Updated guide
User Guide & Support
A practical guide to attendance, work schedules, payroll, verification, reports, and company administration.
1. What WorkTime Pro is
One system for attendance, schedules, payroll, and verification.
- WorkTime Pro records when employees start work, take breaks, return, and finish work.
- It calculates worked time automatically and can calculate wages from each employee's hourly rate.
- Depending on company settings, an attendance action can require a selfie, GPS position, or both.
- The interface is available in Polish and English.
2. Employer and employee access
Owner / employer
- The owner signs in to the protected administration panel and manages the company, employees, attendance, schedules, payroll, reports, kiosks, and settings.
- The owner can create additional administrator accounts and assign permissions for kiosks, employees, reports, and settings.
Worker / employee
- A worker does not use the employer panel. They open the Employee Portal or a company kiosk and identify themselves with their employee code.
- The worker screen shows the current state—ready, working, or on break—and only the actions available at that moment.
- Workers cannot edit schedules, rates, payments, or company settings.
3. Employees and employee codes
- In Employees, add the worker's name and optional department, position, phone, email, and hourly rate.
- The system generates a unique code such as EMP-0001. Give this code only to the correct worker.
- The employee portal also accepts common shortened versions of a generated code, including its number.
- An employee can be deactivated or deleted. QR employee cards are available for faster access from a kiosk or phone.
4. Check-in, breaks, and check-out
- Open the Employee Portal, enter the employee code, and press Continue.
- Press Start work to check in. The exact date and time are recorded automatically.
- During work, press Start break. When returning, press End break. Break duration is deducted from worked time.
- Press End work to check out. The system records the end time and final worked duration.
- If photo or GPS verification is required, the action is saved only after that verification succeeds.
- Recent attempts show whether the latest actions succeeded or failed and, when available, why.
5. Selfie and GPS verification
Selfie / photo
- The employer chooses which actions require a photo: check-in, break start, break end, and check-out.
- When required, allow camera access and hold the phone steady in sufficient light. The front camera takes the photo automatically after a brief stable moment—there is no shutter button.
- The employer can also upload or replace each employee's profile photo in Employee Photos. These photos are shown in schedule and kiosk views.
GPS / location
- When GPS is required, allow location access. WorkTime Pro requests a current, high-accuracy position.
- The employer can set the maximum accepted GPS inaccuracy and a workplace geofence with a center point and radius.
- An action is blocked if required location is missing, accuracy is too low, or the worker is outside the permitted area. Correct the problem and retry.
6. Worked hours and automatic calculation
- Worked time runs from check-in to check-out, minus completed breaks and any break still in progress.
- A live session continues counting automatically. After check-out, the final worked duration is stored.
- Attendance shows start, end, break, total time, and current status. GPS cells open a map with check-in and check-out positions when coordinates exist.
7. Work Schedule—weekly and monthly
- Open Work Schedule, choose Weekly or Monthly, select an employee, and choose the date range or month.
- For every date, mark it as a workday or day off and edit start, end, and break minutes. Daily and period totals update automatically, including overnight shifts.
- Planned hours, actual hours from check-ins, the current hourly rate, and estimated wage are shown together. Payroll still uses actual attendance, not planned hours.
- Use Copy From to copy another employee's schedule for the same dates, review it, edit any day, and then save.
- Share sends a plain-text schedule through the phone's native share menu when available, or through options such as WhatsApp, Messenger, Telegram, email, SMS, and Copy. It does not attach a PDF.
- Export PDF is separate: it opens the browser's print view, where you can print or choose Save as PDF.
8. Recurring schedules and plan versus actual
- Schedules stores a recurring weekly template for each employee, including working days, start/end times, and break minutes.
- A weekly template can be copied from another employee and then adjusted before saving.
- The monthly plan-versus-actual view compares the saved plan with attendance and marks days as missing, incomplete, complete, future, or off. Holidays and employee leave are included.
- Individual and team exports are available in CSV and printable PDF, including GPS details where recorded.
9. Payroll, rates, and payments
Rates and automatic wages
- Set each employee's PLN hourly rate in Employees or the Hourly rates tab in Payroll.
- Wages are calculated from actual worked seconds at that rate and rounded only to the final grosz. Partial hours such as 5, 10, or 25 minutes are counted correctly.
