exclude it from the reset.

💡 Recommendation: Where MDM-managed or locked-down devices are in use, work with your IT administrator to whitelist the application domain from any cookie restrictions or scheduled data-clearing policies.

The device was de-authorised from the office

If a device lost access partway through the day, or several devices lost access around the same time, a restart isn't the cause. The most common reason is an accidental change in the office:

• An authorisation code was generated against the wrong device and then entered, which moves the pairing onto that device and signs the original one out.