User Guide Step-by-Step Guide – Version 2.0 – Dec’16
Table of Contents Introduction …………………………………………………………….…… Page 3 Before getting started …………………………………………………. Page 6 Where do I get started? …………………………………………….... Page 7 Company’s Profile ……………….…………………………………….… Page 9 Attendance ………………………..………………………………………… Page 12 Multi-Branches or Departments………………………………….. Page 13 Employees …………………………………………………………………… Page 14 Reports ………………………………………………………………………... Page 17 Adjust ………………………………………………………………………….. Page 26 The Employees’ Application ……………………………………….. Page 27 Activating the Application ………………………………………..… Page 30 Employee Application Overview ……………………………..…. Page 32
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Introduction What is “Where’s My Staff” Application? “Where’s My Staff” is actually two applications in one, where the first is an attendance recording application that works through NFC technology that we currently find in mobile phones; and the second is a location detector based on GPS technology and is used to locate the positions of employees who work outside the company’s premises.
Which mobile phones can run the application? “Where’s My Staff” in fact supports all mobile phones operating on Android 4.0 systems or later and all operating mobile phones on IOS 8.0 or later. It’s also noteworthy that the application automatically switches to QR technique when using mobile phones that do not support the NFC technique. Tip: Review list of mobile phones supporting NFC
What is NFC technique? NFC stands for Near Field Communication which is a technique that enables devices (like mobile phones and NFC tags) to communicate without any physical contact at near distances. This particular technique operates within a frequency of 13.56 MHZ. Tapping the mobile phone upon the paying machine is amongst the widely known and used purposes of NFC technique. Not to mention that this technique enables mobile phones to exchange information through osculation or “Android Beam”.
What is QR technique? QR technique or what so called “Quick Response Code” is a code that somewhat resembles the regular Barcode that comes in a squared shape or two dimensional shapes. Any mobile’s camera is able to detect this code and decode it as well.
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What is GPS technique? The GPS technique or the Global Position System is a technique that already exists in all the smart phones, its primary task is to detect the location of the phones through satellites or transmitter towers by telecommunication providers.
Where can I get the NFC tag? You can purchase the NFC tag from the applications official website www.whereismystaff.com/buy_NFCor from any specialized store, it must be noted that tag’s characteristics should be as follow: Mifare®Ultralight
What are the characteristics of the NFC tag by “Where’s My Staff”? The exterior specifications of the NFC tag:
It is made up of PVC material that insulates the chips from external factors The back side of the tag is actually an adhesive material made by 3M Company. It has a very high tolerant capacity and defies the external factors The front side of the tag is designed in such a modern and elegant way that makes it suitable to be placed anywhere and has a QR code It comes in different sizes: o Rectangular 8.5cm X 5.4cm o Rectangular 4.25cm X 2.7cm o Circular of diameter 2.5cm The thickness of the chip is approximately 1mm The technical specifications of the NFC tag Mifare Ultralight 13.56 MHZ contactless smart card ISO/IEC 14443 Type A
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How does “Where’s My Staff” operate? Tip: You can download the Quick start Guide
Control the attendance and working hours within the company In this very case, where’s my staff works through passing each mobile phone onto the NFC tag placed inside the company upon arriving and upon leaving the company. This NFC tag is regarded as the company’s unique code where the employees can only register their attendance by passing their mobiles phones onto this tag. As soon as the application captures the company’s unique code it will automatically save the date and the time, then sends these data to the admin’s account via Internet. Yet, if the employee’s mobile phone is not connected to the Internet, the data will be safely saved -thanks to cloud storage, we can work anywhere and anytime- until it is connected to the Internet later on and then it sends them to the admin’s account. The same process takes place if the mobile phones used don’t support NFC technique, however instead of passing the mobile phones onto the tag you simply direct the phone’s camera to the QR code found on the tag.
Tip: Review the Full Privacy Policy
Control the attendance and working hours outside the company “Where’s My Staff” works in this case through the GPS technique where each employee clicks on the “check in” button in the application upon their arrival and then on “check out” when they leave their location.
