iClock User Manual
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User Manual

Attendance, Roster & Time Clock

How to plan your team's week, track who's working, and clock in or out from any phone — for managers and employees, in English and French.

Overview

iClock is a workforce management system. This manual covers three areas managers and employees use every day:

  • The Roster — plan who works which shift each day of the week.
  • Attendance — see who actually clocked in, who's late, who's absent.
  • The Time Clock — how employees punch in & out from their phone with a selfie.
Two roles, one system. Managers (admin / HR) plan and review. Employees only see their own schedule and use the time clock. Permissions are controlled in Settings → Roles & Permissions.

The Roster (Planning)

The roster is your weekly grid. Each row is an employee, each column is a day. Each cell is a shift you can create, edit or delete.

Creating a shift

  1. Open Planning From the top navigation, click Planning → Roster. The current week loads by default.
  2. Click on an empty cell Find the row of the employee and the column of the day. Click the + in the cell.
  3. Pick a shift template Choose from your saved shift types (e.g. Morning, Coach, Reception). The shift's default start, end and break apply.
  4. (Optional) override the times If today is special, change the start time, end time or break minutes. Original template stays untouched.
  5. Save The card appears in the cell with the position colour and times.

Editing a shift

Click any existing shift card to open the edit modal. You can:

  • Override times — change start, end or break for this one day only.
  • Change the assigned employee — useful when someone calls in sick.
  • Mark as absent with a reason (sick, leave, no-show). The card turns red with a dashed border.
  • Add a note — visible on hover.
  • Attach a file — e.g. a doctor's note, leave form.
  • + another shift — same employee can have a morning and evening shift on the same day.
  • Delete — removes the shift from the planner.

Bulk apply across a date range

Inside the edit modal, switch to the Bulk apply tab to copy this shift to many days at once:

  1. Pick the end dateUp to 12 weeks ahead.
  2. Tick the weekdaysOnly Mondays? Mon–Fri only? Choose the days the shift should repeat.
  3. ApplyThe same shift appears on every matching day.
Tip. Use bulk apply for permanent rotations — e.g. a coach who works every Tue/Thu/Sat. Saves clicking 12 cells a week.

Display modes

The dropdown above the planner controls how shift cards look:

  • Name only — just the position name (compact). Hover to see the time.
  • Time + Name — both visible. The default for most teams.
  • Time + Name + Hours — adds the calculated hours per shift (e.g. 4h30).

If a shift has been overridden, the override time always shows even in Name only mode (with a hover for full info).

  • Type in the employee search box at the top — the planner instantly filters to matching names.
  • Sticky day headers — when you scroll down through 50 employees, the day labels stay locked at the top so you always know which column is which.
  • Saturdays show a cool blue tint, Sundays a warm peach tint, so weekends stand out at a glance.
  • Today gets a gold accent that wins over the weekend tint.

Variance vs contracted hours

Each employee's row total (right column) shows planned hours and the variance against their contracted weekly hours:

  • On target — within ±1 hour of the contract.
  • Under — short of the contract. They'll be underpaid or you owe them hours.
  • Over — they're scheduled for more than the contract. May trigger overtime.

Set each employee's contracted hours per week in Employees → (edit person) → Contracted hours. The default is 45 hours (Mauritius Workers' Rights Act).

Attendance

Once employees start clocking in, the data flows into three places:

Daily Journal

The single most useful page after the roster. Open Planning → Daily Journal.

  • One row per scheduled employee for the day.
  • Shows: Position · Planned shift · Clocked in time · Clocked out time · Hours worked · Break (planned vs taken) · Status.
  • An 2× badge appears for multi-session days (e.g. morning shift then evening shift).
  • A +1d badge shows when a clock-out crossed midnight.
  • If they didn't clock in, a red "No clock-in" pill appears.

Top bar utilities:

  • Print — one-page A4 ready for handing to the boss.
  • CSV export — opens in Excel, ready for review or accountant.
  • Sync timestamp — when the page last updated.

Verification Photos

Attendance → Verification Photos shows a gallery of every clock-in/out selfie for the day, with the time and the employee. Use it to verify someone is who they say they are.

GDPR-aware. Photos are automatically deleted 90 days after capture by a nightly cleanup. Only the timestamp survives. This is built in — you don't need to do anything.

Absence Report

From Attendance → Absence Report, see today's absences flagged in red. Useful for HR follow-ups, payroll deductions and warnings.

