Remote Clock-in

While reviewing Remote clock-in approval requests:

When you have a Remote clock-in request pending for approval, you can click on the location pin to view the location from where the remote clock-in has been done

While viewing employee’s attendance:

Keka records the location of employee based on the IP address (in case remote clock-in is done from web interface) and/or GPS (in case of mobile app), and this will be indicated by a clickable location pin alongside the attendance bar

On click of the location pin, you will be able to view the location from where the employee did the remote clock-in

Location not showing up for Remote clock-in by employees? Write to support@keka.com.

Web clock-in and Remote clock-in are 2 different features and are not synchronous in any way.

Web clock in usually used by organizations that don’t have bio-metric devices installed at their office locations.  For such organizations, Keka provides an option to log attendance using the laptop/desktop, the employees might have access to.  Web clock-in is a web interface that can be accessed by employees (logged in) on web browsers.

Web clock-in is recommended for those organizations that either want to restrict employees to mark their attendance only when in office premise or (organizations) are not concerned about the location of employees when marking their attendance.  This is because the web lock-in locations are IP address based and thus can be different from actual location at times based on ISP.

Related: How do I enable web clock-in?

Remote clock-in on the other hand is meant for organizations that have employees who are working from outside office premise and are always out on field, e.g. Sales team.  For such employees, it is important to track their attendance timings along with their location of clock-in/clock-out.  Keka provides Remote clock-in option for such employees, that can be used both from web interface (using laptop-desktop) as well as Keka mobile app.

Remote clock-in can either be used from web or from mobile app of Keka and are always in sync irrespective of the mode of clock-in.  It is recommended for those organizations that want to track the exact location* of their employees when they are doing clock-in.

*Location is exact when the clock-in/clock-out is done from Keka mobile app

Related: How do I enable remote clock-in?

Confused if your organization should use Web clock-in or Remote clock-in?  Write to support@keka.com, and the folks might be able to help you out.

Approving Remote clock-in requests

For Reporting Managers

To approve remote clock-in requests from your team (if you are Reporting Manager), follow the steps below:

Step 1: Go to My Team >> Attendance

Step 2: Under ‘Remote Clock-In Approvals’ you can view list of all approval requests pending.  On selection of a request, you can view the details on right hand side.

Choose to either review and approve/reject one request at a time, or use the checkbox on left to take bulk action of approval/rejection.

For Global/HR Admins

If you are a Global/HR admin, you can approve remote clock-in request by following the steps below:

Step 1: Go to employee’s profile

Step 2: Once on employee’s profile, go to Time >> Attendance >> Attendance Request

Step 3: On the screen that appears, you can view all the pending requests for remote clock-ins and take actions

If you are not able to approve/reject remote clock-in requests, write to support@keka.com.

As of now, Keka app does not support remote clock-in when there is no active data (internet) connection.  But our team is working hard to bring this feature to Keka mobile app very soon.  You will hear about this as soon as this feature is live.

You can also keep a watch on FAQs for regular updates.

Remote Clock-in/Clock-out

• Remote clock-in/Clock-out using web interface:

To do a Remote clock-in from your web browser, follow the steps below:

Go to Dashboard >> Attendance, and you can find ‘Remote clock-in’ button.  Click on this button to clock-in

Once the Remote clock-in button is clicked, your time starts getting tracked and you can do the Clock-out once you are done with the work.

Alternatively, you can also go to My Time >> Attendance

And find ‘Remote clock-in’ link on the right hand side. Click on this link to do the clock-in

Once you are done with your work, you can click on ‘Remote clock-out’ button

• Remote clock-in/Clock-out using mobile app:

To do a Remote clock-in from your mobile app, follow the steps below:

Step 1: Login to Keka mobile app and you will see the Home screen

Step 2: Go to Me tab and tap on ‘Attendance’

Step 3: You will see option to clock-in and the location from where you are going to be clocked-in, tap on Clock-in and your attendance will be recorded

Step 4: Once done with work, don’t forget to clock-out by tapping the clock-out button

Note: For exact location, please turn on location service (a.k.a GPS) of your device when doing remote clock-in/clock-out using mobile app.

