Photo-and-PIN clock-in on a shared tablet or staff phones, geofence-verified, with automatic break deduction, overtime tracking, Working Time Regulations compliance and one-click payroll export. Live in an afternoon.
| Employee | Position | Clock In | Duration | Variance | Status | Notes |
|---|---|---|---|---|---|---|
| Aisha Davies | Bar Lead | 08:58 | 5h 04m | −2m | On time | — |
| Patrick Owusu | Care Floor | 13:17 | 49m | +17m | Late | Tram delay |
| Jaya Patel | Lead Practitioner | 06:54 | 7h 08m | −6m | On time | OT in 52m |
| Marek Kowalski | Kitchen Porter | — | — | No-show | No-show | No response |
| Sarah Hadley | Cleaner | 05:58 | 7h 33m | −2m | On time | Approved |
| Employee | Leave | Dates | Reason |
|---|---|---|---|
| Thomas Bashir | Annual | 12 – 15 Mar | Family holiday |
| Rachel Banks | Sickness | 12 Mar | Self-cert |
A biometric finger-scanner that records door time but not productive time. An Excel timesheet someone reconciles every Friday with manual fixes. "I forgot to clock out" messages that nobody verifies. Each costs wages paid for time nobody worked, payroll errors, grievances and Working Time breaches. Each disappears when time capture is photographed, geofence-verified and exception-checked on every event.
Cost:Wages paid for ten minutes of phone-scrolling, a vape break or "five minutes to settle in" - across every shift, every week, invisibly leaking out of payroll.
Fixed:Photo-and-PIN clock-in tied to the schedule, with geofence verification and exception detection, so the clock event is the actual start of work - not the moment they crossed the threshold.
Cost:You pay wages for people who weren't there. Across a multi-site estate it's thousands of pounds a year disappearing, with no audit trail to recover it from.
Fixed:Every clock-in on the shared tablet takes a personal PIN and a photo on the device that the manager can verify against the gallery. Geofencing flags any clock-in that happened away from the site. Buddy-punching flags itself - and stops.
Cost:A day of management time lost every payroll run, transcription errors that creep into wage slips, and deadlines met by guesswork.
Fixed:Hours are calculated automatically - breaks deducted, rounding applied, overtime split out. The pay-period summary exports straight to payroll as CSV or Excel. The spreadsheet rebuild disappears.
Cost:Inflated hours get paid, or a manager spends the morning chasing people to reconstruct what time they actually left.
Fixed:Auto clock-out closes abandoned shifts after a configurable cut-off and flags them for review. Exception detection surfaces every missed clock-out, missed break and shift swap before the payroll run, not after.
Cost:A grievance, a tribunal or an enforcement visit, and no defensible evidence that breaks were taken or rest hours were within limits.
Fixed:Working Time compliance is checked on every shift - for rest breaks, daily breaks after six hours, weekly and total maximum hours, night work and under-18 limits - and every violation is logged with severity and resolution status. The same engine handles EU, US, Australia, Canada, New Zealand, Ireland and South Africa.
Cost:Coverage gaps and no-shows are discovered when something goes wrong, not when they could still be fixed.
Fixed:The live Today's Workforce dashboard shows everyone currently clocked in, their adherence status (on-time, late, early, no-show) against the rota, and how long they've been on shift - across the operation, in real time. It also alerts the manager before overtime rates kick in and before Working Time rules (rest periods, the 48-hour week, daily and weekly rest) are about to be breached - so the cost or compliance issue can be prevented, not discovered.
Cost:The labour budget is blown after the fact, with no chance to redeploy or send someone home before the cost is incurred.
Fixed:Daily and weekly overtime thresholds with a configurable warning percentage surface staff approaching overtime before they cross it, with the cost calculated at the configured multiplier and snapshotted to the shift.
Cost:Five minutes late, three times a week, every week - service starts short-handed and the behaviour gets normalised across the team because nothing ever happens.
Fixed:Early clock-ins are blocked, late clock-ins require a manager override (with comment), and lateness clusters trigger an early-warning lateness pattern surfaced in the AI Time & Attendance Manager brief - so persistent lateness gets addressed when it's a pattern, not when it's a crisis.
