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• Frequently Asked Questions

  1. Does TimeKeeper work on tablet and mobile? Android and iOs? Yes, TimeKeeper works for both Android and iOs, either on mobile or tablet.  2. Can my employees use their phone to clock in/log into jobs? Yes, whenever an employee is added to TimeKeeper they will receive an invite to the system. If you have enabled that employee to have access to the mobile app, then they will be able to clock in from mobile. 3. Can I use one tablet for all my employees? Yes, if you log in withVery popular

• How do I set an employee as a manager or administrator?

  Once you add an employee to TimeKeeper, a user account will be created for them. You may want to give that user more access, so we allow you to change user roles via the employee profile section. Just follow these steps: Go to Employee Directory Edit the relevant employee by clicking the pencil icon How do I enable this user to be a manager? Click the "This employeeVery popular

• Does TimeKeeper have an Offline Mode?

  Short answer is no. We did have but removed for a good reason. Here's the story. We actually added this to our software in 2019 but we ran into a whole heap of issues with customers getting confused by the offline functionality. The way the offline functionality worked was if an employee clocked in offline - then whenever the device came back online we'd sync the data up to TimeKeeper. This all sounds like a great feature and functionally it worked. However for our business and for our custoVery popular

• Run an Employee Timesheet

  Running a timesheet for an employee is simple in Timekeeper. Just do the following: Go to Reports in the Portal and Click Employee Timesheet Report Choose the Employee Name and Date Range. Click Run Report and that's it. ![](https://storage.crisp.chat/users/helpdesk/website/a7fabf11254df800/screenshot-2020-05-04-atVery popular

• Managing Clock In/Out Time Entries

  This guide is for the original time entries management screen - personally we much prefer the employee time entries screen which can be much quicker for editing. To view the guide for that screen - please click here Managing Employee Time Entries Adding a Time Entry Sometimes it's required for time entries to be added for an employee. Only certain users have permission to do this - follow the guide below to add clock in/out times for anVery popular

• Add a job

  Adding a job is super simple, just give us a job name and click 'Save Job'. This job will now be accessible for staff to log time against. Extra Job Detail We provide for extra job detail as well, most self explanatory but here's a guide below. Job Number Unique job number that is linked to this job. Client Link this job to a client Client Reference A reference number for this client e.g PO number Site Address An address that isVery popular

• Managing Temporary Employees

  For temporary employees, they may not require access to TimeKeeper all the time. Therefore it can be useful to stop their access for a period of time and then renew at a later period when they require.  To pause the access of an employee for TimeKeeper, you can archive this employee. To renew the access of an employee for TimeKeeper, you can restore this employee. How do I archive an employee? Just follow the steps below. Log in toVery popular

• Rounding Employee Times

  Lots of companies operate policies where they give employees a certain amount of grace time, i.e. if they have a 5 minute grace period, an employee that clocks in at 9.04am will be marked down as on-time at 9am. There are multiple scenarios of these grace periods, and employee legislation does apply in every country. Timekeepr gives you the option to set up your grace periods, however **responsibility for proper usage of these rules in line with legislaVery popular

• Add an employee

  For employees to interact with TimeKeeper, they first must be added. Luckily this is quite straightforward. TimeKeeper only requires a few basic details when adding a new employee: Their Name Email and/or Phone Number Working Pattern (their contracted hours and the days and hours they are expected to work e.g Monday - Friday 9am - 5pm) Basic Access e.g. can they access and clock in to TimeKeeper on mobile_ That's it, if you just want to addVery popular

• Setting up a Geofence for a Job

  TimeKeeper supports the ability for a job to be set up so that only employees within a certain distance of the site address can clock in and out. This prevents people from clocking into jobs for which they are not near to. To set up a job a geofence, follow the instructions below. Two steps are involved. Step 1. Enable Geofencing on Jobs Go to the "Account" section of the web portal ![](https://storage.crisp.chat/users/helpdesk/website/a7fVery popular

• Getting Started: Employee Guide

  Hello and welcome! So you may be reading this as your employer has decided to use TimeKeeper for recording time and attendance. This article is to help give you a guide on how to do the things that you may require to accurately track your time and attendance! This guide will cover: Getting set up How to log in to TimeKeeper How to clock in/out of TimeKeeper How to request time off How to access your timesheet How to reset your password Useful links Getting Set Up So the firstVery popular