Related: How do I enable remote clock-in?

Related: How do I assign remote clock-in to specific employees only?

Having trouble with remote clock-in? Write to support@keka.com.

Location Tracking for Remote Clock-in

Remote clock-in on Keka can be done in 2 ways:

Web interface of the site

When an employee does the Remote clock-in using the web interface, the location of employee is recorded based on the IP address assigned by the ISP (View your location based on IP address).

In most of the cases the location tracked using IP addresses is somewhat accurate, but can have huge variation at times, due to change in ISP servers.

Keka mobile App (iOS & Android)

When an employee does a Remote clock-in using mobile App, the location is tracked using the GPS on his mobile device and thus the location is most accurate every time.

It is advisable to use Keka mobile app for remote clock-in to get the accurate location.

In case you are having trouble with getting the location, write to support@keka.com.

Assigning Remote Clock-in to specific employee

IMPORTANT: Before you can assign Remote clock-in to specific employees, you need to enable remote clock-in and its restriction rule from Settings.

To enable Remote Clock-in and its associated restriction, follow the steps below:

Step 1: Go to Settings >> Time & Attendance

Step 2: Go to ‘Remote Clock-in’ tab.

Click on the 1st option that says ‘Enable Remote clock-in’ to enable the Remote clock-in option for your employees.

Now select the 3rd option ‘Restrict to employees who have remote clock-in enabled in their profile’, and click on ‘Save’.  This will now restrict remote clock-in option to only those employees who are having it enabled in their profile.

To enable remote clock-in option in employee’s profile, follow the steps below:

Step 1: Go to employee’s profile by typing the employee’s name in the search bar

Step 2: Go to ‘Job’ tab of the employee’s profile

Step 3: Under ‘Job’ tab, go to ‘Time & Attendance’ section and you will find ‘Remote Clock-in’ status of the employee.

Step 4: To allow Remote clock-in to the selected employee, select ‘Allow Remote Clock-in’ from the dropdown under ‘Remote Clock-in’.  You can also manage approval and comment restrictions from the dropdown on the same screen.  Once done, click on ‘Update’ for the changes to take affect.

The employee has been assigned the privilege to do remote clock-in.  You can repeat these steps to assign Remote clock-in to other selective employees in your organization.

In case you are not able to assign remote clock-in to specific employee, write to support@keka.com.

Enabling Remote Clock-in

To enable Remote Clock-in for your employee, follow the steps below:

Step 1: Go to Settings >> Time & Attendance

Step 2: Go to ‘Remote Clock-in’ tab.

Click on the 1st option that says ‘Enable Remote clock-in’ and click on ‘Save’ button.  This will enable the Remote clock-in option for your employees.

Additional restrictions you can do on the above screen:

• Comment mandatory when making remote clock-in – Check the 2nd option ‘Require comment when employee is doing a remote clock-in’, this will require employees to add a comment every time they do a Remote clock-in.
• Selective Employee can do remote clock-in – Check 3rd option ‘Restrict to employees who have remote clock-in enabled in their profile’, and this will let only those employees do remote clock-in who are having it enabled in their profile.

Related: How do I restrict remote clock-in to specific employees only?

• Approval for remote clock-in requests –

1. In case you want your employees remote clock-in requests to be approved by reporting manager/admin, before their attendance are effective for remote clock-in, check option ‘Yes, Employee requires approval’.  Also, see Who can approve/reject my remote clock-ins?
2. In case of no approval or notification required, check ‘No, Employee does not require approval’ and system will automatically consider the remote clock-in requests as approved and update the employee’s attendance.
3. In case of no approval required for remote clock-in but employee needs to notify his co-workers, check ‘No, Employee does not require approval, but need to notify his co-workers’ and system will automatically consider the remote clock-in requests as approved and update the employee’s attendance, while informing the co-workers (via. email) about the employees clock-in.

