ClockWise HR/Guide

Guide

Every task in ClockWise, filed under the part of the application it belongs to. Each page is a short walkthrough with pictures.

1. 1 How ClockWise fits together 6 steps From a punch to a payment, on one page
2. 2 Signing in for the first time 6 steps Your password, and two-factor when it is required
3. 3 Finding your way around 4 steps The menu, the language, your own password
4. 4 The dashboard 4 steps Four counts, and the machines that have gone quiet

1. 5 Recording a candidate 2 steps Pending until decided — and the list opens on Pending only
2. 6 A candidate's CV and papers 3 steps Papers move to the employee file — type and expiry as filed
3. 7 Rejecting and reopening a candidate 3 steps A reason to reject; reopening throws it away
4. 8 Employing a candidate 2 steps The employee form, filled in — and zero pay without salary rights
5. 9 New hires waiting for a salary 3 steps Hires made without salary rights, until their rate is set

1. 10 Finding an employee 4 steps One list, searched and exported — and why yours is shorter
2. 11 Adding an employee 6 steps Two steps — and hourly at zero if you cannot set pay
3. 12 Changing an employee's details 4 steps A transfer or a promotion, and the date that does not delay it
4. 13 Setting an employee's pay 4 steps Fixed, daily or hourly — and only hourly earns overtime
5. 14 Contacts 3 steps Phone, email, emergency — one of them the default
6. 15 Documents 3 steps Contracts and ID cards, and the expiry that rings early
7. 16 Payment accounts 3 steps How someone is paid, and the word a method's name must hold
8. 17 Giving someone a schedule 3 steps A week per version — and Effective from does not start at today
9. 18 Changing many schedules at once 2 steps A whole team's week on one grid, saved as you click
10. 19 Recording leave 3 steps Allowances first; a leave day counts as a day worked
11. 20 One person's attendance 2 steps The punches and the days, from the person's own file
12. 21 One person's salaries 2 steps Closed salaries on the file — Total Paid is the net, paid or not
13. 22 Adjustments for the coming salary 4 steps Today or later, and Orphaned until a period picks it up
14. 23 Lending to an employee 4 steps Draft, approve, repaid from salaries — and a balance that lags
15. 24 Repayments outside the salary 3 steps Cash repayments go to the oldest instalment due
16. 25 Branches 3 steps A branch — fill in the description, and expect no messages
17. 26 Departments and sub-departments 3 steps Company-wide names, and Disabled hides less than it says
18. 27 Employee levels 3 steps Grades — and a switched-off level blocks its holders' saves
19. 28 One schedule for a whole branch 3 steps One week for a whole branch — and it opens as seven days off
20. 29 Recalculating a branch 3 steps Work past days out again — and the box that deletes corrections

1. 30 Adding a shift 7 steps Windows, breaks, three ways to count a day, and overtime
2. 31 Changing a shift 2 steps A shift has no start date — and deleting one hides days
3. 32 Leave types 2 steps Paid or unpaid, and why the mark changes nothing
4. 33 Adding a clocking machine 2 steps User number = Employee ID; deleting a machine deletes its punches
5. 34 Fetching punches from a clocking machine 2 steps Copy punches by hand — older days need recalculating
6. 35 Checking a clocking machine 4 steps Who is enrolled, the machine's clock — and two dead actions

1. 36 Reading the punches 2 steps Every punch as the machine sent it, before any correction
2. 37 Reading a day's attendance 3 steps One row a day — and why an Error day is not a paid day
3. 38 Correcting a day 5 steps A missing punch, a wrong shift — and a corrected day is frozen
4. 39 Following your requests 3 steps What became of the corrections you asked for
5. 40 Approving corrections 5 steps The day as it would be, then approve, reject or undo

1. 41 Creating a salary period 2 steps One per branch — and last month moves to History
2. 42 Reading a salary period 4 steps Who is paid what, at today's rate while it is open
3. 43 Adjusting one period's pay 3 steps Any date, any type — and Hours times the person's rate
4. 44 Recalculating and locking a period 3 steps Pull in what belongs; lock stops schedules, not corrections
5. 45 Closing a salary period 2 steps Written down at today's rates, with no way back
6. 46 Paying and holding salaries 4 steps Paid for good, or held with a reason
7. 47 Adding someone to a closed period 2 steps Someone left out — and a fixed salary comes in whole
8. 48 Payment slips and exports 4 steps Slips to sign, and the period in Excel
9. 49 Payment batches 5 steps Generate before paying anyone, and one live batch at a time
10. 50 Paying a batch 4 steps Mark lines paid, fix No Method, export for the bank
11. 51 Paying someone early 4 steps Part of a period paid now — a fixed salary pays the month
12. 52 Earlier salary periods 2 steps Every period but the latest — last month included
13. 53 The financial audit log 3 steps Every money change, close, export and view — all branches

