Feature Details

1. WiFi-Based Attendance Tracking

  • Description: CLOCKtales leverages existing office WiFi infrastructure to track employee attendance, eliminating the need for additional hardware like biometric scanners or RFID cards. The app detects when an employee’s registered mobile device connects to the designated office WiFi network, marking their presence automatically.
  • Identification Method: Utilizes both the SSID (network name) and the device’s MAC address to ensure accurate employee identification. The SSID confirms the device is connected to the correct office network, while the MAC address uniquely identifies the employee’s device, preventing unauthorized access.
  • Operation: The app periodically checks for device connectivity to the office WiFi at configurable intervals (default: every 2 minutes). If the device is detected on the network, the employee is marked as present; otherwise, they may be marked as absent or require manual intervention. Data is securely transmitted to a cloud-based server for real-time updates.
  • Benefits:
    • Cost-effective, as it uses existing WiFi infrastructure, reducing setup and maintenance costs compared to traditional systems.
    • Ensures physical presence verification, as employees must be within the office WiFi range to be marked present.
    • Simplifies attendance tracking with automated, real-time monitoring, reducing manual errors.
  • Technical Details: Requires a stable office WiFi network with a unique SSID. The app is compatible with iOS and Android devices, ensuring broad accessibility. Security measures, such as encryption, protect attendance data during transmission.

2. Configurable Check Interval

  • Description: Admins can customize the frequency at which CLOCKtales checks for employee presence on the office WiFi network, allowing flexibility to meet organizational needs.
  • Default Setting: Checks every 2 minutes, providing near-real-time attendance updates.
  • Purpose: Balances the need for accurate attendance tracking with device battery conservation. Frequent checks ensure precise data, while longer intervals reduce battery drain on employee devices.
  • Configuration: Accessible through the admin dashboard, where authorized users can adjust the interval (e.g., every 1, 5, or 10 minutes) based on requirements.
  • Benefits:
    • Offers flexibility to adapt to different workplace environments, such as high-traffic offices or remote sites.
    • Optimizes device performance by allowing admins to minimize battery usage.
    • Enhances user experience with customizable settings tailored to organizational policies.
  • Technical Details:The interval setting is stored in the app’s cloud-based configuration, ensuring consistency across all devices. Changes take effect immediately without requiring app updates.

3. Leave and WFH Management

  • Description: Employees can submit leave requests (e.g., sick, casual, earned) or work-from-home (WFH) requests directly through the app, streamlining the process and reducing paperwork.
  • Leave Application: Employees enter details such as leave type, dates, and reasons via a user-friendly form in the app. The system supports multiple leave types, configurable by admins.
  • WFH Requests: Similar to leave applications, employees can request WFH days, specifying dates and optional justifications. WFH requests are treated as a separate category to accommodate hybrid work policies.
  • Approval Workflow:
    • Standard requests are sent to the employee’s immediate supervisor for approval or rejection, with notifications sent via the app or email.
    • If a request exceeds the employee’s available leave balance, it escalates to the department head for further review, ensuring oversight for exceptional cases.
  • Features:
    • Real-time status updates on request approvals or rejections.
    • Integration with leave balance tracking for automatic updates.
    • Notifications to keep employees and approvers informed.
  • Benefits:
    • Streamlines the leave and WFH request process, saving time for employees and HR.
    • Reduces paperwork and manual tracking, improving efficiency.
    • Ensures compliance with company leave policies through a structured approval workflow.
  • Technical Details: The app stores request data in a secure cloud database, with role-based access controls to protect sensitive information. Compatible with iOS and Android for seamless access.

4. Attendance Viewing

  • Description: Employees can access their attendance records through the app, viewing data for the current day or custom periods (e.g., weekly, monthly, or user-defined date ranges).
  • Formats: Supports multiple views, including daily logs, weekly summaries, monthly reports, or custom date ranges selected by the user.
  • Features:
    • Real-time updates reflect the latest attendance data as soon as it’s recorded.
    • Detailed logs show check-in and check-out times, including any manual adjustments.
    • Export options allow employees to download attendance data in formats like CSV or PDF for personal records or reporting.
  • Benefits:
    • Enhances transparency by giving employees direct access to their attendance history.
    • Helps employees manage their work hours and identify discrepancies early.
    • Reduces HR workload by empowering employees to self-monitor attendance.
  • Technical Details: Attendance data is stored in a cloud-based database, accessible via a secure user dashboard. The app’s interface is optimized for both iOS and Android devices.

5. Leave Balance Tracking

  • Description: Employees can view their current leave balances for various leave types (e.g., sick, casual, earned) directly in the app.
  • Functionality: Displays real-time leave balances, updated automatically as leave requests are approved or denied. Supports multiple leave categories based on company policies.
  • Updates: Balances are adjusted in real-time, reflecting approved leaves, WFH days, or manual adjustments by admins.
  • Benefits:
    • Empowers employees to plan time off effectively without exceeding allocated leaves.
    • Reduces HR inquiries by providing instant access to leave balance information.
    • Enhances transparency and trust in leave management processes.
  • Technical Details: Leave balance data is securely stored in the cloud, with access restricted to authorized users. The app ensures compatibility with iOS and Android platforms.

6. Admin Configuration

  • Description:Admins can configure and manage the app’s settings to align with organizational needs, including company structure and employee management.
  • Company Structure: Allows configuration of locations, branches, and departments using predefined templates, which can be customized to reflect the organization’s hierarchy.
  • Employee Management: Admins can add employees, assign them to specific departments or locations, and set roles/permissions (e.g., employee, supervisor, department head).
  • Other Settings: Includes configuring attendance tracking parameters (e.g., check intervals), leave policies (e.g., leave types, quotas), and system integrations (e.g., HRMS for Enterprise plan).
  • Benefits:
    • Provides centralized control over the app’s functionality, ensuring alignment with organizational policies.
    • Simplifies onboarding of new employees and management of company structures.
    • Scalable to support businesses of all sizes, from startups to large enterprises.
  • Technical Details: Configuration is managed through a secure admin dashboard, accessible via the app or a web portal. Data is stored in a cloud-based system with role-based access controls.

7. Advanced Features (Enterprise)

  • Description: Exclusive to the Enterprise plan, these features enhance functionality for large organizations with complex needs.
  • HRMS Integration: Seamlessly syncs attendance and leave data with existing Human Resource Management Systems, enabling automated data transfer for payroll and compliance.
  • Advanced Analytics: Provides insights into attendance patterns, overtime trends, leave usage, and workforce productivity, presented through customizable dashboards and reports.
  • Dedicated Support: Offers priority customer support, including faster response times and dedicated account managers for enterprise clients.
  • Unlimited Locations: Supports an unlimited number of office locations, ideal for multi-national or multi-branch organizations.
  • Benefits:
    • Scalable solution for large enterprises with complex operational needs.
    • Enhances decision-making with data-driven insights from advanced analytics.
    • Ensures high-quality support and flexibility for global operations.
  • Technical Details: HRMS integration uses secure APIs for data synchronization. Analytics are powered by cloud-based processing, with reports exportable in multiple formats. Dedicated support is available via email, phone, or live chat.

Notes

  • User Experience: All features are designed to be intuitive and accessible via mobile devices, with a user-friendly interface optimized for both iOS and Android platforms.
  • Security: Industry-standard encryption and access controls ensure data privacy and compliance with regulations like GDPR (for global markets) and Indian data protection laws.
  • Scalability: The app supports businesses of all sizes, with features scaling from the Free plan (up to 10 employees) to the Enterprise plan (unlimited employees and locations).