Spend less time dealing with timesheets.

Transcription

1 Spend less time dealing with timesheets.

2 Welcome to ClockShark Your company has decided to use ClockShark to make timesheets as easy as possible. We all know that payroll, job costing, and billing customers require accurate time records. But paper timesheets are a pain for everyone, because they are inefficient and difficult to use. Writing hours on a piece of paper wastes your valuable time. When you are recording your time, we want to make that as fast and easy as possible, so you can get on with your real work. To help make timesheets easy, we have created a free mobile app that you can download on your smartphone. With just a few taps in the app, you can specify on what job and task you are working. We ll handle the rest. No need to pencil in times, dates, and locations. We know you have better things to think about, so we ll handle as much as we can automatically. Since we securely and accurately store all your data in the cloud, you have peace of mind knowing that you are getting paid for every minute you work. Payroll data entry mistakes are a thing of the past. You can also view your timesheet and schedule right from the ClockShark app. Now you can see where you will be working next week, and where you were working last week. No more surprises or guesstimates when you are trying to forecast your next paycheck amount, or your next week s schedule. We exist to make your life easier. If you ever need any help or have a suggestion, please let us know from the Feedback feature in the app, or on our website. We also encourage you to check out the Frequently Asked Questions at the end of this guide to get more acquainted with how ClockShark works. Let s get started.

3 Using the Mobile App Using the ClockShark mobile app is easy and makes time tracking from anywhere a breeze. To get started with the mobile app, it needs to be installed on your smartphone. Search the app store on your phone for "ClockShark" or follow the links below for your device. Download ClockShark for ios (Apple iphone & ipad) Download ClockShark for Android Once installed, log into the app using the address and password provided by your account administrator. If prompted, you will need to allow the app to access Location Services. For Apple devices, the appropriate Location Services setting is Always, and for Android devices, it is High Accuracy. NOTE: ClockShark does record your location while you work. There is absolutely no GPS tracking by the app unless you are clocked in for work. When you are clocked out, you are not being tracked and no location data is being saved. More information about this is in the Frequently Asked Questions at the end of this guide.

4 Time Clock When you first log into the app, you will see the Time Clock screen. This is the screen you will use to clock in and out. To clock in, select from the drop-down field in the middle of the screen the Job and Task you will be working on. Then press the "Clock In" button. That's it!

5 Time Clock (continued) Once you have added a job and task to the Time Clock, you can select the Information button to see the details about that job, including job address and file attachments. If there is an address for the job, you can click the road sign to interact with your mobile device navigation! If you need to switch Jobs or Tasks during the day, you don t need to clock out first. Just select the new Job and/or Task from the menus, then press Switch.

6 Time Clock (continued) You can also add notes, files, and photos to your timesheet. Simply press the Notes and Attachments area on the Time Clock screen. You can add and edit notes in the Notes sections, or add files and photos in the Attachments section.

7 Time Clock (continued) To go on break or take lunch, press the "Start Lunch" button. When you come back to work, just press the "End Lunch" button and you are right back to the same Job and Task you had selected before you left. When you are done working for the day, just press the Clock Out button and you are off the clock. You do not need to log out of the ClockShark app every day, since the Clock Out button will end your shift and stop all time and location tracking. When you return next time, you can clock in without having to log in first.

8 Schedule If your employer is using the scheduling feature in ClockShark, you will be able to view your schedule by selecting Schedule from the slide-out menu. Hit the "Hamburger Icon" (yes, that is actually what that is called!) to see the slide-out menu. The Schedule screen will show you all of your upcoming shifts. Pressing on any upcoming shift will take you to the Schedule Detail screen for that shift. The Schedule Detail screen will show you the information about the Job, including any notes or files attached to it, as well as where it is located on a map. Use the Route button to get turn-by-turn GPS driving directions to the job address.

9 Time Sheets You can view your current or past time sheets by selecting Time Sheets from the slide-out menu. The Time Sheets screen will show you all of your time segments for each week, along with totals for your regular, overtime and break hours. By default, you will see the current week s timesheet, but you can change weeks using the arrows at the top of the screen. By clicking on a time segment on the Time Sheets screen, you can see the details of that time segment including the job and task selected, the location of the clock punches, and any notes or attachments.

10 Sync Queue The ClockShark app works even when there is not any cell service or wifi. The app will store all clock punches on the device until it reconnects to cellular or wireless internet, at which point it will sync all the data with the cloud. This sync should happen automatically, but if you want manually initiate it, you can perform that from the Sync screen. Access the Sync Queue by pressing Sync from the slide-out menu. The Sync Queue will show a list of anything that needs to be synced. If there is nothing on the list, all your data is already synced. If there are items, you can start a sync by (you guessed it) pressing the Sync Now button at the top of the page.

