Overview
Time tracking is a paid feature that offers employees a consistent method to record their shift start and end times in real time. This will resolve the problem of people submitting their work hours late and potentially forgetting or providing inaccurate data. Employees have the option to manually clock in and out without the need for on-site attendance verification. Alternatively, you can use Smart Kiosk and on-site QR code scanning as an additional layer of verification. To learn more about Smart Kiosk, refer to our documentation here.
Configure
Go to the Preferences to change your Time tracking configuration. You can either toggle the entire time tracking module on/off or individually configure time tracking methods such as "Manual" and "Smart Kiosk".
Basics
Subscribe
To use the time tracking features, you must subscribe. The subscription is activated from Preferences by scrolling to the Time tracking section and clicking the "Subscribe" button. Then, you will be informed that it’s a paid feature. If you want to start tracking time, click on "Subscribe". To learn more about pricing, refer to our documentation here.
Checkout
Once you enter your payment details, you will receive a 1-month free trial. If you are checking out as a business and are eligible for VAT, choose the "I'm purchasing as a business option". Click “Start trial” to use the Time tracking professional functionality. To learn more about billing, refer to our documentation here, or please contact [email protected] for assistance.
Manual clock-in
After checking out, you can enable employees to clock in and out directly without on-site verification:
Go to Preferences and scroll down to the section "Manual"
Toggle the switch to the "on" state to enable it
To clock in manually:
Open the “Heybegin app” on your hone:
Navigate to Dashboard
If you have scheduled shifts for today, you will see a "Clock-in" button that you can click. If no shifts are scheduled, you can press the “+” button and initiate an unscheduled clock-in by selecting the "Clock-in" quick action.
Smart Kiosk
To enable verified on-site clock-in, follow these steps:
Go to Preferences
Scroll down to the section "Smart Kiosk"
Click the "Setup Kiosk" button to begin the Kiosk and QR code setup
To clock in with on-site QR code verification:
Open the “Heybegin app” on your mobile phone
Navigate to Dashboard
If you have scheduled shifts for today, you will see a "Clock-in" button that you can click. If no shifts are scheduled, you can press the “+” button and initiate an unscheduled clock-in by selecting the "Clock-in" quick action
Scan the QR code to clock in
To learn more about setting up a Smart Kiosk for the first time, refer to our documentation here.
Time rounding
Time rounding can be used to round the start and end times reported by employees. To enable this feature, follow these steps:
Go to Preferences
Scroll down to the section titled "Time rounding"
Toggle the switch to the "on" state
Choose duration in minutes for:
before start time
after start time
before end time
after end time
Press the “Save” button
Your selected duration will create a rounding period before the initial scheduled shift start and end times. Here is an example to help you understand how it works. If "before start time" is set to 15 minutes, the scheduled shift start time is 08:00, and the employee clocks in at 07:50, the rounding will round the start time to 08:00. Clock-ins that occur between 7:45-8:00 will always be rounded to 08:00. Any time that occurred before 7:45 will not be rounded.
Auto clock out
This feature helps prevent situations where employees forget to clock out, causing the timer to run endlessly. To enable auto clock out, follow these steps:
Go to Preferences
Scroll down to the section titled "Auto clock out"
Choose duration in minutes
Press the “Save” button
Now, all shifts that have been clocked in will automatically be clocked out when the shift reaches the specified duration for automatic clock-out.
Report time manually
It is a free alternative to time tracking. Employees do not need to clock in or out. They can manually report their actual work time. To enable this feature, follow these steps:
Go to Preferences
Scroll down to the section titled "Report time manually"
Toggle the switch to the "on" state
To report time manually:
Open the “Heybegin app” on your mobile phone:
Navigate to Dashboard
If you have scheduled shifts for today, you will see a "Report time" button that you can click.
Enter your actual start and end time
Press “Submit”e