Note: According to our privacy policy, employees should click on “check in” and “check out” in order to track them.
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Before getting started To use the application as an attendance and work control system inside the company you will need to: I. II.
III.
Create an admin account for your company or organization on the official website of the application www.whereismystaff.com Have an NFC tag attached inside of your company, onto which the employees must pass their phones to register the time of their attendance and that of their departure Download the application onto the employees’ phones from Google Store or App Store so that they convert their phones to unique identification cards
To use the application as an attendance and work control system outside the company you will need to: I. Tip: “Normal” means Non-continuous geo-location. “Real-Time” means Continuous geolocation.
II.
Create an admin account for your company or organization on the official website of the application www.whereismystaff.com Download the application onto the employees’ phones from Google Store Real-Time | Normal or App Store Real-Time | Normal so that they convert their phones to unique identification and tracking cards
To use the application as an attendance and work control system outside and inside the company at the same time you will need to: I. II.
III.
Create an admin account for your company or organization on the official website of the application www.whereismystaff.com Have an NFC tag attached inside of your company, onto which the employees must pass their phones to register the time of their attendance and that of their departure Download the application onto the employees’ phones from Google Store Real-Time | Normal or App Store Real-Time | Normal so that they convert their phones to unique identification and tracking cards
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Where do I get started? To start using “Where’s My Staff” application all you’ve got to do is follow these simple steps: Create an admin’s account for your organization or company The admin’s account is set to be the primary account through which you can add, trace or follow up, save and edit all sorts of information you gathered about the employees. You might as well request different kinds of reports and monitor the attendance and track in real time the working hours of the employees. In order to create the admin’s account you should: I. II.
Go to the following link http://www.whereismystaff.com/register.php or click on register found in the home page of the application’s website. After selecting your most appropriate option, you should fill in the following information. All fields are required.
Field’s Name Company’s Name Company’s Domain Username
E-mail Password
Description The name of your company or organization. This name will appear in all reports and you may adjust it later on in Profile. The type of activities your company carries on. You can choose from the list. The name of the user used to log into the admin’s account. It may contain letters and numbers and it doesn’t matter if they are capital or small letters. The electronic mail to which you will be sent a verification code in order to activate the account. Choose a password for the admin’s account. It may consist of letters, numbers and characters. In case you forgot your password, you may click on “forgot password?” in the home page where you entered your E-mail so that you’d be sent a code to reset your password. You may, at any time, change your password in Profile.
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Password again
Enter the password again for confirmation
After successfully entering all information click on “Register” and you will be sent an activation code to the E-mail address you previously entered. In case you didn’t get the mail kindly check your Junk Mail.
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Company’s Profile
Tip: If you don’t choose image (Logo) for your company, we’ll display your company’s first letter as logo.
Start by entering the company’s name whichever the way you wish it appear in reports Enter the E-mail address with which you can subscribe and renew your plan, and to refer to support tickets Enter the phone and fax number Enter the tag’s code that’s affixed at the company’s’ entrance exit Choose an image for your company Choose the reset time so that all data and information disappears from the map but are kept in the reports Enter the QR checkout range (for iPhone users), it is the maximum distance for an employee to be able to check-in/out when scanning the QR code You can enable the “verify checkout” so that the employees will be compelled to checkout from within the company, disable this option and the employee will be able to checkout from any place outside the company’s office Enable salary to display the salary of the employees when you add them, and to benefit from the salary report Enable “change pass” to change the password and then click save
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Set Company Location
Tip: How get the coordinates of a place . Open Google Map . Right Click the place or area on the map . Select “what’s here?” . At the bottom you will see a card with the coordinates
To set the company’s location drag and drop the pin of the location of the company on the map. The coordinates (Latitude- Longitude) will appear on the top left, click save to save the locations. (You can always locate the company manually by copying the coordinates from Google maps and putting them into the coordinates’ fields)
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The homepage of Admin Backend Overview It is the page that displays the information of attendance and working places of the employees on the map.
