Getting Started: Admin Guide
Hey there! Welcome to TimeKeeper. As an administrator, you'll have access to all the features in the system. This guide is designed to cover the basics you'll need to get started - if you have any questions which aren't covered in this guide, you can use the search feature above or get in touch with our Customer Success team on the live chat!
This guide covers:
Adding employees
Adding jobs
Setting up clock in stations
Leave basics
Key reports
To add an employee to TimeKeeper, all you'll need to enter is their name and either an email address or mobile number. Once your employees are added to the system, they’ll automatically receive either an email or text message with an invitation to activate their account and set a password, so that they can log in on mobile or web. This message will also include their 4 digit pin, which allows them to clock in on a tablet kiosk.
You'll now be able to configure your employee's profile, to set things like their start and end times, overtime rules, permissions and leave entitlement. You can also enter in HR information and upload documents to their profile.
These settings dictate when TimeKeeper will send clock in/out reminders, dictate what days employees are expected to work and can book off on leave, as well as how to calculate overtime correctly.
More information on Working Patterns can be found here.
If you'd like your employees to book their holidays using TimeKeeper, you'll need to set their leave entitlement in their profile first. You can enter how many days (or hours) of leave they are entitled to, and when the leave year starts. Once this is set, employees will be able to make leave requests via the app or web which you can approve.
You can also add leave entries manually via the Wall Calendar, and create different leave types under the Leave Types tab (for example, to track sick leave or training days).
Our Public Holidays calendar function can be used to automatically add bank holidays to employees' profiles. These are always non-deductible from their entitlement, but can be set as paid or unpaid.
By default, each employee can only view their own information. You can assign 'Manager' or 'Team Manager' permission to your employees if you'd like them to view and edit information for the employees they manage, or can grant 'Administrator' permission if you'd like to give them full access to the system.
If you set up your business' account with TimeKeeper, you remain the main Administrator on the system, but can add as many other Administrators as required.
The steps in this guide will help you assign the right roles to your team.
You can check the permissions for each role here.
Our help centre contains a dedicated employee guide, which walks through all the main functions they'll be using in the app. We also have a printable PDF employee guide to help your employees get started with TimeKeeper.
If you'd like to track your employees time against certain projects, you'll need to set up Jobs. Jobs can also be used to ensure employees are on site when clocking in and automatically block off-site clock in attempts, through the use of Job Geofences.
As well as configuring your jobs, you'll need to tick 'Require job on clock in' under your Account Settings to enforce this requirement.
To add a job, you just need to enter a job name. You'll also have the option to set start and end dates, documents, notes and descriptions to a job.
If you set an address for a job, a geofence will be generated around that job. If you have 'Enforce geofencing' switched on under your Account Settings, employees must be within the geofence to clock in or out of that job. Jobs which have no address set can be clocked into from any location.
By default when you add an employee, they will only have permission to clock in to a tablet kiosk (using the automatically generated 4 digit pin we've sent to them).
If you’d like your employees to clock in on mobile, make sure to select ‘Can access the mobile app’ and 'Can clock in on mobile' in the Access & Permissions tab on their employee profile. Once they have downloaded the TimeKeeper app from the app store, they will be able to log in on mobile using their email/mobile number and password they have set.
If you’d like your employees to clock in on web, make sure to select ‘Can clock in on web’ in the Access & Permissions tab on their employee profile.
If you’d like your employees to clock in on a central tablet, you’ll need to set this up first. Most Android and iOS tablets can be used as a kiosk, as long as they have a front facing camera and internet connection.
You’ll need to download the TImeKeeper app from the app store on your device, and log in with your administrator credentials. The app will then ask if you’d like to set up Kiosk Mode or Employee Mode - select Kiosk Mode here. You can then choose which location this kiosk is linked to. New Kiosk Locations can be added via the web portal. If you specify an address and radius for this Kiosk Location, nearby mobile clock ins will also be linked to that location in your reports.
If you’d like employees to submit timesheets retrospectively, you can enable the setting ‘Can submit manual timesheets’ in their profile. This is done on an individual employee basis, and allows them to add or edit time entries via either the app or web portal.
As an admin, you’ll be able to view and edit all employees’ clock in and out times. Team Managers also have permission to edit their team’s clock in times. You can use either the Manage > Time Entries or Manage > Employee Entries screens to do this.
From the Employee Entries screen, you can edit or add times, as well as editing the details for a time entry (for example, changing the job that time was allocated to).
The hours seen on this screen are ‘raw’ times - you’ll need to run a timesheet report to apply any rounding rules and calculate overtime.
There are lots of handy reports in TimeKeeper, but the most commonly used reports are the Employee Timesheet Report and Staff Timesheet Report.
The Employee Timesheet Report allows you to view an individual employee's hours over a time period, as well as checking their time entries and location entries. Employees also have access to their own timesheet report on the web and app, so can check their own hours.
The Staff Timesheet Report allows you to view hours over a time period for a group of employees - you have the option to filter this report by team, location and contract type. The default format is a web based preview, but if you’d like to download this report to your computer, you can change the ‘Export format’ at the top of the screen.
The Staff Timesheet Excel Report is the most comprehensive report for payroll, as it contains multiple sheets with daily logs and breakdowns of your employees’ hours.