11 CrewClock This feature is not available on every account. Check with your companies account administrator if you have any questions. CrewClock is a feature that allows supervisors and managers to punch the clock for other employees or for entire crews at once. You can access this screen by selecting CrewClock from the slide-out menu. Start by selecting which crew members you want to clock in by tapping on their names. With the employees selected, tap the checkmark icon on the top of the screen to bring up the actions menu. Select the option you need for the action you want to take. The options are: Clock Crew In Switch Crew Start Crew Lunch End Crew Lunch Clock Crew Out

12 CrewClock (continued) Depending on which action you select, you may have additional steps to complete, such as selecting a new Job and Task when switching your crew, or adding notes when clocking your crew out. The final step is to confirm the action and you are done.

13 Who s Working Now This feature is not available on every account. Check with your companies account administrator if you have any questions. The Who's Working Now screen, as you probably guessed by the name, will show you a list of everyone clocked in and their location on a map. You can access this screen by selecting Who's Working Now from the slide-out menu. The map on the top of this screen shows you the location of each clocked in employee with a pin to match their ClockShark employee color. Below the map is a list of all the employees shown on the map. Pressing the name of the employee in the list will zoom the map to their location so you can see where they are. On ios, you can see the details of each employee's current time segment by clicking on the information icon next to their names, or by clicking the "View Details" link on Android.

14 KioskClock To get started with KioskClock, tap the Tap To Begin Button and enter your 4-digit PIN.

15 KioskClock (continued) To clock in, tap Choose Job then select the Job and Task you will be working on. Then press the "Complete Clock In" button. That's it!

16 KioskClock (continued) To switch jobs or tasks, start or end a break, or clock out, push Tap To Begin and enter your 4-digit PIN. Then use the buttons available to perform the action you want.

17 Frequently Asked Questions (FAQ) Is the ClockShark App Tracking My Location? Yes, but only while you are clocked in. Why Does ClockShark Want My Location? ClockShark includes location data with each time punch. This gives your company the information it needs for job costing and payroll. Without that data being accurate, it is hard to stay profitable and keep customers. Need Help? If you need any help with the app, or have a question about how it works, feel free to call ClockShark at: 1 (800) At the same time, you don t have to try to remember everything. ClockShark keeps track of what got done as you work. At the end of your shift when you clock out, you are actually done. Then you get paid! Or us at: hello@clockshark.com When is My Location Being Tracked? At the beginning of your shift, when you go on or come back from a break or lunch, and at the end of your shift. GPS Location Data gets saved whenever you clock in or out. ClockShark track or report your location when you are off the clock. Where you go on your own time is your business. This is one of the reasons your company chose ClockShark. We value your privacy and only want to make life easier. Why Does My iphone Say ClockShark Always Wants Access To My Location? We know this sounds weird. If we only collect location data while you re clocked in, why do we want access all the time? Here s the deal. In order for our GPSTrak and GPSFence features to work, the app needs access to GPS information all the time. We do not save or share those locations unless you are clocked in.

18 FAQ s (continued) What is GPSTrak? GPSTrak is a feature in ClockShark used to track travel time and distance. Like time tracking, we do it so you don t have to. Not every company needs or uses this feature. If it is enabled, GPSTrak monitors location information a few times an hour. This information gets recorded but ONLY when people are clocked in. Even with GPSTrack on, your location data is not saved if you are clocked out or on break. Need Help? If you need any help with the app, or have a question about how it works, feel free to call ClockShark at: 1 (800) What is GPSFence? Like GPSTrak, GPSFence is an optional feature in ClockShark. Not every employer uses it. If enabled, GPSFence monitors your location so when you get to a job site, the app reminds you to clock in. You get another notification when you leave a job site reminding you to clock out or change tasks (if appropriate). The monitoring is handled by your phone, not our servers, and is not saved or shared unless you are on the clock. How Does ClockShark Keep Everything Fair? Paper time sheets can easily cause you to miss hours if you forget to write them all down. ClockShark tracks your hours in real-time so you do not have to remember everything now, and write it down later. Of course, the opposite can be true for your employer. A small number of employees incorrectly write down hours on timesheets that they never worked. This costs employers profits, and profits are required to stay in business. ClockShark is there to keep things fair for everyone and make sure you get paid all the money you are owed. Or us at: hello@clockshark.com

19 FAQ s (continued) How Does This Affect My Battery and Data Usage? Need Help? Each day, in an 8 hour shift, you can expect ClockShark to use about 20% of a healthy cell battery. Remember, it s not GPS that causes batteries to drain. It is what the phone is doing with the GPS data drains batteries like running mapping software. ClockShark gets GPS data in the background and does not run complicated software at the same time. So while it does use some power to get a GPS location, with ClockShark, it is much less than other apps. If you need any help with the app, or have a question about how it works, feel free to call ClockShark at: 1 (800) ClockShark also syncs data between its apps and the cloud, which does use data. Fortunately, it s a very small amount of data. In a whole month, you can expect ClockShark to use only 5 megabytes of data. That s less than 1% of a Gigabyte, and most data plans are at least 1 Gigabyte if not more. ClockShark engineers work hard to keep resource use small without sacrificing the quality of the service. Or us at: hello@clockshark.com