Tip: Click on the upper left of the screen to go back to profile.
Tip: The Green pin on map shows the employees who checked in and didn’t leave yet. The red shows those who checked out. And in Realtime track you will see the Path of each employee
You can check the box on the upper right to display the Branches &Company’s pins on the map or uncheck it to make the pins disappear The home icon redirects you to the default saved location on the map (you can save a default location by going to the map and choose a specific location and click save ) The Archive icon displays the check-ins and outs of the employees If you click on the pin icon , the map will display the locations of the external employees (GEO). If you click on the tag icon , a list of the employees who checked in and checked out will be displayed for the internal employees (NFC).
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Attendance
Check the boxes of the working days Enter the time for which the attendance starts Enter the break start time and the break end time (in order to calculate the payrolls) Enter the time at which the attendance ends and then click save In the near future, the admin will be able to set the working days for each individual separately and not for the entire company.
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Multi-Branches or Departments
Enter the Branch or department name and the NFC tag’s code (Each branch/Department should have a different NFC Tag) Drop the pin of the location of branch on map, in case the company has many departments, entrances or exits click “Same As Company’s Location” button the coordinates will appear or you can enter them manually if you want, then click “Add”.
You can edit
, locate
and even delete
branches.
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Employees You may add or edit or even delete employees’ accounts as well as issue an activation code for each employee.
This page is divided into two sections as follow:
Section A: In this section you can add a new employee
Field First Name
Last Name
Phone
Description The employee’s first name. It will appear on the employee’s application as soon as it’s activated, as well as in the different reports of the admin’s account. The employee’s last name which will appear on the application as soon as it’s activated, as well as in the different reports of the admin’s account. The employee’s phone number. Employees must confirm their phone number and make sure it is correct. (The activation code will be sent to the
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GEO
NFC
Tip: If you don’t choose image for employee, we’ll display the employee’s initials as logo.
Image
Branch Hourly wage
supplied phone number)PS: Phone number + Area code. It is an ON/OFF option. In case the employees work outside the company, the admin must turn it on to make sure that their attendance to the sites outside the company is registered, and the application will automatically save their location as well as the time of arrival and departure. It is an ON/OFF option. In this case the employees work only within the company. The admin must turn it ON to make sure that their attendance by tapping their phones onto the NFC tag attached inside of the company’s registered, and the application will automatically save the exact time of arrival and departure. Note: In case the employees work both inside and outside, the admin may track their presence in both cases where they should turn ON the GEO and NFC features at the same time. The employee’s photo. In case of not selecting a photo the system will automatically select an image of the employee’s initials that will appear in all sorts of reports. It will help you have a better visual interaction with the system. Select the branch of the company Enter the number of the hourly wage without currency sign.
And then click “Add”.
Section B: In this section you will find a list of all the employees previously added in section A, through which you will be able to send the activation code for each employee.
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You can activate the application on the employee’s phone by having them
Tip: Don’t forget to enter the Area code with + sign in the employee phone number field
manually enter the activation code sent to their phones in the “key” field (on App) or by directly clicking on the activation link (sent to him by SMS). In case the employees haven’t yet downloaded the application, they will be redirected to Google play store upon clicking on the link on SMS so that they can download the application. In case the employee didn’t receive the activation code, you can resend them the code by clicking on the envelope icon
that appears next to the employee’s image.
