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How can we
How can we
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 analyse how you are distributing your most valuable resource: time. By doing so you can optimize project budgeting and thus save time and money.
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.
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.
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 would still be too expensive for your budget, then give us a call and we will see what we can do for you.
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.
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 will be able to discuss it at our next development meeting. If we think it is a good idea, we’ll get it implemented for you as soon as possible.
Can't find the answer?
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.
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.
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.
When creating a new user in the dashboard, make sure you check the appropriate tick boxes to assign job codes to that individual.
The ClockedIn Administration Panel has been set up in a logical order – you will need to follow this in order to set up your ClockedIn system appropriately. Firstly you will need to set up Job Codes, then Clients, then Managers, and finally Employees. Manager and Employee profiles are dependent on Job Codes being created, and Employee profiles are dependent upon Managers being created, therefore you will need to follow the order of the sidebar to get the most use out of our system
No. The system is yours to do exactly as you choose. Some of our clients use the system to include all of the payroll features, exporting time and pay records to Microsoft Excel – however some simply use ClockedIn to gain records of their employees’ time, following with their own payroll process. What you do with the ClockedIn Time and Attendance System is entirely up to you – it is completely customisable and can be used according to your requirements.
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.
When looking at the Job Codes screen, you will note that there is a Default Hourly Rate box to be completed. 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 particular Employees. If you have set the Default Hourly Rate for a Carpenter at £15.00, but you have an employee that you would wish to pay £10.00 an hour for this task, you would set his Employee Hourly Rate for the Carpentry Job Code at £10.00. This feature is available on the Edit Employee screen.
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.
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 length, 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.
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.
The most common reason that you would be unable to add a new Manager into the dashboard is that you have not yet added an employee to the system. It is important when initially setting up the dashboard, that you work your way down the list of tasks in the correct order
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 in order to keep the report relevant. If you clock in and 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 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 several 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.
It is NOT recommended that you regularly use industrial cleaning solvents (especially those that are alcohol-based) on the scanning surface. Repeated use could lead to the silicone layer becoming damaged. Such damage will result in decreased capture sensitivity.
If a sticky substance is spilled on the scanner surface, a small amount of mild ammonia-based cleaner (e.g. Windex) can be sprayed onto a cloth (not paper) and blotted or gently wiped on the problem area and blot the area dry.
Do not spray any cleaners directly on to the scanning surface.
Do not use paper towels to clean the scanner as these can leave paper particles on the silicone layer.