Logging in to the administration web

Go to the following link: Xmartclock

You will see the following screen:

Click on the “login” button.

You will be prompted to the following screen:

After registering your business in our website, we will send you via e-mail the following users:

1- “Administrator” user to log in to the web administrator app.

2- A code to activate the app in android, iOS or desktop devices.

You will then get to the following screen:

Basic use of the app so that employees can clock in and out

Step 1

You can watch a guide on the following link: ​ watch video

To add users, on the main menu go to “employees”> “add”

You will see the following screen:

Fill the name and ID fields with your employee’s data and then click the “send” button. By clicking “show more”, more fields will be shown to add more data about the employee.

You can watch a tutorial on how to do this by clicking the following link: ​watch video

IMPORTING A COMPLETE LIST OF EMPLOYEES FROM AN EXCEL FILE (OPTIONAL)

You can watch a tutorial on how to do this by clicking the following link: ​watch video

First, you must have an excel file with two columns, one named “document” and the other one “name”. Fill both columns with your employees data and save the document.

The document should look like the image below:

Click on the blue tab that says “import employees from excel”, then search for the previously saved document and then click on “accept” to begin the import process.

Once the file is correctly imported, a message will show (as in the image below) and you will be able to see the list of employees added to the platform.

How to modify employee’s data?

Go to > “employees” “list of employees”.

You will see the list of employees.

Click on the “edit” button corresponding to the employee you wish to edit the information from

The screen with the employee’s data will show, edit the desired data and click “send”.

Step 2

Download and activate the mobile app in which your employees will clock in and out.

From the android marketplace, download and install the app in your smartphone or tablet: Link App Android

The first time you open the app you will see the following screen::

Type the 6 characters activation code sent to your e-mail.

You are now ready, your employees can now clock in and out through the app:

For the employees to clock in and out they need only to put their ID number. If the device is connected to the internet, the clocked times will be updated immediately to the administration web and can be seen under the “reports” section.

If the device is offline, the clocking times will try to be updated every 15 minutes once the device is connected to the internet.

Once the app is active, all employees can clock in and out on the same device.

Step 3

How to get reports?

You can watch the following guide: ​Ver video

The system has different kinds of reports:

-​Clock in and out:​ this report allows to see the clocking times as they were made, showing a picture of the employee at the time they clocked, date, time, geolocation, etc.

In case the employee is not identified by face recognition, the clocking time will be shown in red.

Log in into the app (see step 1)

Go to “reports” “get reports”.

The following screen will show:

Select the kind of report you wish to get and select a period of time in the dates selector and then click on “get report”.

This report will show you the clocking times for all of the employees in the selected time period.

How to get a report by employee?

To get a report go to “clocking times”, type the employee’s ID, choose a range of dates and click “get report”

To see information about the clocking, click on the red pin (column: location)

-Hours calculation: This report sums the number of hours worked by the employees.

In reports, select “hours calculation”, type the employee ID and select the time period desired and click on “get report”

You will see the following screen:

Underneath the table with the worked hours you will see the sum of hours

1- Shifts

In the main menu, on the employee tab you will find the “shifts” tab. Once you selected this option, the following screen will show:

Give a name to the working shift, to identify the shift quickly and easily. Example: morning, afternoon, night.

Add the clock in time, clock out time and click “save”

To edit a shift just press the “edit” button in the shift that is shown as available. Modify what you want and click “save”.

1- Assigning shifts

There’s two ways to assign a shift: individually or massively.

To assign individually, go to the “employees” tab and select “assign shift”

Type the employee’s ID and press “shift configuration”. The following screen will show

Select the days of the week that the employee will be working, the shift and then click on “assign”.

Once you have assigned all of the shifts, click “save”.

To mass assign, in the main menu choose the “mass shift assign” option

Select the employees that will be doing the same exact shift, click on the “shift configuration” button and just like individually assign, select days and working shifts.

Press save to keep the changes

Calculated hours report

Go to “reports” > select “hours calculation”, type the employee Id and click “get report”

Map report

Go to “report”, select “map” and click “get report”

If you want to check a specific set of dates or employee, you must select the dates

Creating manual clocking times

This functionality is for when an employee forgets to clock.

To create a clocking time, go to “reports”, select “clocking times”, type the employee ID and click “get report”

The following screen will be shown:

Click on create clocking time

The following screen will show:

Type in the date, time, select the device and click “save”

Editing clocking times

Click “edit”, change the desired information and click “save”

Sending messages

Go to the “employees” tab, select “messages”. The following screen will be shown:

Type the message, select the employees you want the message to be delivered to and click “send”

How to confirm if the employees have read the message?

