Frequently Asked Questions
If you have a question about our time and attendance solutions please check out our FAQs below or feel free to contact our team.
What's ClockedIn? What can it do for my business?
Put simply, ClockedIn is all about intelligent time tracking. Sophisticated yet simple, it allows you to implement time management in an intuitive way. The main purpose of Clockedin is to give you the means to analyze how you’re distributing your most valuable resource: time. By doing so you can optimize project budgeting and thus save time and money.
What does time management actually mean, and how can I benefit from it?
Time management is the act or process of planning and exercising conscious control over the amount of time spent on specific activities, especially to increase effectiveness, efficiency or productivity. Time management may be aided by a range of skills, tools, and techniques used to manage time when accomplishing specific tasks, projects and goals complying with a due date. This set encompasses a wide scope of activities, and these include planning, allocating, setting goals, delegation, analysis of time spent, monitoring, organizing, scheduling,and prioritizing. Initially, time management referred to just business or work activities, but eventually the term broadened to include personal activities as well. A time management system like the Clockedin Time and Attendance System is a designed combination of processes and tools that will help you to make the most out of your valuable time, so that you can optimize your performance or reach a better work/life balance.
How do I install ClockedIn?
The core application is Cloud based, entirely accessible from the internet, and works like Google or Hotmail which means you have nothing to install and you can access it from any computer, anywhere. There are no download times or software to install. All you need is an Internet connection and a modern web browser such as Firefox, Safari or Internet Explorer. Your employees will require a smart phone to use the MyClockedin application.
Is ClockedIn safe? Is my employees' information protected?
I work for a charity, educational or non-profit institution. Do you offer a discount for my company?
Short answer – yes, we definitely would look to subsidise your rate. As standard, we offer a 15% discount for non-profit, education or charitable institutions. If that’d still be too expensive for your budget, then give us a call and we’ll see what we can do for you.
One of my employees uses a Blackberry or Windows Phone. Can they use ClockedIn?
Unfortunately at present we can only support MyClockedin on iOS and Android phones – meaning that we do not currently have support for the Windows Phone or Blackberry devices at the moment. This is subject to ongoing change. You do have the facility, however, to manually input shifts for the user in question – while this does require your input, you do still overall profit from Clockedin’s payroll and reporting systems, as well as receiving accurate information for the vast majority of your staff.
Can I log straight into the MyClockedIn app after signing up?
No. The username and password you set up upon subscription gives you access to the Clockedin Administration Panel, which you would then use to set up your system. Employees and Managers set up on the Clockedin system will then be able to log into the MyClockedin application once these profiles have been created.
What are Job Codes for?
Job Codes are specific tasks that employees perform during the day. For example, if you employ a Carpenter, you would set the Job Code as Carpentry. You can then assign the Job Code to the appropriate employee once their profile has been created.
Why is a job code not showing up as an option on the Mobile App?
When creating a new user in the dashboard, make sure you check the appropriate tick boxes to assign job codes to that individual.
What order should I set up my ClockedIn system in?
The Clockedin Administration Panel has been set up in a logical order – you will need to follow this order in order to set up your Clockedin system appropriately. This means you will need to set up Job Codes, then Clients, then Managers, and then finally Employees. Manager and Employee profiles are dependent on Job Codes being created, and Employee profiles are dependent upon Managers being created, so you will need to follow the order that the sidebar is set out in to get the most use out of the system.
Do I have to use the payroll portion of the ClockedIn Time and Attendance System?
No. The system is yours to do exactly what you will with. Some of our clients use the system including all the payroll features, exporting time and pay records to Microsoft Excel – however some simply use Clockedin to gain records of their employees’ time, then following their own payroll process. What you do with the Clockedin Time and Attendance System is entirely up to you – it’s completely customisable and can be used according to your requirement.
What is a Who's Here report?
The Who’s Here report is used to give an active account of who is working on any given day – this functions as a register of Employees and Managers who have clocked in during the day that you are checking. You will be able to identify what time they have clocked in, whether they have clocked out, and check their position when clocking in and out on Google Maps.
How do I set up Hourly Rates?
When looking at the Job Codes screen, you will note there is a Default Hourly Rate box to be filled in. For example, when setting up a Carpentry Job Code, you would want to set a Default Hourly Rate for this task if you are going to use the payroll features of the Clockedin system. The Default Hourly Rate should always be listed as the maximum you would ever pay a Carpenter for their labour in this example.