In order to edit the employee’s information, click on the edit icon and all the information previously entered in section A about the employee will pop up and you can edit any information you wish to and then click save. To refresh or change the activation key click To delete an employee: click on
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Reports The admin’s account contains 8 different kinds of reports, all of which can be extracted into Excel sheets
or printed
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My Employees Report
In this report, managers who intend to preview the list or registered employees along with the date they’ve been added. You can arrange the report according to your own personal preferences. All you have to do is click on the title of the column to change the arrangement. For instance, if you wish to arrange the data according to the alphabetical order, click on the First Name at the top of the column and the report will be displayed according to the alphabetical order from the first to the last or even vice versa. In case you want to issue the report in Excel format, click on at the top right of the report. The information is then extracted to an excel sheet to be imported to other software or to make your own modifications or calculations. Also you can print the report directly from
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Working Hours Report
In this report, managers who intend to check how many hours their employee has worked within a specific period of time. The manger has to select the branch/Department and the name of the employee as well as set a date between two periods of time in order to calculate the employee’s working hours throughout that period. The information is then transferred into an excel sheet to be imported to another software or to make your modifications and calculations or just to be printed (you can either export the report to excel sheet or print it directly) You are able to display the order of a report according to your preferences (according to the most working hours, least working hours or even according to the alphabetical order). All you have to do is click on the title of the column you wish to arrange the report according to.
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Employee History Report It is actually 2 reports including the same information but one represents the information in a table and the other on a map.
The report in the form of a table
Tip: You can preview only the GEOEmployees or only the NFC ones, or both
In this report, managers can preview the activity log and how much time an employee has spent doing an activity be it inside the company or outside it and in any branch or department they choose. Click on the excel icon to export the report in Excel format, or directly print it.
The reports in the form of a map: Tip: GEO refers the employees who work outside the company
In case you select the group of employees who work outside the company who are tracked through the GPS, the term “Map” will appear on the top right of the screen where you can click on, to pin point the sites the users have checked in/out on the map along with the times, dates and location as it shows below:
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(The managers can uncheck on each log to make the pin disappear for better previewing) Tip: It’s not that we can preview the GEO employees or NFC employees or Both, it’s previewing only GEO check ins/outs or only NFC/QR records or Both kind of records
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Daily history Report
In this report, managers get the chance to know exactly how many hours a day an employee has spent working inside or outside a company. Managers should select the branch, and enter a specific date; they can also choose to check employees who work inside a company by selecting NFC or those who work outside by selecting GEO; In case where employees work both inside and outside a company, managers should select BOTH. The information is transferable into an excel sheet to be imported to another software or to make your modifications and calculations or just to be printed.
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Doubtful Checkouts Report It is a report especially for those employees who work outside the company and are tracked through the GPS. This kind of report displays the time of users who checked in at a certain location and checked out from a different one.
You may display the report according to the margin of distant from the location that the user first checked in and that’s by entering the kilometers in the Max Margin at the top of the report page. You may also display the report of a user or all users between two dates you specify. You may be able to display the arrangement of a report according to your preferences all you have to do is click on the title of the column you wish to arrange the report according to. In case you want to issue the report in Excel format, click on right of the report.
at the top
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Location History Report This is a report for the employees who work outside the company and are tracked through the GPS, where it enables you to display the users who visited a location you select on the map during a certain period of time.
All you have to do is specify the date and click on the map to select the location.
To select the location: Click on the map to select the first angle of the location you want and then repeat the process to select the 3 other angles. You can zoom in and out by clicking on one of the angles and swift back and forth.
You may re-locate the location by clicking
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Click on and a list of the employees who visited the area will appear at the bottom of the map including the location you specified as well as the time.
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Employees Salary Report
In this report, the manager can easily calculate employees’ salaries. By setting up how much is the hourly wage for each employee, how many hours the employees have worked, how many overtime hours they have spent, how much is the basic salary, the total salary is hereafter calculated. There are two methods to calculate the salary. The first one is calculated based on the first check-in and the last check-out including the break time between the check-ins and check-outs. The second method however calculates the time between each check-in and check-out excluding the break time between a break-out and break-in; extra hours can be added though. The report can be printed or exported into excel sheet format.
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Real Time Path Report
This report shows the trajectory of employees on the map when checking “Road trajectory” box and map view. A trajectory of the pathway that an employee has visited will be displayed on the map. When checking the “Detailed” box a more detailed trajectory is displayed within a specific range of accuracy. Managers have to select a branch and enter an employee’s name, and a specific date.