To see the shown message, go to the list of sent messages and click “seen” on the message you want to see.

Alerts

What is a fraud alert?

A fraud alert generates when the facial recognition fails to recognize an employee, possibly when an employee wants to clock in or out for another employee.

Fraud alert

Go to “alerts”, then “fraud on clocking”. The following screen will be shown

Type in the e-mail you want the alerts to be sent to, select the employees you want to be alerted about and click “send”

Fraud alert is sent once a day via e-mail

“late arrivals”

Go to “alerts”, then “late arrivals”. The following screen will be shown:

Type in the e-mail in which you want the alerts to be sent to, select the employees you want to be alerted of and click “send”

Late arrivals or not showing up is verified every 15 minutes and is sent via e-mail in the case an alert is generated.

Examples of late arrivals or not showing up

Expected time of clocking in: 8:00

If clocked in 7:46 there is no alert

If clocked in 7:40 an alert is sent

If clocked in 8:14 there is no alert

If clocked in 8:18 an alert is sent

Out of zone alert

You can watch a tutorial video on the following link: ​Ver video

Go to “alerts”, then “out of zone”. The following screen will show up:

Type in the e-mail in which you want the alerts to be sent to, type the name of the zone, select the point in map and select the distance to the point in meters.

Select the employees of which you want to get an alert from and click “send”

The out of zone alert is sent once a day via e-mail.

Editing the zones:

Go to “alerts” then “out of zone”

At the bottom of this screen there is a list of zones, just like the following image shows:

Click on the “edit” blue button in the zone you want to edit, the data will be shown, make the required changes and click “send”

To delete a zone, just press the “delete” button.

Note: you can add zones to the system with the purpose of visualizing them in the reports. To do this, go directly to the “zones” tab in the main menu.

Filter reports by device

To be able to filter reports by device, first you have to go to the tab “devices” > “show devices” and click on the blue button “edit alias” for each of the devices.

Once you have given an “alias” to each device, these will be available to be filtered in the reports section where it says “select device”

The “alias” are descriptive names chosen by you, for example: “warehouse smartphone” or “main store”.

Facial recognition of employees.

The facial training system needs at least 10 clocked times in which you can clearly see the employee’s face.

Once you have said amount of clocked times for each employee, you can then proceed to follow the instructions to do the facial recognition training (valid for the premium version only).

Steps to follow to train an employee.

Go to “employees” and select “list of employees”. The following screen will be shown:

The employees listed in red are the ones who have not been trained.

Go to “edit” in the employee you wish to train. The following screen will show:

Click on “train”

The screen shown below will pop up.

You need at least 10 pictures to do the training, so choose the best 10 pictures in which the employee is alone and with perfectly clear and visible face.

Click “train” in the pictures you wish to use for the training for the facial recognition

A confirmation dialog will pop up, check the picture and if you are sure of using that picture click “ok”

Make sure to close the training tab once you are done training the employee.

Note: the pictures with a red cross are an example of pictures not to be used.

Remember: do not do the training unless you have at least 10 perfectly clear pictures.

Add new supervisor type users

A “supervisor” type of user can access the platform and check on the information of a group of employees, has it been granted permission first.

It is necessary to create at least one group of employees so that the “supervisor” can access to the data of these employees.

What is the difference between an ADMIN and a supervisor?

ADMIN users can access to the information of all employees, while supervisors can do so only to the group of employees he has been assigned to.

You can watch a tutorial on the following link ​Ver video

Creating group of employees:

In the menu, go to “employees” > “group of employees”

Click on “add group”, a screen will pop up in which you must type the name and a description of the group you are creating.

Select the employees that belong to this group and click “save”.

The group was successfully created

Create new user and assign group permissions

In the menu “users” > “see users” .

Type the e-mail and password for the new user

In the list of permissions, select the groups of which the new user will have access to, and click “send”.

The supervisor type user was successfully created. You can create as many users as you need.

Offline

The app works even when offline, without internet connection. In this circumstances, the app will register the geolocation and will also perform the employee facial recognition.

The data will try to synchronize automatically every 15 minutes from the moment the employee clocked.

Account statements inquiry

By clicking on “my account” you can check how many active employees you have had on your system. The “send” button is on the top right corner, just above the “logout” button.

In the following link you can check our terms and conditions:

terms of use

Technical support and enquiries: Xmartclock