Cost:Replacing a valued team member costs thousands in recruitment, induction and lost productivity - and the dissatisfaction that drove them out usually surfaced months earlier.
Fixed:After each shift, staff have a one-tap smiley and optional comment. Patterns of unhappy shifts get raised in the leadership brief as an early warning - long before resignation.
Cost:"I worked until 11" arguments, grievances and goodwill payments you can't evidence either way.
Fixed:Every clock event is an immutable, timestamped record with the photo, GPS reading and geofence status attached. Manual corrections are tracked with who, when and why. The dispute is settled by the record, not the argument.
Clock-in tied to a personal PIN and a photo, verified by geofence, on a shared tablet or staff phones. Breaks, rounding and overtime calculated automatically. Working Time Regulations compliance built in, with the same engine covering EU, US, Australian, Canadian, NZ, Irish and South African rules. Wired into Scheduling, Checklists and HR so the clock is part of the operation, not a parallel system.
| Employee | Pos. | In | Dur. | Status |
|---|---|---|---|---|
| A. Davies | Bar | 08:58 | 5h 04m | On time |
| P. Owusu | Floor | 13:17 | 49m | Late 17m |
| J. Patel | Lead | 06:54 | 7h 08m | On time |
| S. Hadley | Cleaner | 05:58 | 7h 33m | On time |
| M. Kowalski | Kitchen | — | — | No-show |
| Employee | Reg | OT | Status |
|---|---|---|---|
| A. Davies | 39.0 | 0.0 | Approved |
| P. Owusu | 37.4 | 0.0 | Partial |
| J. Patel | 40.0 | 2.2 | Approved |
| S. Hadley | 39.0 | 1.0 | Pending |
| TOTALS | 155.4 | 3.2 |
Enable Time Clock on a shared tablet or staff phones, set the geofence radius, break rules, rounding and overtime thresholds.
Staff tap their name, enter a personal PIN and take a photo - geofence-verified at the venue, and prompted with the checks due for their shift.
Missed clock-outs, off-site clock-ins, missed breaks and staff approaching overtime are flagged for a manager to review and resolve.
Approve timesheets individually or in bulk, then export the pay-period summary to payroll as CSV or Excel - hours, breaks, overtime and cost.
One device for the whole team - staff clock in with a personal PIN and a photo.
A photo captured at the moment of clock-in, reviewable by managers in a gallery.
Off-site clock-ins are flagged for review with the distance from site recorded.
Latitude, longitude and accuracy stored with the clock event for audit.
Paid and unpaid breaks tracked, net-deducted, and auto-ended if they overrun.
Daily and weekly limits with a warning percentage and cost at the configured multiplier.
Ten exception types - missed clock-out, long shift, missed break and more - flagged for review.
Abandoned shifts closed after a configurable cut-off and flagged for a manager.
Breaks, 48-hour week, daily and weekly rest, night work and under-18 limits checked per shift.
The same engine covers EU WTD, US FLSA, Australia, Canada, NZ, Ireland and South Africa.
Every clock-in compared to the rota for on-time, late, early or no-show status.
Block early clock-ins, require a manager override for late ones, alert on no-shows and early clock-outs.
A one-tap smiley and optional comment after each shift - an early warning of unhappy staff.
Lateness, no-shows, fatigue risk and breaches summarised in the leadership daily brief.
Acute and chronic fatigue factors scored 0-100 per employee, riskiest first.
Pay-period summary out to CSV or Excel with hours, breaks, overtime and cost.
Skim the themes on the left, or scroll the full set. Each capability surfaces the specific frustration it removes and a real-world use case.
Mount one tablet on the wall by the staff entrance. Each team member taps their name, enters a personal PIN and is clocked in - one device for the whole team, no per-person hardware, no fobs to lose. It's the fastest way for a busy hospitality or facilities operation to capture time at the door without a queue forming at the start of service.