- Break time is not paid because it is deducted from worked time.
Recording payments
- Press Add Payment, choose the employee, enter the amount and date, optionally add a note, and save.
- Every payment is kept as a separate record with the date, recorded time, and recording user when available. A later payment does not replace an earlier one.
- Paid is the sum of payments in the viewed period. Difference / Remaining equals calculated wage minus paid. A negative difference means the employee was paid more than the calculated amount for that period.
10. Reports, CSV, and PDF
- Payroll has Daily, Weekly report, and Monthly report views with worked time, rate, calculated wage, paid amount, difference, and totals.
- The separate Reports page summarizes attendance by employee for a selected date range and optional department filter.
- CSV downloads a spreadsheet-friendly file. PDF buttons open a print-ready view; select Save as PDF in the browser print dialog to download a PDF.
- Company name, address, and phone appear in supported schedule and payroll exports when completed in Settings. Report exports are recorded in the audit log.
11. Shared kiosk
- Kiosk mode is designed for a shared entrance tablet. It must first be enabled and unlocked by the owner or an authorized administrator.
- The Board shows today's employees and a weekly schedule with profile photos and statuses. Grid offers employee cards and search; Keypad accepts a code.
- Selecting a worker starts the next appropriate action inside the kiosk. The worker can change the offered action when another valid option is available, or cancel.
- Kiosk Devices shows device activity, last action, status, event count, and approximate GPS when available, with search, filters, and CSV/PDF export.
12. Other employer tools
- Dashboard shows today's live attendance and payroll summary, recent activity, and indicators for suspicious attendance patterns.
- Holidays & Leaves stores company holidays and employee leave periods used by schedule reporting.
- Statistics summarizes photo-capture success, attempts, and stability by attendance action.
- Audit Log contains capture attempts and system events such as attendance actions, photo uploads, payments, and supported report exports.
- Settings controls company details, required photos for each action, upload retry limits, GPS accuracy, and geofence location and radius.
13. Web browsers and mobile support
- WorkTime Pro is a web application. Use its secure HTTPS address in a current version of Chrome, Safari, Microsoft Edge, or Firefox, including Chrome on Android and Safari on iPhone or iPad.
- The employee screen is designed for phones and tablets. No installation is required.
- Camera and location use standard browser permission prompts. Choose Allow when asked. WorkTime Pro does not block supported browsers unnecessarily.
- Camera and precise location normally require HTTPS. They may be unavailable when the link is opened inside another app's embedded viewer; open the same link in the phone's regular browser.
14. Camera and location permissions
If access is denied
- Use the on-screen permission instructions for your device and browser.
- Open the site's permissions from the address-bar controls or browser settings and allow Camera or Location.
- On iPhone or iPad, also check the Safari website settings and iOS privacy settings. On Android, check the site's permissions and the phone's app permissions for the browser.
- Reload the page and try the attendance action again.
If GPS is inaccurate indoors, move near a window or wait briefly for a better reading. Only the employer can change the accepted accuracy or geofence radius.
15. Common questions
I forgot my employee code
Ask the employer or administrator. They can find the code in Employees and give it to you again.
The camera does not start
Allow camera access for the site, close any other app using the camera, reload the page, and retry. The screen shows browser-specific instructions when permission is denied.
The action says GPS is inaccurate or outside the area
Wait for a better GPS reading and confirm you are at the permitted workplace. If the message is still incorrect, ask the employer to check GPS accuracy and geofence settings.
Why does Payroll differ from planned hours?
Work Schedule estimates wages from planned hours. Payroll uses actual check-in/out time after breaks, so the figures can differ.
Share did not attach a PDF
This is expected. Share sends the schedule as text. Use Export PDF separately, then choose Save as PDF in the browser print view.
Help and support
Use this guide first. If a problem continues, give your company administrator the exact message shown on screen, the employee code, and the time of the attempt.
Camera issue
Check site permission, then reload
GPS issue
Check permission and accuracy
PDF issue
Allow pop-ups and use Print
Sharing
Share sends schedule text
Language
Use the PL / EN switcher
Administrator help
Provide the code, time, and error
Keep this guide bookmarked for quick access.
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