1. Add your customers

Click Her for more information on how to add and create your customers

2. Add your sites

you may have multiple locations your team works from, perhaps across different time zones. Be sure to set up each Location setting with the correct address.

Click Her for more information on how to add and create your sites

3. Add your employees

After you create your first locations and customer you will need to add your team members on the employee page

Click Her for more information on how to add your employees to the system 

4. Enable Ad-hoc Clocking

Since you're not using pre-scheduled rosters, enable the option for staff to clock in for ad-hoc shifts. Here's how to do it:

A. Navigate to Settings.

B. Go to App Settings > Time Attendance Setting.

C. Click on the Clocking Tabs tab.

D. Locate the option for "Clocking against Ad-hoc shifts" and ensure it's turned ON.

This allows your staff to clock in for their daily jobs even if they aren't assigned specific shifts beforehand

5. Configure Auto Clock out (Optional)

Auto Clock out is a feature that will automatically clock out employees if they have forgotten to do so themselves at the end of their shifts. Since your staff are not rostered for their shifts, there are three options available that you can select from

NOTE

If you haven't configured an auto clock-out method, and your staff forgets to clock out, it can result in inaccurate timesheets. The system will continue to show the employee as clocked in to their job. The following day, the employee won't be able to clock in to their next job until they've clocked out from their previous one. This can lead to inaccuracies in the timesheet.

A. Auto Clock-Out After the Normal standard Job Duration  

If your organization typically hires people to work standard fixed hours daily (e.g., 8, 9, or 10 hours), you can use this auto clock-out feature. Here's how to set it up:

1. Go to Setting > App Setting > Time Attendance Setting > Rounding & Auto Clock Out

2. Turn On the Auto Clock Out

3. Tick turn ON the option "Auto Clock-Out Settings for Non-Shift Based Companies" 

3. Tick and select "Set auto clock-out after the normal job duration of" , then enter the expected standard job duration in hours (e.g., 8 hours).

2. Specify the number of additional hours the system should wait after the standard job duration to automatically clock out employees.

Overtime Consideration. If your employees sometimes work overtime, it is recommended to increase the number of hours the system waits before enforcing the auto clock-out. This allows employees to complete their overtime hours and then clock out manually.

                  

B. Set clock out time to site finish time, if employee dose not clock out

C Set clock out time to a specific time.

 6. Configure Rounding 

7. Setup Configure Break time deductions  (Optional)

The automatic break time rule can be used to automatically deduct break time from an employee's timesheet

ClickTime supports different methods and ways on how to automatically deduct break time from the employee timesheet.

To access the break time deduction, go to Setting > App Setting > Time attendance > Mobile App Tab

Check this help article that explains the different options you have and can select the one appropriate for your business. 

8. Other Settings on Mobile App Tab

Tick and select if you want to capture the your employees photos when clock in and out from their shifts.

9. Digital Signature

Employee Signature

Clicktime can be enabled to capture your employees digital signature each time they clock in & out from their shifts.

Client & Supervisor approval signature.

If you provide a service to other clients and need to collect the client or site supervisor for your employees shifts, then ClickTime can help you with this. Just enable this option, and you staff have two options on how they can collect the client or site manager approval signature.

A. At the end of each shift, the staff can hand in their mobile to their client / supervisor, where the client/ supervisor can add their names and digital signature for the shift.

B. At end of the week, the staff member can hand their mobile to the client or site manager where they can add their approval and digital signature for the all the shifts and the whole week.  

tick and select the option you would like to enable from the two options. 

           Click Here to see the video of how customer/ supervisor signature works on the mobile app.

  

10. Setup & Configure GPS & GeoFencing

When you turn ON the Capture employee GPS when clocking, this will capture the employee GPS location when they clock-in and out from their shifts. You will be able to see this information on Google maps on the time attendance screen by clicking on the GPS blue icon next to the site name . Click here to see how you can view you where employees clocked in and out from on Google maps:  

Two Important options available on how your employees can clock in & out while capturing their GS locations

1. Prevent employees from clocking outside the job site GeoFencing area.

If you select this option, make sure you set an Auto Clock Out option. Otherwise, if you staff forget to clock out from their shift, then they will have to go back to the job site in order to clock out, or they will need to wait to the next day until they go back to the same job site and clock out which will cause and record inaccurate time.

2. Allow employees to clock outside the job site Geofencing area but warn the employees that their shift might get rejected.

If you select this option, the system can provide you with plenty of information when the employees clock outside the job site:

A. You can get notified by email and push notification when employees clock out their jobs site

B. On time attendance screen, their shift will be tagged with error, usually a number inside a red circle indicating all the errors that took place during the shift.

C. On time attendance screen, you can filter and see all employees who clocked outside the jobs sites.

D. On the system dashbaord, you can view a list of all employees who clocked outside the job sites.

                     

Employee Alerts

For companies that are not rostering and assigning predefined shifts to their employee, they can set the system to sent a daily reminder to their employee to clock in, the reminder can be customized to be sent at a specific time on the day.

Tick and enable this option, then specify the time and the time zone the alert will be sent. 

The system will send the daily reminder to all active employees on the working days set and configured on setting. App setting > General Setting

 

Supervisor Alerts

For the supervisor alert, you can utilize and set three alerts:

A. Left the Job site

B. No Activity Alert: this alert is sent when tracking is set to GPS Tracking during the shift is

        turned ON and when an employee has turned OFF their mobile, GPS or internet for more

        than 1 hours after they clocked in. 

C. Clocked in/out outside the job site.

      

Alerts recipients

Your last step is to select the alert recipients. ClickTime gives you many options to select from as the    recipients for the alerts:

A. Site Supervisor

If you select this option, make sure that you assign a supervisor to all your sites. Just go to the site and populate the site supervisor field with the assigned supervisor. 

If you have multiple supervisors for your site, you can add multiple recipients to receive the alerts

B. Team Supervisor

Click Here to see how to add your teams.  SKIP this if your oganization is small and no need for creating and managing different teams.

Click Here to see how to create and assign managers to manage teams

C. Individual Admin & office members