Setting Up Users for Phone Clocking

The uAttend Phone Clocking option allows Employees to clock in and out via a Touch Tone phone or by dialling in from a mobile phone. A 3p charge is made to your uAttend account for each clocking.

The telephone number to use is 08008 620 620. (03333 446444 is available for mobiles that have free minutes to use or if you don’t want to use the free phone number, local call rates apply on top of the 3p per clocking).

Follow every entry with a # to speed up the clocking process. You can just put the numbers in without waiting for the prompts once you know what you are doing, just let the system answer the call before starting and wait for the beginning of the first prompt.

Thus you could enter: 12345#2465#4015#

Where 12345 is the company number, 2465 is the employees PIN and 4015 is the department ID (department can be location, shift, transit time or cost centre etc) that they have clocked on to.

If no department transfer is required then just enter: 12345#2465##

Not only can users phone from landlines using a free phone number but you can also add a filter using the Caller ID option to limit the phone numbers that can be used. You also need to turn it on in the Employee’s, clocking management screen.

Here is how to set up an Employee for Phone Clocking

Firstly the Employee will input you Company ID…then #

You can find your Company ID number at the top of any screen within your uAttend account.
In this example the Company ID is 27960

Next they input their PIN…then #
Each Employee must have a unique 4 digit PIN to use the Phone Clocking option. To set a PIN for a user, follow these steps:

  1. Click the Users tab on the main menu.
  2. Select the Employee’s name from the list.
  3. Select the CLOCKING MANAGEMENT sub-header at the top of the page.
  4. Click the Edit link to activate the PIN Number field.
  5. Enter a unique Four Digit PIN for the user, then click Save.

Finally, they add the Department ID…then#

NOTE: If the Employee only ever works at one site then they just press # for this prompt.

If the Employee will be working at more than one site during their working week, they will also need to input a Department ID so that uAttend can add their hours to the appropriate cost centre.

uAttend automatically creates a unique Department ID for each Department you create. To add Departments, look HERE .

You can find the Department ID under the Department tab:

Transit Times and Time Accrual

You can set up a ‘Transit‘ department that employees can clock on to when they are leaving one site while travelling to another, if you need to accrue that time.
As they leave site they use Department Transfer to clock into Transit. When they arrive at the next site they Department Transfer into the Department for that Site
Note: They do not need to clock out during the day – only for the last clock of the day.
If they clock on to ‘Transit’ for their last journey home then they need to clock out of the ‘Transit’ department when they arrive there.

Clocking Examples:

A typical days clockings might look like this…

The details used:
Company ID:  12345
PIN:  2465
Departments: Transit – 1234     Site One – 5678     Site Two – 3456.

Travel Time NOT included:

12345#2465#5678# – Clocking In when arriving at Site One

12345#2465#1234# – Clocking In to the Transit Department when leaving Site One

12345#2465#3456# – Clocking In to Site Two

12345#2465#3456# – Clocking Out of Site Two (Time stops accruing)

If Travel included in Daily Hours:

12345#2465#1234# – Clocking In to the Transit Department when leaving home

12345#2465#5678# – Clocking In when arriving at Site One

12345#2465#1234# – Clocking In to the Transit Department when leaving Site One

12345#2465#3456# – Clocking In to Site Two

12345#2465#1234# – Clocking In to the Transit Department when leaving Site Two

12345#2465#1234# – Clocking Out of the Transit Department (Time stops accruing)Department Transfer Setting

Don’t forget to turn on Department Transfers if you want the employee to be able to do that.

Caller IDs

To ensure your Employees can only Clock In and Out from specific locations, you can add Caller IDs to limit the phone numbers that can be used.
Firstly, you will need to obtain the phone numbers that users can clock from.
In your uAttend account, click Settings, Clocking management, ADD CALLER ID and fill in the details.

CALLER ID SECURITY must be switched on in the Employee’s Clocking Management pane to allow them to use this feature.

Useful Tip…

Smartphone App – Who’s In Feature: 
You can view the whereabouts of your Employees by using the Who’s In feature – either via your uAttend account or via the Smartphone App
The FILTER AS option selected in the Status Tab of your uAttend account will be reflected in the Who’s In feature here on the Smartphone App.
If you select the filter option as Working Department in uAttend, the Smartphone App will show the employee under the department he/she clocked.
If you select the filter option as Home Department in uAttend, the Smartphone App will show the employee under their Home Department