Setting Up QuickBooks Time Kiosk: Requirements and Custom Field Limits
Learn what QuickBooks users need when setting up the Time Kiosk, from device specs and Wi‑Fi needs to the Advanced plan requirement for custom fields.
May 2025, QuickBooks Online users who try to launch the Time Kiosk often encounter questions about which tablets work, how much data each clock‑in uses, and why they cannot add more than three custom fields. This report clarifies the hardware, connectivity, and subscription conditions that let the kiosk run smoothly, and it outlines the exact steps that have resolved the issue for many customers.
Device and Network Requirements
The kiosk is designed to run on a tablet or dedicated touchscreen that measures at least 1024 pixels wide by 768 pixels high and operates in landscape mode. We recommend a heavy‑duty unit with a built‑in cable management system and easy access to a power outlet. The screen should tilt or be mounted on a stand that allows a roughly forty‑five degree angle for comfortable viewing. Place the device on a flat, stable surface about three feet high so both standing employees and those using a wheelchair can reach it. A reliable Wi‑Fi signal or cellular data connection is required; each clock‑in or clock‑out transaction consumes roughly sixty kilobytes, which means a team of ten generates about six hundred kilobytes per day under typical usage. Compatibility notes: Samsung Galaxy SM‑T377A is not advised when photo capture is enabled, while the SM‑T113 model works only through the browser version of the kiosk. Android devices running OS 4.4.4 are likewise limited to the browser version, and RCA tablets do not support any version of the kiosk app. Ensure the chosen hardware meets these guidelines before proceeding.
Custom Field Limits and Subscription Tier
QuickBooks Online limits the number of custom fields you can add to a Time Kiosk profile to three unless your subscription is on the Advanced plan. If you attempt to create a fourth field while on Essentials, Plus or Simple Start, the save button stays disabled and a message appears indicating the restriction. Upgrading to QuickBooks Online Advanced removes that ceiling. After the plan change, navigate to the kiosk preferences, select the field you wish to add, and the system will accept the new entry. The upgrade also unlocks additional reporting and automation features that many growing businesses find useful. Remember that the subscription change is handled through the QuickBooks Online billing center; once the new plan is active, the kiosk settings page reflects the expanded capacity immediately. No further configuration is required beyond adding the desired fields.
Step‑by‑step Kiosk Setup
Begin by signing into QuickBooks Time as an administrator. From the main menu choose All apps, then Time, and open the Overview page. Click Manage kiosks to reach the device administration screen. In the Company Settings section select Time Options, then Date & Time. Choose your local time zone from the dropdown list and press Save. Close the window before moving on. Navigate to Feature Add-ons, pick Manage Add-ons, and search for Time Clock Kiosk. Select Install to add the add‑on to your account. On the tablet, open the appropriate app store - Google Play for Android or the App Store for iOS - and install the QuickBooks Time Kiosk application. Launch the app and enter your company identifier when prompted, then tap Next. Return to the desktop kiosk management screen and note the four‑digit authorization code shown for the new device. Enter that code in the tablet app and press Authorize. Back on the computer, select Done under the kiosk list. With the device now linked, choose Add Device, then Use this computer, and type a friendly name for the kiosk. Open the kiosk preferences by clicking the name you just created. Inside the preferences you can adjust several options. Under Team Members decide which individuals are allowed to clock in or out on this kiosk. Toggle the Require Photo on Clock in/out switch if you want a picture captured each time. Set the Device Language that will appear as the default; users can still pick their own language during a session until it times out. Turn Record Location on or off depending on whether you need geolocation data, and remember that the first launch will prompt the tablet for permission. Choose whether to show or hide the Team Member List; hiding it forces employees to type their names manually. Likewise, you can show or hide the Team Member Working Status, which displays a green dot for clocked‑in staff and a red dot for those who are off shift. Finish by pressing Save on the preferences page. The kiosk is now ready for use, and any further adjustments can be made by revisiting the same settings screen.
Troubleshooting Common Issues
If the kiosk fails to start, first verify that the tablet meets the minimum screen resolution and is set to landscape orientation. A portrait mode or a smaller display will prevent the app from launching correctly. Next, confirm that the device is connected to a stable Wi‑Fi network or has an active cellular signal. Intermittent connectivity often leads to missed clock‑ins or delayed data sync. Check that the time zone configured in QuickBooks Time matches the actual location of the kiosk. A mismatch can cause timestamps to appear incorrect in reports. When photo capture is enabled but images are not saved, ensure the tablet’s camera permissions are granted and that the device is not one of the flagged models such as the SM‑T377A. Switching to a supported tablet or using the browser version resolves the issue. For users who see a message about exceeding the custom field limit, verify the subscription level. Upgrading to QuickBooks Online Advanced, as described earlier, removes the barrier and allows additional fields to be added. Finally, if the authorization code does not work, repeat the steps to generate a new code from the Manage kiosks screen and re‑enter it on the tablet. Keeping the code handy avoids unnecessary delays during deployment.