Field engineers, cleaners on a round, peripatetic carers and lone workers don't pass a fixed tablet. They clock in on their own phone instead - the same PIN, photo and GPS verification, just without a shared device. Mix both models across the estate: a tablet at fixed sites, phones for mobile teams.
Configure the geofence radius around the site, paid and unpaid break rules, the rounding interval (none, 5, 10, 15, 30 or 60 minutes) and daily and weekly overtime thresholds. Defaults apply business-wide; individual employees can carry their own overrides for different contracts. Set it once and every clock-in follows the rules automatically.
Time Clock is enabled per business and per device, with individual toggles for photo capture, GPS, breaks, notes, manual entry and auto-approval. Start strict on a single site, prove it, then roll the same configuration across the estate - or run different settings for different operations under one account.
When photo capture is on, the tablet or phone takes a photo at the moment of clock-in and binds it to the event. Managers review the gallery against the timesheet - the single most effective deterrent to buddy punching, because the person clocking in has to be the person in the photo. Photos are stored with the event as part of the immutable audit trail.
Every clock-in captures GPS, and the geofence service measures the distance from the registered site location. Clock-ins inside the radius are marked within; clock-ins outside it are recorded as outside, the distance is stored, and the shift is automatically flagged for manager review. It surfaces the "clocked in from the car park" and "clocked in from home" cases without blocking a legitimate edge case outright.
Breaks are typed paid, unpaid or unspecified, tracked start-to-end, and unpaid time is subtracted from net work hours automatically - no mental arithmetic at month-end. A break that overruns the configured maximum is auto-ended by the scheduler so a forgotten break doesn't quietly inflate a shift.
Sometimes a clock event has to be added by hand: a flat battery, a missed tap, a correction. Managers can add or edit events, but every manual override carries a reason, the actual device timestamp and the editor's identity, and the shift is marked for review. Corrections are possible without the record becoming un-trustworthy.
Signal drops in cellars, plant rooms, rural sites and basements. The native app stores clock events locally and batch-syncs when the device reconnects, with idempotent sync IDs so a retry never creates a duplicate punch. The dead-zone areas where shifts actually start no longer break the timesheet.
When shift feedback is enabled, clocking out prompts the employee for a one-tap smiley rating and an optional comment about how the shift went. It takes three seconds, so people actually do it. Managers see the ratings and comments in a dashboard, by person, site and shift pattern - a run of unhappy faces from one section, one rota slot or one individual is the earliest, cheapest warning you get that something is wrong. Replacing a trained employee costs thousands; surfacing the dissatisfaction while it's still fixable is the point.
When Time Clock is linked to Employee Scheduling, each clock-in is matched to the scheduled shift and the variance is calculated: on-time, late, early, no-show or unscheduled, with the start and end variance recorded in seconds. The pattern of who is reliably on time and who is reliably ten minutes late becomes data, not a manager's memory.
If a scheduled employee hasn't clocked in within a configurable threshold of their shift start, the Today's Workforce view marks them as a no-show - so the gap is visible while there's still time to call someone in, not at the post-mortem.
Clocking in pulls the employee's scheduled context for the day - position, start and end times, scheduled breaks, location, manager contact, special instructions and handover notes. The person starting a shift sees what the shift actually is, not just a clock that started counting.
Position-specific checklists are retrieved when the employee clocks in, with handover data attached, and acknowledgement is tracked. The opening checks aren't a separate app the new starter forgets - they're on the screen the moment the shift begins.
A real-time view of everyone currently clocked in: their adherence status against the rota, how long they've been on shift, break status and scheduled-versus-actual times. Managers and head office see the operational picture without ringing the site.
Excessively early clock-ins are blocked by default - the bar-back can't clock in at 08:30 for a 09:00 shift to pad the timesheet. A late clock-in requires a manager override, so a late employee has to report to their manager before the shift starts counting; nothing corrects habitual lateness faster than having to explain it every time. Managers are alerted to late clock-ins, no-shows past the grace period and early clock-outs as they happen - and every one is recorded against the employee's pattern. All three controls are configurable per business and on by default.