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By clicking on the location list, a list of the coordinates and the address will be featured as well as the time spent at each location. The “Min Accuracy” is the criteria that define the accuracy of displayed trajectories over the map, In other words:
Higher “Min Accuracy” means a less accurate trajectory Lower “Min Accuracy” means a more accurate trajectory
Note: This criteria highly relates to the accuracy of the GPS in each country The report can be printed or even exported into excel sheet to edit.
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Overtime Report
In this report, managers who intend to check the employees’ overtime hours should select the branch, the employee, specify the date and set the overtime rate. The report will calculate the overtime salary according to the overtime hours and the overtime rate. The report can be transferred into an excel sheet or printed directly.
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Attendance Reports This part is divided into 4 kinds of reports. All of these reports can be exported into an excel sheet or even printed directly.
Late-In Report
Late in report allows managers to check who arrived late to the company. There’s a specific margin set by the manager in which the employee cannot violate that margin and will be held accountable if so. The system will calculate how many minutes the employee is late.
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Early-Out Report
Early out report allows managers to check who left the company early. There’s a specific margin set by the manager in which the employee cannot violate that margin and will be held accountable if so. The system will calculate how early (how many minutes) the employee has left.
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Late In – Early Out Report
Late in- Early out report is a report that merges both reports into one.
Absence Report
Absence Report allows managers to check the absent employees during a specific date and according to defined criteria such as the branch, certain employee and type
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Adjust You can edit or cancel any check-ins and check-outs
All you have to do is select the employee’s name and select the day you wish to edit in “Criteria”, the system will automatically display the day you selected in “Log”. You may edit the day or the time of the check in or out, and then save the changes by clicking on In case you wish to cancel the check in and checkout of an employee, you have to select the day and the employee from “Criteria” and then click on
Tasks This feature will be available soon
Subscription The plan will appear along with the price to be paid.
Logout To log out of the admin’s account.
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The Employees Application The employees’ application is an application for the smart phones found on Google Play Store and App store, through this application, employees can register their attendance. This application was designed in a user-friendly interface to ensure the ease of use for all the users. This application doesn’t include any ads banners.
Why permissions? Like the rest of the applications, “Where’s My Staff” requires some permissions from the employees in order to work properly. In the following, a list of the permissions the application requires and the reason for each:
Permissions
The reason
ID Searching for accounts on the device Location The precise location (related to the GPS)
In order to activate the employee’s account. In order to locate the position of the employee when turning GEO and QR features ON. Note: detecting the employee’s location can be done only upon their consent when they click on Check in. Consequently, the admin cannot track the employees without their consent. When using the application through QR for iPhone users, the application requires accessing the camera in order to capture the QR image. This image will not be saved whatsoever but will be analyzed to decode the QR code. In order to activate the application and edit any data entered by the admin on the employee’s account.
Camera To capture photos and videos
Receive Internet Data
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The full access of the network Display the connections of the network
Control Near Field Communication Never put the device on silent mode To use accounts on the device
In order to send the data saved on the application to the admin’s account. In order to ensure whether or not there is a connection with the network and based on this you’ll be able to edit some of the properties. In order to interact with the NFC tag attached in the location. In order to alert the employees and remind them to check out when leaving their work. It is one of the most important permissions, in order to allow the application to use Google maps to track the locations as well as access Google’s services.
Privacy Privacy was our primary concern when we designed this application, whether the information was related to the company or the admins’ accounts or even the employees and users. So, we assure and guarantee all of “Where’s My Staff” users that their information are completely confidential and coded on private servers and no party, whether it’s the producing company or any judicial, civil, security, can access the data unless it has the direct permission of the owner. The employees and users of the application can rest assured that their information will be fully safe and no one has the rights to access it unless the user clicks on Check in. The application will notify the user that he/she are being tracked throughout the usage of the application when clicking on check in. The producing company has collaborated with a company named Iubenda specialized in formulating and establishing privacy policies on the Internet to revise the applications’ permissions and that of the website of the application and establish a privacy policy for the application.
