Check out this webinar to see how our system is your solution to these three most important issues. 😊

Since 1996, our mission has been to assist business owners by providing a proven method to control labor costs and manage offsite employees. ​We have seen this system work for our customers countless times over the years, and we believe it will be beneficial for you as well.​

Let’s get started. This is what your account looks like upon logging in. You can create login access for your administrators, managers, and supervisors, each with different capabilities. Access levels can be customized to show only the employees and jobs each supervisor needs to see and manage.

Your primary concerns likely include ensuring your employees are where they claim to be and confirming job coverage. These issues significantly impact your business's profitability, which is likely why you are here.

Fortunately, we can address these concerns through our mobile app, which uses GPS tracking to verify employee clock-ins against the job address. Alternatively, employees can clock in using a landline phone at the job site, which captures the caller ID. Both methods confirm whether your employee is on-site at the time of clocking in.

When employees clock in and out, that live data is immediately pushed to your account, allowing you to view it on the workforce dashboard. The dashboard is color-coded for quick visual reference:

You can click on each colored cell to view the details of the time card.

You can click on any of the cells to view the detailed time card story. Let’s take a look at Dan’s time card for Monday, as it shows a location violation. According to his time card, Dan’s first job of the day was at *Big Box Store*, followed by *ABC Corporate*. However, for the *Big Box Store*, there was a location mismatch—his clock-in and clock-out locations didn’t match the job site.

When we click into the time card and examine the map, it’s clear Dan wasn’t at the job site during clock-in or clock-out. The *Big Box Store* is shown here on the map, but Dan’s actual clock-in and clock-out locations were in a nearby neighborhood, which might have been a residence.

You can zoom in on the map for more details or switch to hybrid/satellite view for better context. It seems like Dan needs a conversation to address this issue.

Returning to the workforce dashboard, you can track the number of hours each employee has worked daily, as well as the total for the week, including any overtime. Overtime hours are clearly marked in red for easy identification.

You may wonder if you can ensure employees clock in from job site landlines. Yes, that is possible with our Link Phone feature. When an employee calls to clock in, they will be required to provide two pieces of information: their employee access code and the job code. However, if they use a phone number associated with a job site, they won’t need to provide the job code since the system recognizes it. If they attempt to use a different number, such as a cell phone, they will be prompted for the job code.

To ensure employees are on-site during clock-ins, we maintain a list of phone numbers previously used to clock in. Go to List Maintenance, Phones. For example, you can check and link phone numbers used at the Big Box Store to the corresponding job code. Once linked, clock-ins from these numbers will not require a job code.

Let’s say you change the job code for the Big Box Store. If an employee attempts to use a different phone to clock in, the system will ask for the job code, which may have changed. This prevents unauthorized clock-ins unless they use the linked landline phones.

With these features, we can also help solve your no-show problems using the Schedule Manager. This tool allows you to schedule employees at job sites and set alerts for when they do not clock in. You can choose to receive alerts via text or email.

For example, if you want to schedule Dennis to clean at the Big Box Store on Mondays, Wednesdays, and Fridays, you can create a two-hour shift beginning when the store closes. After scheduling, you can set an alert if he doesn’t clock in by a specified time, ensuring job coverage and employee accountability.

When setting alerts, be strategic about the timing. You may choose a custom alert for two hours after the scheduled start time to prevent unnecessary notifications for minor delays. If Dennis hasn’t clocked in by then, you will be alerted to follow up.

Once you establish the schedule for Dennis, you can set it to repeat weekly. This saves time by avoiding the need to recreate the schedule each week. Additionally, schedules help monitor job budgets by comparing the planned hours against the actual hours worked.

Now that we have addressed your primary concerns, let’s discuss reports. Our system offers various reports, including time card reports, employee reports, and job costing reports. The Weekly Labor Cost Report breaks down labor costs and hours by job site, including overtime calculations. You can apply a multiplier to account for additional costs, giving you a comprehensive view of labor expenses.

Our Payroll Snapshot export is magic - it calculates regular and overtime hours for any pay period. This includes overtime with semi-monthly payroll, over 8 or 12 hours in a day, and the 7th consecutive day for California overtime. Check it out.

Many of these reports can be exported as PDF or CSV files, and we integrate seamlessly with payroll services like ADP and QuickBooks.

Another common question is whether time cards can be manually edited. Yes, you can adjust time cards directly by navigating to Payroll Functions > Edit Time Cards on the admin site.

For example, the workforce dashboard may display a red cell indicating a missed clock-out that needs to be corrected. Here’s how it works:

Let’s focus on the red "A" for a missed clock-out. A good business practice is to review these missed clock-outs every morning so you can follow up with your employees promptly.

In this case, I need to follow up with Dennis about his missed clock-out on Tuesday at KS Cleaning. He clocked in at 7:24 AM but didn’t clock out. I called Dennis, and he mentioned he was at the job for a couple of hours. Based on his word, I updated the time card to reflect two hours and saved the change.

Reviewing and fixing missed clock-outs daily is essential for maintaining accurate records and minimizing discrepancies.

You can also edit time cards on the mobile app.

To add new employees, use the Quick Add feature on the workforce dashboard. Enter their basic information, such as name and contact details, and we will send invitations that include instructions and video guides for using the system.

Similarly, you can add new job sites in the List Maintenance, Jobs section. Use the integrated Google Maps feature on the Location tab for accurate address entry, ensuring your employees' clock-ins can be GPS verified against the job location.

This concludes our overview of Chronotek's capabilities. Thank you for participating in our webinar. If you have further questions, please reach out to us via chat, email, or phone. We have seen this system save many companies both money and time, and we are eager to assist you as well. Thank you again.

Take a peek at our new platform, Chronotek Pro.

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