Check-ins & Timestamps

Created by Julia Kasser, Modified on Mon, 19 Dec 2022 at 03:45 PM by Julia Kasser

Staffcloud’s Check-in’ module enables you to let your employees check in and out in real time.

This functionality offers two different options:
- submission of time stamps with or without location

- validated check-ins by scanning the QR code provided

Configuration:

To be able to use this functionality, check-in and time stamp submission needs to be configured in settings, and a submission period needs to be set.

In the configuration, you can set a submission period for time stamps and check-ins under Settings -> Time tracking. This submission period denotes the time in which staff members can generally check in and out. In the Time Stamps tab, you can set an additional allowable timeframe in which time stamps can still be sent.

In the example given here, employees can send time stamps within 45 minutes before, or after the defined work time. Check-ins can be sent up to 45 minutes before and up to 1 hour after the planned work time.

Here, you can also personalise the QR code with an additional validation and choose whether the QR code can be read from the employee app and/or the team leader app.

In the configuration, under Settings -> Events, you can choose whether staff members are able to submit time stamps. Additionally, you can configure whether employee check-ins are required, at which points in time (work start, break start, break end, work end) a check-in needs to be submitted via QR code scan, and which QR code level is valid.

In Project Management, this setting can be reconfigured for each event individually.

QR Code level:

QR codes can be provided on four levels:

For the entire instance

Per project

Per event (edit under Event)

Per event function (edit under Event Function:
a QR code is created for every selected function, for each event individually)

From the employees’ side:

Under ‘My Assignments’ staff can find their assignments in chronological order. The next assignment is always shown at the top.

Employees can submit check-ins and timestamps within the defined submission period.

Both options, ‘time stamps’ and ‘check-ins’, can be found at the very bottom in the assignment details and are only visible during the submission period.

Button ‘Time stamps’:

takes employees to the time stamp overview.

Once employees click on “Add time stamp”, they get to the following page, where they can add notes and attachments. With “Save”, the time stamp is submitted to the planner and displayed in the overview.

Button ‘Check-in’:

This button takes employees to the check in overview

‘Check in’ opens the QR scanner, and the provided QR code will need to be scanned.

The code is verified in your Time Stamps tab, meaning that the time of each employee check-in is submitted to the system with certainty.

Depending on your configuration, a click on the button ‘break’ or ‘check out’ opens the QR scanner as well.

The planner view in the Time Stamps tab

The time stamps and check-ins submitted by staff can be viewed by the planner in the Time Stamps tab.

This view offers particular functionalities and filtering options:
Under the familiar filter column for staff planning, you can find a live ticker which shows current events and a counter for missing data.

On the top left above the data entries, you can adjust the allowable time frame further. This affects the background colour of the data entries:

Green	The time stamp or check-in is within the allowable time frame
Yellow	The time stamp or check-in is not within the allowable time frame
Red	The time stamp or check-in is missing and the allowable time frame has expired
Transparent	The time stamp or check-in is missing, but the allowable time frame is still valid

Also in the top lefthand corner above the data entries, you can filter by complete or incomplete data entries.

Validating work data submissions

The data submitted by staff is automatically checked against the pre-sets concerning location, time and/or the validity of the QR code level.

This validation is displayed via the symbols to the right of each data entry:

For time stamps, time and location are validated. For check-ins, time and QR code level are validated. Every work time submitted is validated individually, and the overview shows the ‘worst’ value for each assignment. It is possible that both time stamps and check-ins are used for an assignment, thus the overview will show a validation of time, location, and QR codes.

To see the work time of individual staff members, highlight the data entry and pick ‘Details Popup’ to open the Details view.

Location

In the Details view, the event location including the place name is shown top centre. You can also find the location symbol underneath, next to time stamp data wherever a location was submitted. By clicking on either location symbol, you can see a map which shows the respective location.

If a location was submitted for a work time, the location symbol can be found on the righthand side of the row. The symbol colour denotes the status of the location validation:

	Green	Valid location – the location submitted is consistent with the event location
	Red	Invalid location – the location submitted is inconsistent with the event location, or no location was submitted

Time

The Details view contains a time validation for each data set. This symbol is also shown on the righthand side of the row. The symbol colour denotes the status of the time validation:

	Green	Valid time
	Red	Invalid time

QR code

The Details view contains a QR code validation for each check-in. This symbol is also shown on the righthand side of the row. The symbol colour denotes the status of the QR code validation:

	Grey	Validation pending – the QR code has not been validated yet, please reload the page to re-initiate validation
	Green	Valid QR code – the QR code submitted matches the preconfigured level or an underlying level, i.e. the QR code is also validated for the assigned staff role under the preconfigured level ‘project’
	Yellow	Valid QR code matching the instance, but not matching the configuration – the QR code submitted does not match the preconfigured level or an underlying level for this assignment, i.e. the QR code cannot be fully validated for the preconfigured level ‘event’
	Red	Invalid QR code – the QR code submitted cannot be matched to the instance, or comes from the wrong project, event or function

Transferring submitted work times to work data

To transfer the submitted work times to Work Data, select one or more data sets and click on the green action button at the bottom of your screen. What this button is called, depends on how many data sets you have chosen.

Transferring one data set:

Select the data set you would like to transfer and click on ‘Details Popup’

In the Details view, you can allocate the time stamps to the symbols for work start, break start, break end or work end, or de-select them. The three dropdown items under the times allow you to define whether planned or submitted times are taken into account for the live proposal. By clicking on ‘Create’ you create the work time proposal and can now find it in the Work Data tab.

Transferring several data sets at once:

Select the data sets you would like to transfer and click on ‘Create multiple proposals’

In the Details view, you can define whether planned or submitted times which are missing, or are within or outside of the allowable time frame, are shown in the proposal. By clicking on ‘Create’ you create the work time proposal and can now find it in the Work Data tab.

Proposals in Work Data

As soon as the data is submitted, it shows up in the Work Data tab as a live proposal. The proposal can be accepted or declined.