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For more info about “Where’s My Staff“ Privacy Policy please click on the following link: https://www.iubenda.com/privacy-policy/7768529/full-legal
Access the Application without connecting to the Internet You may use the application offline, where the application saves the information and data on the employee’s device until it’s connected to the Internet. As soon as there’s an Internet connection the information and data is automatically transferred to the admin’s account. It must be noted though that the information will not be displayed on the admin’s account unless the employees’ devices are connected to the Internet. Not to mention that while being offline, locating the position is usually less accurate than when it is actually connected to the Internet. When using the application for the very first time, (i.e. when activating the application) the smart phone must be connected to the Internet.
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Activating the Application After downloading the application from App store or Google Play store, the following screen will appear when you open the application:
Then the admin must log into his account and click on at the top left of the screen and click on Employees. Upon clicking on Employees, a list of names of all the users previously added will appear.
Employees can activate their account by manually typing the activation code sent to their phones in the “key” field or by directly clicking on the activation link. In case the employees haven’t yet downloaded the application, they will be redirected to Google Play Store or App Store upon clicking on the link so that they can download the application. In case the employee didn’t receive the activation code, he/she can simply ask the admin to resend them an activation code.
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Employee Application Overview As soon as the application is activated, the following screen will emerge
When using NFC (for internal employees) A general outlook on “Where’s My Staff” application of the employees We have designed this application to be user friendly, so all the user can see is this one screen including the settings of the application at the top right of the screen. This screen displays a greeting phrase and the name of the user “Welcome John Smith” as well as the “check in” button in the middle of the screen and an exist button on the bottom right of the screen
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Check in button It works by swiping right with your finger or with long click.
After successfully checking in, the “check in” button will turn to “check out” button as you may see in the image below:
As long as you have “check in” mode on the application, there will be a sign at the top of the screen of the phone to remind the employees that they need to check out as soon as the finish their work.
To finalize the operation of check out or to register out of work, the users have to swipe to the left with their fingers as shown below
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To check in/out for both GEO and NFC at the same time, swipe right to check in/out from inside the company and left for GEO and then turn on the GPS settings.
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Settings To access the application’s settings, click on screen.
found at the top right of the
Restore Colors: The application switches colors according to the organization or company’s logo color put in the profile of the admin’s account. Users can switch the color of the application to the default one by clicking on Restore Colors.
Send Log: If any technical issues or troubleshooting in the application, the user may click on “send log” to send the essential information to the support department of the application and the issue will be addressed in a matter of maximum 12 hours. In certain cases, when asking for a technical help from the support department, you will be asked by the latter to send the information through Send Log in order to diagnose the problem and fix it.
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Note: send log doesn’t contain any private information like the phone number or the location.
Show Uservoice: it is a support ticket to communicate with the support team Show Activity: to avoid manipulation, each employee can preview the set of activities they’ve done.
Refresh: Use it to refresh the application
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Video Guide Available Online
© 2016 Tragging Ltd. All right reserved. STATEMENTS IN THIS DOCUMENTS REGARDING THIRD-PARTY STANDARDS OR SOFTWARE ARE BASED ON INFORMATION MADE AVAILABLE BY THIRD PARTIES. TRAGGING AND ITS AFFILIATES ARE NOT THE SOURCE OF SUCH INFORMATION AND HAVE NOT INDEPENDENTLY VERIFIED SUCH INFORMATION. THE INFORMATION IN THIS DOCUMENT IS SUBJECT TO CHANGE WITHOUT NOTICE.
Trademarks and Patents Tragging, the Tragging logo, and “Where’s My Staff” are registered trademarks of Tragging Ltd. Other parties’ marks are the property of their respective owners. Features and services within “Where’s My Staff” products may be the subject matter of pending and issued patents assigned to Tragging Ltd.
Important Terms, conditions, features, service offering, prices, and hours referenced in this document are subject to change without notice. We at Tragging are committed to bringing you great online services through “Where’s My Staff”. Occasionally, we may decide to update our selection and change our service offering, so please check www.whereismystaff.com for the latest information, including pricing and availability, on our products and services.
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