• Getting Started

  Hey there! Welcome to TimeKeeper, here is some resources to help get you started. Follow our in-app onboarding guide here Check out our guide for adding an employee here  Check our guide for adding a job here Check out how to run an employee timesheet [here](http://help.timekeeper.co.uk/application-usVery popular

• Time Off In Lieu

  In the event that you need to adjust an employees leave balance for a special circumstance - this can be easily done via adding Time Off in Lieu for an employee. To add Time Off In Lieu is straightforward. Go to the Employee Directory Visit the employee profile by clicking on their name Scroll to the Holidays Section and click "Add Time In Lieu" Enter in an optional note and the time in lieu amount e.g. 1 for 1 day, -1 for deduct 1 dayVery popular

• Set Employee Profile Photo from Existing Photo

  In order to use Facial Recognition for an employee, they must have a picture set against their account. TimeKeeper will automatically set their profile picture based on the first clock in with a face detected. So you don't have to do anything for that but if you would like to change their profile photo follow the steps below. To do this is very straightforward, simply perform the following. Go to Employee Directory here Click Edit on the Employe ![](https://storage.crisp.chat/users/heVery popular

• Add a Location

  Within TimeKeeper, administrators can set up multiple on-premise locations via the TimeKeeper portal. These locations could be used to represent your company office branches.  Upon configuring the TimeKeeper app on your premise, you can select which location the tablet is located at. TimeKeeper will then be able to tell you in real-time who has clocked in or out at each company location. For on-site workers, we automatically detect their locationVery popular

• Rollover/Setup Annual Employee Leave

  TimeKeeper automatically rolls over annual leave based on individual employee leave figures at the end of the year. On completion, TimeKeeper will email an administrator to notify them that leave has been rolled over. The calculation for annual leave rollover is the following New Leave = Leave Entitlement + MINIMUM(Remaining Leave at end of the year, Carry Over Days) e.g. an employee with leave entitlement of 25 days, with remaining leave of 3 days at the end of the year and maximum 2 carry ovVery popular

• Manager Kiosk Mode

  By default, administrators have access to activate kiosk mode. Kiosk mode being where multiple employees can log in via the one device using a combination of their 4 digit pin and then clocking in or out. The default for managers is that they cannot access kiosk mode but if you want, this can be enabled by following the steps below. Go to the employee profile of the manager in question Click "This Manager can access kiosk mode". ![](https://storage.crisp.chat/users/helpdesk/website/a7faVery popular

• Exclude Employee Break on a Certain Day

  At Timekeeper, if your employee remains clocked in past his breaks that have been set up, then we will automatically deduct them from their timesheet. However there are circumstances where on a certain day, an employee may work to a different time so some employee breaks might apply to only certain days. If you want to exclude an employee break from a certain day, just click the day to exclude under the 'Exclude Break on These Days' header as shown beVery popular

• Managing Employee Time Entries

  Video Tutorial Adding/Update a Time Entry To add a new time entry is incredibly simply, just enter the in time, the out time and the the job if required as well as optional details including in location/out/location and a note. When entering a time into the in or out time screen, you can specify this time in the following formats: 09:12 - 24 hour format 9.12am - 12 hour format with dot 9:12am - 12 houVery popular

• Configure Manual Timesheets

  By default, employees have to clock in and out to have their time recorded in TimeKeeper. However, perhaps you don't want employees to have to clock in and out each day, but instead submit a manual timesheet at the end of the week. TimeKeeper also supports that! Here's a video below and a set of written instructions on how to get set up. Firstly, you can to configure each employee that has access to create manual timesheets. To do this: PermiPopular

• Converting an Employee from Daily Leave to Hourly Leave

  TimeKeeper supports employees booking off their leave either by days or by hours. By default, whenever an employee is created we mark them as their leave being managed in 'days' e.g. daily leave. However to change an employee from daily leave to hourly leave please see below. ${color}[#db2929](**NOTE: Changing an employee from daily leave to hourly leave is a one way street. Once you do this - you cannot change that employee fromPopular

• Investigating Android GPS Issues

  Some Android devices experience a "Location Request Timed out" issue when clocking in. This is an issue with getting a GPS signal on your phone - especially relevant to Android. Steps to take when investigating GPS Issues on Android devices Turn phone off/on. Turn GPS off/on. Be sure TimeKeeper is allowed to use your location. Settings > Apps > TimeKeeper > Permissions > Toggle Location ON. Disable any battery saver settings. Including Power Saving Mode, Battery Management or anyPopular

• Restricting a job to be only visible to specific employees?