Clock In / Out — for employees

No app to install. Employees scan a QR code (or open https://staffhub.iclock.mu/clock) on any phone. The whole thing takes 8 seconds.

iClock
Enter your ID
EMP0042
Continue
Need help? See manual

Step 1. Type your Employee ID (the EMPxxxx code your manager gave you on the welcome card) and tap Continue.

Smile 😊
Camera
Take selfie

Step 2. Allow the camera and tap Take selfie — the front camera grabs one quick photo for verification. GPS is captured automatically too.

Hi, Jean!
Tap to clock
Clock In
Clock Out
Sessions: 1 · Worked: 0h

Step 3. Tap the green Clock In at the start of the shift, the red Clock Out at the end. The screen confirms with the time and a summary.

English

How to clock in

Quick steps in English — share with your team.

  1. Open the time clock. Scan the QR poster at reception, or type https://staffhub.iclock.mu/clock in your phone browser.
  2. Enter your Employee ID (e.g. EMP0042) and tap Continue.
  3. Allow camera access the first time. Tap Take selfie — make sure your face is in the frame and well lit.
  4. Tap Clock In (green button) at the start of your shift.
  5. You'll see "Clocked in at [time]". You're done.

How to clock out

  1. Open the same URL or QR.
  2. Enter your Employee ID and take a selfie again.
  3. Tap Clock Out (red button).
  4. Confirmation shows your total hours worked today and break time taken vs planned.
Lunch break? Just clock out before lunch and clock in after. The system records both sessions and calculates your total automatically.
Français

Comment pointer à l'arrivée

Étapes rapides en français — à partager avec votre équipe.

  1. Ouvrez la pointeuse. Scannez l'affiche QR à l'accueil, ou tapez https://staffhub.iclock.mu/clock dans le navigateur de votre téléphone.
  2. Saisissez votre matricule (par ex. EMP0042) puis appuyez sur Continuer.
  3. Autorisez l'accès à la caméra à la première utilisation. Appuyez sur Prendre selfie — placez votre visage bien dans le cadre et avec un bon éclairage.
  4. Appuyez sur Pointer (entrée) (bouton vert) au début de votre service.
  5. Vous verrez « Pointé à [heure] ». C'est fait.

Comment pointer à la sortie

  1. Ouvrez la même adresse ou QR code.
  2. Entrez votre matricule et reprenez un selfie.
  3. Appuyez sur Pointer (sortie) (bouton rouge).
  4. La confirmation affiche le total des heures travaillées aujourd'hui et la pause prise vs prévue.
Pause déjeuner ? Pointez à la sortie avant la pause, puis à l'entrée au retour. Le système enregistre les deux sessions et calcule votre total automatiquement.
Forgot to clock out? Tell your manager immediately. They can correct the entry from Daily Journal → (your row) → 3-dot menu → Edit clock-out. The change is logged in the audit trail with their name.
Oublié de pointer la sortie ? Prévenez votre responsable tout de suite — il peut corriger depuis le Journal Quotidien.

Tips & FAQ

The selfie failed — the camera won't open. What now?

Almost always a phone permission issue. In iPhone Settings → Safari → Camera set to Ask or Allow. On Android, long-press the address bar → Site settings → Camera → Allow. Refresh the page and try again.

Can I clock in from a laptop instead?

Yes — the page works on any device with a camera. Phones are easier because the front camera fires up instantly.

What happens if I clock in twice by mistake?

The system spots an open session and refuses a second clock-in until you clock out. If you're stuck, your manager can fix it from the Daily Journal.

How do I know my Employee ID?

It was sent to you on your welcome card via WhatsApp / Email when you joined. It looks like EMP0042. If you lost it, ask your manager to resend the welcome card from Employees → (your row) → Send credentials.

Is my photo private?

Yes. Photos are stored only for 90 days, then automatically deleted. Only your company's HR/admin can view them. They are never shared with anyone outside the company. See the Privacy Policy for the full detail.

What if my company has multiple sites?

The same time clock URL works from any site. The GPS coordinate captured at clock-in tells your manager which site you were at. If you change sites mid-shift, just clock out and back in at the new location.

How do I see my own attendance history?

Sign in at https://staffhub.iclock.mu/login.php with the credentials on your welcome card. Your dashboard shows every clock-in, every leave request, and your weekly hours.

(Manager) An employee left and I want to remove them. How?

Go to Employees → (their row) → Edit, set Active to OFF and save. Their attendance history is preserved but they can no longer clock in. Their entries still appear in old reports.

(Manager) Where do I print the QR poster for the wall?

Open Attendance → Clock URL & QR, then click Print. You get an A4-ready poster with the QR code and short URL. Stick it next to the punch-in spot.