Overtime thresholds carry a configurable warning percentage. Staff nearing their daily or weekly limit surface before they cross it, with hours-until-overtime and the cost at the configured multiplier shown - so a manager can redeploy or send someone home while it still saves money.
When a shift breaches a Working Time rule, the violation is logged with a severity - info, warning, breach, urgent or critical - and a risk score, and notifications go to the responsible administrators. Breaches are dealt with as they happen, not found in an annual review.
A detector runs across the estate for missing clock-outs, missing clock-ins, never-ended breaks, long shifts, short shifts, excessive breaks, missed breaks and multiple active shifts. Each exception carries a severity, is grouped by employee for review, and is closed with an action - fixed, dismissed, approved or manual entry - and a note.
The rota defines who should be clocked in, in which position, and when - and the clock is measured against it. Early clock-ins outside the scheduled window are blocked by default, so the timesheet can't be padded by turning up twenty minutes early, and a late clock-in requires a manager override. If an employee isn't clocked in by the time their shift was due to start, the manager is alerted while there's still time to act. And when an employee does clock in, they're told the position they're working, the shift's times and breaks, and the checks they need to complete - the rota and the clock are one system, not two.
Because Time Clock knows who is actually clocked in and in which position, scheduled checklists are assigned to and completed by the person genuinely on shift in that role - not a hard-coded name who left in March. The checks due for the shift surface at clock-in, acknowledgement is tracked, and completion ties to the person who was on the clock. The audit trail of who did the opening checks and who was being paid to do them is a single record.
Lateness, no-shows and absence captured by the clock flow straight into the HR record: attendance and punctuality history, sickness patterns and the Bradford Factor score, all drawn from time-clock data rather than reconstructed by hand. Performance, absence and disciplinary conversations have evidence that was captured automatically and consistently - the Bradford Factor isn't a number someone tallies from a diary, it's the by-product of how time is already being recorded.
A dedicated AI Time & Attendance Manager watches the clock data and reports back in plain English: who's drifting late, where no-shows are clustering, which staff are carrying fatigue risk, and which Working Time breaches need attention this week. It lands in the leadership team's daily brief, so the attendance picture arrives before the phone calls do - not in a report nobody opens.
The pay-period summary - weekly, bi-weekly, semi-monthly or monthly - aggregates net hours, breaks, overtime and cost, with pay rates snapshotted at clock time, and exports to CSV or Excel for any payroll system. The month-end rebuild becomes a download.
Checks every shift against the Working Time Regulations 1998: the 48-hour weekly limit averaged over the 17-week reference period, 11-hour daily rest, 24-hour weekly rest, 20-minute breaks after six hours, night-work limits and under-18 protections. Violations are typed, scored and tracked to resolution. The evidence exists before anyone asks for it.
The same engine that powers the UK report also covers the EU Working Time Directive, US Fair Labor Standards Act and state break rules, Australian Fair Work, Canadian labour standards, New Zealand employment relations, the Irish Organisation of Working Time Act and the South African BCEA - for groups that operate, or plan to operate, beyond the UK.
Identifies the employees most at risk of fatigue-related incidents from the clock data - acute factors like long shifts and short turnarounds, chronic factors like consecutive days and accumulated weekly hours - and scores each person 0-100 so the riskiest are at the top of the list. The fatigue problem that causes the accident is visible as a number, before the accident.
A management view of breach rates, severity mix and resolution status across the operation - which sites and patterns generate the most Working Time breaches, whether they're being resolved, and where the risk is concentrated. Compliance becomes something you manage by trend, not something you discover one breach at a time.
Hours by employee, hours breakdown, employee coverage, overtime, missing punches and the full pay-period summary - each filterable by employee, location and date range, exportable to CSV, PDF or Excel. The labour picture is a report, not a reconstruction.
Clock events with GPS plotted on a map, with geofence status per event - a fast visual scan for the off-site outliers across a multi-site or mobile workforce.
Every clock event is retained as an immutable record - timestamp, photo, GPS, geofence status, device location - with approvals and manual edits tracked as their own audited actions with before-and-after snapshots. Defensible for a pay dispute, a grievance, a tribunal or an enforcement visit.
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