Setup Attendance App Users
Available on: Desktop · Web · Phone
Navigate to Payroll Setups and click on "Setup Attendance App Users".
Setup Attendance App Users decides who may use the attendance app and how: the mobile they log in with, what happens when they punch away from their branch's sites, whether their location is tracked, and who acts as HR in the app. Set up the branches first — see Setup Attendance App Branches.
The columns
Select
Tick to include the employee when using the bar above the grid.
Employee Name, Employee Code, Branch
Who the employee is. An employee who has left shows (LEFT) after the name.
Employee Phone
The phone on Setup Employees — shown only.
Login Mobile
The number they log in with (up to 20 characters, at least 10 digits). Leave it blank to use Employee Phone. Two employees with the app on cannot log in with the same number.
App Enabled
Yes: the employee may log in to the app.
Enabled On
Filled in by the screen: the day the app was switched on. Kept when the app is switched off.
Geofence
What happens when a punch is made outside the nearest active site of their branch — see the table below. New app users start on FLAG FOR MANAGER.
Tracking
AT PUNCH ONLY: the location is taken with each punch. PINGS: also every Ping Minutes while they are on duty, once they have agreed to the location notice in the app.
Ping Minutes
How often a ping is taken: 5 to 240 minutes (15 to start). Only for PINGS.
Selfie
Kept for a later version: the app does not ask for a photo yet.
HR
Yes: the employee handles requests and punch reviews in the app, for the employees of their HR Branch. Ticking HR switches the app on; switching the app off removes HR.
HR Branch
The branch they act as HR for, or ALL BRANCHES (where it starts when HR is ticked).
Geofence
ALLOW
counts as normal
FLAG FOR MANAGER
counts, but waits for review by the employee's manager or an HR user of that branch; it is listed under Flagged in Attendance App HR Review. The app tells the employee their manager will review it.
BLOCK
is recorded but not counted — no attendance is written for it. The app tells the employee how far away they were.
A branch with no active site counts every punch as inside. A punch from a faked location is always flagged, whatever the setting.
Tracking pings
Pings are taken only while the employee is on duty (punched in and not yet out), and only after they agree to the location notice the app shows them. Until they agree, nothing is recorded. The employee's manager and HR can see the trail.
Set up the app users
Step 1: Load the employees
Press Select Employees to pick working employees, All Working for all of them, or App Users Only for everyone who has been set up for the app before (switched off ones included).
Step 2: Set them
Change the settings in the grid, one employee at a time; or
tick several employees in Select (or Tick / Untick All), choose the settings in the bar above the grid ("Set for ticked") — app, geofence, tracking, selfie, HR and HR branch — and press Apply to Ticked. Login Mobile and Ping Minutes are set in the grid.
Changed rows are marked * after the name.
Step 3: Save
Press Save and confirm. Only the changed rows are saved.
Example — A branch's 15 sales staff should use the app, and a punch made away from the store should not count. HR loads them with All Working, ticks the 15, sets App Enabled Yes and Geofence BLOCK in the bar, presses Apply to Ticked, and saves. (Each needs a phone of at least 10 digits on Setup Employees, or a Login Mobile.) The branch's HR executive is then given HR Yes in the grid, with HR Branch set to that branch.
Messages you may see
Choose the employees first: Select Employees, All Working or App Users Only.
Apply to Ticked or Save with no employees loaded
Load the employees
Choose at least one setting to apply.
Apply to Ticked with nothing chosen in the bar
Choose a setting
… employee(s) have changes not saved yet. Discard them?
Loading employees again with changes on screen
No goes back so you can Save
Nothing to save.
No row was changed
—
…: another app user (…) logs in with the same mobile.
Two app users would log in with one number
Give one of them a different Login Mobile, or correct the phone on Setup Employees
…: no mobile of at least 10 digits to log in with (set the login mobile, or the phone on Setup Employees).
Login Mobile is blank and the employee's phone is missing or too short
Enter a Login Mobile, or the phone on Setup Employees
…: the login mobile needs at least 10 digits.
The Login Mobile is too short
Correct it
…: the employee has left; the app cannot be switched on.
Only working employees can be given the app
Leave the app off
…: an HR user must have the app enabled.
HR is ticked with the app off
Switch the app on
…: the ping interval must be 5 to 240 minutes.
Ping Minutes out of range
Enter 5 to 240
…: the HR branch does not exist.
The HR Branch has been removed
Pick another branch
… employee(s) have changes not saved yet. Close without saving?
Closing with changes not saved
No goes back so you can Save
Modification rights are not available...
Apply to Ticked or Save: your user may only view this menu
Ask for modify rights in User Access
On the web
The same screen is on the web. On a phone or a narrow tablet, tap Change ticked employees to open the bar that sets the ticked employees.