Later, when creating an Employee profile, you are able to set up specific hourly rates for Employees. If you have set the Default Hourly Rate for a Carpenter at £15.00, but you have an employee on staff that you would only wish to pay £10.00 an hour to for this task, you would then set his Employee Hourly Rate for the Carpentry Job Code at £10.00. This feature is available on the Edit Employee screen.
How do I create a Payroll Report?
There are two types of Payroll Reports available on the system – a Summary or a Complete Payroll Report. The Summary Payroll Report will only provide critical information, whereas a Complete Payroll Report will display all information gathered within timescales that you select. Choose which Payroll Report you would wish to create and select it from the sidebar.
You can set time parameters and then, if running a Payroll report for an individual, select their name. If you are running a Payroll Report for all staff, select the All Employees option.
The Administration Panel will then display time records for the selected employee or for all employees who have worked during that time frame. You can then edit these time records manually if necessary, or alternatively export the records to Microsoft Excel. The Clockedin Time and Attendance System will export these records into individual payslips for your reference and use in a Microsoft Excel spreadsheet. You can then use these in conjunction with your accounting software to pay your employees.
The system doesn't do something I want it to do. What can I do about that?
Contact Clockedin Limited. The system is under continuous development. If there is a feature you particularly need or want, let us know about it and we’ll be able to discuss it at our next development meeting. If we think it’s a good idea, we’ll get it implemented for you as soon as possible.
How do I handle staff breaks on the system?
There are two options for handling lunchtime or comfort breaks on the system. Employee and Manager profiles can be set up either for employees to input their breaks manually using the MyClockedin application, or alternatively to have a break “forced” into their hours during the day. For your employees’ convenience, if they consistently take a break of a certain time, tick the “Force Break” box and they will then not have to interfere with their app during the day. You can select a break of 30 minutes, 45 minutes or an hour in the Administration Panel.
Will the MyClockedIn phone application work if I have no phone signal?
Partially. The application is designed to function with an Offline Mode – if you are working outside of signal range, you can clock in or clock out and your time records will be recorded accurately. The application will prompt you to sync data with the Cloud as soon as you re-enter a 3G area or step into Wi-Fi range.
You cannot however send messages, change task or client codes, or use the View and Approve Hours function while you are out of 3G range.
My employees work for more than one client/complete more than one task during the day. How do I handle this?
There is a Change Task Code/Change Client Code feature that has been designed into the MyClockedin application. Using this, Employees are able to alter the Job Code they are using or the Client they are working for without clocking out and back in. This provides you with detailed information on their activities without having to go through multiple different time records.
Why can't I add a Manager to my ClockedIn Dashboard?
The most common reason for a person not being able to add a new Manager in the dashboard is that they haven’t yet added an employee to the system. It is important when initially setting up the dashboard you work your way down the list of tasks in order.
Why is my SmartHub showing 'Please Wait' when I first turn it on?
The SmartHub will show ‘Please Wait’ while it searches for an appropriate internet connection. If this notification shows for more than 15 seconds, we recommend checking that you have set up your device’s internet settings or connected to your local WiFi.
I clocked in and out on my ClockedIn Mobile account to test it. Why doesn't this action show on my payroll report?
ClockedIn payroll reports use a default rounding system of 15 minutes as to keep the report looking tidy. If you clock in and then out again within 15 minutes, this entry will not show up on the payroll report. This action will however show up in other reports such as the Who’s Here report.
I have an account for 50 users but I have 20 new staff joining next month, how do I upgrade my account?
Upgrading your account is very easy. All you need to do is call in to ClockedIn Support and tell us how many extra users you would like to register on the system. We can upgrade your account within minutes without affecting your current account in any way. Please bear in mind that upgrading can move you into a higher price band.
I had a system from another company and the fingerprint reader was unreliable. How can you ensure that your reader is reliable?
We hear this question a lot. There are a number of fingerprint technologies out there and some are not as reliable as others. The reader in our new SmartHub is a silicone enhanced, California-made, capacitive reader which has a FIPS 201 (U.S Federal grade) certification. If you would like more information about this reader, please see the ‘Hardware’ page under ‘Systems’ in the main menu, or give us a call and one of our technical team would be more than happy to run you through the specification of the reader.