1. 54 Sharing out a tips box 2 steps Shares × hours — and tips follow attendance, not salary
2. 55 Reading a tips run 2 steps From raw hours to amount, line by line
3. 56 Changing a draft run 5 steps Any change shares the whole box out again
4. 57 Closing and reopening a tips run 2 steps Frozen to pay — reopenable only until the first payment
5. 58 Paying out tips 3 steps Dismissing on a closed run leaves the money unclaimed
6. 59 Tips sheets and history 4 steps Print the signature sheet before paying anyone

1. 60 Defining a training program 5 steps The course, and the defaults every session copies
2. 61 Scheduling a training session 3 steps Saved as a draft — not on the calendar until scheduled
3. 62 The training calendar 3 steps Coloured by status; drafts never shown
4. 63 A session's status 6 steps Complete only when everyone is marked; cancelling is final
5. 64 Assigning people and marking attendance 3 steps Assign before, mark after — training attendance never touches pay
6. 65 Training materials 3 steps On the program for every session, on a session for that one
7. 66 Training certificates 3 steps Dated the day issued, not the day trained
8. 67 An employee's training record 3 steps OK means attended, not passed

1. 68 My inspections 2 steps Assigned, in progress, recently submitted
2. 69 Starting an inspection yourself 1 step A spot check — one draft per form and branch
3. 70 Filling in an inspection 3 steps Saved as you go, kept on the device when offline
4. 71 Reviewing and submitting an inspection 3 steps Required questions block; N/A leaves the score
5. 72 Inspection records 4 steps Never deleted — voided, with a reason
6. 73 The checklist library 3 steps Reusable categories; Yes is always the good answer
7. 74 Building an inspection form 4 steps Never the same category in two areas
8. 75 Publishing, versions and archiving 4 steps Publishing freezes; archive the old version by hand
9. 76 Assigning inspections 3 steps One per branch and inspector; reminders at 07:00
10. 77 Inspection reports 2 steps Latest inspection per branch; points lost, not failures
11. 78 Location groups 2 steps Compare like with like

1. 79 Adding an asset 2 steps Permanent items are charged to the employee; returnable ones are not
2. 80 Giving out an asset and adjusting stock 4 steps The charge lands in the next salary
3. 81 Taking an asset back 3 steps A permanent item comes back only until its charge is taken
4. 82 Asset groups 2 steps The first two letters become the code prefix
5. 83 Asset bundles 2 steps A template — editing it changes no past order
6. 84 Giving out several assets at once 2 steps A whole kit in one click, and a sheet to sign
7. 85 Changing a submitted order 3 steps Unlock returns everything; resubmit gives it out again
8. 86 The stock log 1 step Every movement, never edited

1. 87 Finding a report 3 steps Three tabs; each report a permission of its own
2. 88 Employee and structure lists 5 steps Who, with what schedule, missing which photo
3. 89 Leave balances 2 steps Allowed, used, remaining — on any date
4. 90 Attendance totals 2 steps Hours only — ignore the salary column
5. 91 Day-by-day attendance 2 steps One PDF page per employee, or Excel
6. 92 Schedule audit 2 steps Repeated schedule problems, with advice
7. 93 Breaks and weekly hours 3 steps Long breaks; this week against the last two
8. 94 Salary records 3 steps One period, line by line — held salaries in the totals
9. 95 Payroll analysis 4 steps Gross is before adjustments; compare one branch at a time
10. 96 Payment reports 2 steps Paid against pending, and every batch
11. 97 Loans, advances and early salary 3 steps What is still owed, and what is not yet recovered

1. 98 Sending a message 3 steps One person or a group, with attachments
2. 99 Organising conversations 3 steps Star, archive, folders; the owner locks or closes
3. 100 Overseeing all conversations 2 steps Every conversation, for the administrator
4. 101 The notification bell 1 step Bottom right, only when something is unread
5. 102 Sending a notification 2 steps A dated notification waits to be fired by hand
6. 103 Recurring notifications 2 steps Sent only when someone opens the dashboard that day

1. 104 Company settings 3 steps Name, leave year, overtime, employee numbers — for the whole company
2. 105 Switching modules on and off 4 steps Off hides a module from everyone; nothing in it is lost
3. 106 Currencies and exchange rates 3 steps Every total is in the default currency, converted at these rates
4. 107 Salary add-on types 2 steps Switching a type off stops it being paid
5. 108 Nationalities 2 steps Switch one off only when nobody holds it
6. 109 Payment methods and banks 4 steps The name decides what an account must hold — in English
7. 110 File types 2 steps Document kinds, and whether each must have an expiry date
8. 111 Importing data from a file 4 steps Preview first: an import cannot be undone
9. 112 Import history 2 steps Every import, line by line, and the file as uploaded

1. 113 Adding a user 4 steps Role starts on admin, no branches yet, and Delete does nothing
2. 114 Deciding what someone can see 6 steps Branches and sub-departments — and the list that does nothing
3. 115 Requiring two-factor sign-in 4 steps By role or by person — the person's setting wins
4. 116 Roles 4 steps A copy is taken once — and never rename admin
5. 117 What a role may do 3 steps Switches save at once; the administrator has no master key
6. 118 The permissions list 4 steps Who holds a permission — and Remove All opens on admin