Managing employee requests (for things like time additions and expenses)
Managing employee leave entries
Timesheet approvals
This guide covers:
Adding employees
Adding jobs
Setting up clock in stations
Leave basics
Key reports
Adding employees
To add an employee to TimeKeeper, all you'll need to enter is their name and either an email address or mobile number. Once your employees are added to the system, they’ll automatically receive either an email or text message with an invitation to activate their account and set a password, so that they can log in on mobile or web. This message will also include their 4 digit pin, which allows them to clock in on a tablet kiosk.
You'll now be able to configure your employee's profile, to set things like their start and end times, overtime rules, permissions and leave entitlement. You can also enter in HR information and upload documents to their profile.
Working Pattern
These settings dictate when TimeKeeper will send clock in/out reminders, dictate what days employees are expected to work and can book off on leave, as well as how to calculate overtime correctly.
More information on Working Patterns can be found here.
Leave
If you'd like your employees to book their holidays using TimeKeeper, you'll need to set their leave entitlement in their profile first. You can enter how many days (or hours) of leave they are entitled to, and when the leave year starts. Once this is set, employees will be able to make leave requests via the app or web which you can approve.
You can also add leave entries manually via the Wall Calendar, and create different leave types under the Leave Types tab (for example, to track sick leave or training days).
Our Public Holidays calendar function can be used to automatically add bank holidays to employees' profiles. These are always non-deductible from their entitlement, but can be set as paid or unpaid.
Permissions and Managers
By default, each employee can only view their own information. You can assign 'Manager' or 'Team Manager' permission to your employees if you'd like them to view and edit information for the employees they manage, or can grant 'Administrator' permission if you'd like to give them full access to the system.
If you set up your business' account with TimeKeeper, you remain the main Administrator on the system, but can add as many other Administrators as required.
The steps in this guide will help you assign the right roles to your team.
You can check the permissions for each role here.
Employee Getting Started Guide
Our help centre contains a dedicated employee guide, which walks through all the main functions they'll be using in the app. We also have a printable PDF employee guide to help your employees get started with TimeKeeper.
Adding jobs
If you'd like to track your employees time against certain projects, you'll need to set up Jobs. Jobs can also be used to ensure employees are on site when clocking in and automatically block off-site clock in attempts, through the use of Job Geofences.
As well as configuring your jobs, you'll need to tick 'Require job on clock in' under your Account Settings to enforce this requirement.
To add a job, you just need to enter a job name. You'll also have the option to set start and end dates, documents, notes and descriptions to a job.
If you set an address for a job, a geofence will be generated around that job. If you have 'Enforce geofencing' switched on under your Account Settings, employees must be within the geofence to clock in or out of that job. Jobs which have no address set can be clocked into from any location.
Setting up clock in stations
By default when you add an employee, they will only have permission to clock in to a tablet kiosk (using the automatically generated 4 digit pin we've sent to them).
If you’d like your employees to clock in on mobile, make sure to select ‘Can access the mobile app’ and 'Can clock in on mobile' in the Access & Permissions tab on their employee profile. Once they have downloaded the TimeKeeper app from the app store, they will be able to log in on mobile using their email/mobile number and password they have set.
If you’d like your employees to clock in on web, make sure to select ‘Can clock in on web’ in the Access & Permissions tab on their employee profile.
If you’d like your employees to clock in on a central tablet, you’ll need to set this up first. Most Android and iOS tablets can be used as a kiosk, as long as they have a front facing camera and internet connection.
You’ll need to download the TImeKeeper app from the app store on your device, and log in with your administrator credentials. The app will then ask if you’d like to set up Kiosk Mode or Employee Mode - select Kiosk Mode here. You can then choose which location this kiosk is linked to. New Kiosk Locations can be added via the web portal. If you specify an address and radius for this Kiosk Location, nearby mobile clock ins will also be linked to that location in your reports.
If you’d like employees to submit timesheets retrospectively, you can enable the setting ‘Can submit manual timesheets’ in their profile. This is done on an individual employee basis, and allows them to add or edit time entries via either the app or web portal.
Managing employee times
As an admin, you’ll be able to view and edit all employees’ clock in and out times. Team Managers also have permission to edit their team’s clock in times. You can use either the Manage > Time Entries or Manage > Employee Entries screens to do this.
From the Employee Entries screen, you can edit or add times, as well as editing the details for a time entry (for example, changing the job that time was allocated to).
The hours seen on this screen are ‘raw’ times - you’ll need to run a timesheet report to apply any rounding rules and calculate overtime.
Key reports
There are lots of handy reports in TimeKeeper, but the most commonly used reports are the Employee Timesheet Report and Staff Timesheet Report.
The Employee Timesheet Report allows you to view an individual employee's hours over a time period, as well as checking their time entries and location entries. Employees also have access to their own timesheet report on the web and app, so can check their own hours.
The Staff Timesheet Report allows you to view hours over a time period for a group of employees - you have the option to filter this report by team, location and contract type. The default format is a web based preview, but if you’d like to download this report to your computer, you can change the ‘Export format’ at the top of the screen.
The Staff Timesheet Excel Report is the most comprehensive report for payroll, as it contains multiple sheets with daily logs and breakdowns of your employees’ hours.
More important guides
Managing employee requests (for things like time additions and expenses)
Managing employee leave entries
Timesheet approvals
Updated on: 25/10/2023
Thank you!