  Some employers haves jobs that they would like to be only visible to a specified number of employees. The reason for this may be: The job has sensitive material associated with it and only certain members can view and clock into this job The employer only wants their staff to see jobs relevant to them This is possible within TimeKeeper and can be easily configured. To restrict a job to be visible to certain employees please follow the guide below. **Note: By default, a job is visible to aPopular

• Clocking in with a job

  The default in TimeKeeper is to just clock in, however you can also clock in against a particular job. This will allow you to get insight into how much time is being spent on particular jobs for each member of staff. To enable clocking in against a job, you have to toggle a few settings as we describe below. Administrator Steps - Toggle Setting on Log in to the web portal and click "Account" Once the account section loads, you will see aPopular

• Add a Working Pattern

  A working pattern within TimeKeeper dictates the expected start and end time of an employee. This can be very important depending on your settings you have enabled. For example it can be important in the following scenarios: if you want to track lates/early leaves, then it's important the working pattern is reflective of the actual expected start time. if you want to track daily overtime, then the expected start time and end time is importaPopular

• How to use timesheet approvals?

  Setting up Approval Settings TimeKeeper has the ability for a multi-step approval process for timesheets. This means that a timesheet can be approved once, twice or three times by differing managers. In order to set up your approval process, follow the steps below. Go to the Account section 2. Scroll down to 'Approval Settings' 3. To turPopular

• Xero Payroll Integration

  TimeKeeper supports a seamless timesheet integration with Xero Payroll. Xero is an amazing accounting platform and TimeKeeper is (we think) a great time and attendance platform. Why not combine the two? Record detailed employee timesheets in TimeKeeper and send instantly to Xero Payroll in a few clicks. Why does this integration exist? Well although Xero does have basic timesheet functionalitSome readers

• Can you explain my bill?

  Why is my second bill higher? TimeKeeper charges £3 per employee per month excl. VAT. So if you had 10 employees then we'd charge 10 * 3 = £30 + VAT = £36. Typically customers who subscribe wonder why the second bill in TimeKeeper is higher than the first bill. Let us explain below. Imagine you were on trial with TimeKeeper and signed up with 5 employees. On the subscription date, we'd upgrade your account and charge you 5 * £3 + VAT = £18. During the course of that first month, you addeFew readers

• Creating a Bank Holidays

  To add bank holidays to TimeKeeper, typically we recommend creating a separate leave type first. Creating a bank holiday leave type Go to Leave Go to Leave Types Create new leave type Enter the leave type as "Bank Holiday" and select whether it's paid or unpaid and whether it's deductible or undeductible. Adding a Bank Holiday Now that your bank holiday haFew readers

• Share Company Documents

  A common requirement for businesses is to share company procedures and policies with employees. Luckily you can do that in TimeKeeper! Add a new Company Document Firstly you need to add a new company document. Simply go to Company -> Documents in the sidebar. Then click "New Company Document" which will bring you to the screen to add a new document. Firstly, select the dFew readers

• Importing into Sage50 Payroll

  TimeKeeper supports generating a CSV export that can be imported in Sage 50 Payroll. It's a simple three step process. Step 1 - Set up Employee Mapping Between the Two Systems To configure the employee mapping between TimeKeeper and Sage, you will need to enter into TimeKeeper the Employee Reference Number of each Sage employee. So for example, Jack Allan here has an Employee Reference of 1. ![](https://storage.crisp.chat/users/helpdesk/website/a7fabf11254df800/screenshot-2022-04-19-atFew readers

• Setting up Zapier

  Few readers