Related: How to approve remote clock-in requests submitted by employees?

 

In case you are having trouble enabling Remote clock-in for your employees, write to support@keka.com.

Many organizations have employees who are working from outside office premise and are always out on field, e.g. Sales team.  For such employees, it is important to track their attendance timings along with their location of clock-in/clock-out.  Keka provides Remote clock-in option for such employees, that can be used both from web interface (using laptop-desktop)

as well as Keka mobile app.

This also tracks the exact location* of employees from where the remote clock-in/clock-out is being done.  Remote clock-in is also recommended since the remote clock-in/clock-out done from both web and mobile app are in sync, i.e. if an employee has done a remote clock-in from web and moved away from the system (not having access to web interface of Keka anymore), he can still open his mobile app and clock-out, this will record his attendance as one cycle (one clock-in and its respective clock-out).

*Location is exact when the clock-in/clock-out is done from Keka mobile app

IMPORTANT: Web clock-in and remote clock-in are asynchronous, i.e. a Web clock-in can only be done from web interface and an employee is suppose to do a web clock-out from the web interface only.

Download Keka for iOS

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Related: How do I enable remote clock-in?

Have questions about Remote clock-in? Write to support@keka.com.

Options to track attendance in case organization doesn’t have a bio-metric device

Following are the option available on Keka to track employees attendance in case bio-metric device is not available.

• Web clock-in – There are many organizations that don’t have bio-metric devices installed at their office locations.  For such organizations, Keka provides an option to log attendance using the laptop/desktop, the employees might have access to.  Web clock-in is a web interface that can be access by employees (logged in) on web browsers by going to *companyname.keka.com.  Web clock-in will track the login and log out time for each employee.

• Remote clock-in – Many organizations have employees who are working from outside office premise and are always out on field, e.g. Sales team.  For such employees, it is important to track their attendance timings along with their location of clock-in/clock-out.  Keka provides Remote clock-in option for such employees, that can be used both from web interface (using laptop-desktop) as well as Keka mobile app.  This also tracks the exact location* of employees from where the remote clock-in/clock-out is being done.

*Location is exact when the clock-in/clock-out is done from Keka mobile app

• WFH – In case your organization provides Work from Home option to employees.  You can configure the same on Keka and your employees can indicate when they are working from home.  This will consider regular shift hours as the employee’s working hours.

In case you need guidance or having trouble configuring any of the attendance tracking method, write to support@keka.com.

Attendance tracking of employees on Keka

To improve productivity of any organisation, it is important to minimize the loss due to employee absence.   This is achieved by tracking employees’ attendance or presence at work.

Keka provides multiple options to track attendance of employees, as listed below:

• Bio-metric device tracking – Keka is capable of connecting with your existing Bio-metric device and get attendance records to give you a real-time view of your employees attendance, including when they are moving out for breaks, coming early/leaving late etc.

• Web clock-in – There are many organizations that don’t have bio-metric devices installed at their office locations.  For such organizations, Keka provides an option to log attendance using the laptop/desktop, the employees might have access to.  Web clock-in is a web interface that can be access by employees (logged in) on web browsers by going to *companyname.keka.com.  Web clock-in will track the login and log out time for each employee.

• Remote clock-in – Many organizations have employees who are working from outside office premise and are always out on field, e.g. Sales team.  For such employees, it is important to track their attendance timings along with their location of clock-in/clock-out.  Keka provides Remote clock-in option for such employees, that can be used both from web interface (using laptop-desktop) as well as Keka mobile app.  This also tracks the exact location* of employees from where the remote clock-in/clock-out is being done.

*Location is exact when the clock-in/clock-out is done from Keka mobile app

• WFH – In case your organization provides Work from Home option to employees.  You can configure the same on Keka and your employees can indicate when they are working from home.  This will consider regular shift hours as the employee’s working hours.

In case you need guidance or having trouble configuring any of the attendance tracking method, write to support@keka.com.