Frequently asked questions

A Daily Time Table holds the shape of one day: start, end, break windows and how punches round. Build the patterns you actually run, usually a handful, then reuse them.

Get rounding right at this stage. It decides whether someone who badges at 07:57 is paid from 07:57 or from 08:00, and changing it later re-opens weeks you have already signed.

Yes. Set the day to end after midnight and the system keeps the whole span on the shift it started on, so a 22:00 to 06:00 night stays as one record rather than splitting across two dates.

Add each break window to the Daily Time Table. Paid and unpaid breaks are treated differently in the total, so mark them correctly rather than deducting by hand later.

A Weekly Shift is the seven day pattern, which day tables run on which days. A Shift Group is the set of people who all run that same pattern.

Use groups wherever you can. Changing one group beats editing forty individual records when a pattern moves.

No. Move the Shift Group to the new Weekly Shift and everyone in it follows. Individual overrides stay in place for the people who genuinely differ.

Yearly Schedule holds the calendar behind the year: public holidays, shutdowns and any date the company treats differently.

Load the Maltese public holidays for the coming year before you start rostering it. Doing it afterwards means re-checking every roster that crossed one.

Open Daily Transactions for that date, find the open record and complete it. The edit is logged against your user with the original value kept, so the correction is visible rather than silent.

Weekly Transactions puts the whole week on one screen with the exceptions surfaced. Work through the flagged rows, then sign the week off in one action.

Once a week is approved it is the version payroll reads, so approve late rather than approving early and re-opening.

Yes. Balances are visible to the employee in the portal and in the mobile app, and they update as requests are approved rather than at the end of the month.

Approved leave shows against the person in the Scheduler and the Planner, so the gap is visible while you still have time to cover it.

Overtime runs on triggers you set: a minimum before it counts, the rate that applies and whether it needs a manager to approve it. Set the trigger above the few minutes people naturally run over and the noise disappears.

Yes. Rates, minimums and roundings are configurable per rule, so a weekend rate on one site and a weekday rate on another live side by side.

Every correction keeps the original reading, the new value, who made the change and when. That trail is what makes the approved hours defensible if anyone asks.

Open the Scheduler on the week you want, drag shifts onto people, then publish. Until you publish, the week is a draft and nobody sees it.

No. Nothing reaches the app or the portal until the week is published, so you can rearrange a half built week without anyone acting on it.

A Roster defines the working patterns themselves, the hours and the colour they carry on the grid. The Scheduler is where you place those patterns against people and dates.

Yes, each roster carries a colour. Pick colours that mean something operationally, by site or by skill, because that grid is read at a glance rather than studied.

The Planner gives the forward view of availability, booked leave and cover, so you can plan as far out as you have information for. Most teams work four to six weeks ahead.

Bulk Schedule applies a pattern across a date range to a whole selection at once, daily, weekly or on set days.

Run it on two people first and read the result. A bulk run that was wrong is a bulk undo.

Publish the shift to the Available Roster and it appears in the mobile app for the staff you made it visible to. They claim it from the phone and it lands back on the grid assigned.

The shift closes as soon as it is claimed, so it stops being offered to everyone else at that moment.

Notes attach to a day on the grid. Anything the next person would otherwise have to guess, a late delivery, a machine down, a visitor on site, belongs there rather than in a message that scrolls away.

Yes. Multiple Views filters the grid by department, roster, leave status or clock-in state, so a manager with one team is not reading the whole company.

Total Hours runs assigned hours against the budget as you build the week, so the overspend shows while you can still move a shift rather than after the month closes.

Yes. Approved leave appears on the Planner and the grid against the person, so you are not rostering someone who is already booked off.

Communicator Pro is on the App Store and Google Play. Staff install it and sign in with the credentials you issue, so there is nothing to sideload.

Only if you let them. A geo fence is a boundary you draw around a site, and a clock-in outside it is flagged.

Draw the fence a little wider than the building. A tight fence fails at the gate and in car parks, and you will spend the first month approving corrections.

Yes. Fences are assigned to sites, teams or individuals, and a person can carry more than one, so a technician covering three locations is inside the boundary at all of them.

The usual reason is that the phone placed you outside the geo fence at that moment, which happens with poor GPS indoors or in a basement.

Raise it as a punch correction. Your supervisor sees the attempt, the location it was read at and the time, and can approve it.

The Employee Portal in the app shows your published shifts, your recent clock-ins and your leave balances, without asking anyone.

Open Leave Requests in the app, pick the dates and submit. Your balance is shown as you choose, and the decision comes back as a notification.

Submit a punch correction from the app with the time you actually started or finished. It goes to your supervisor as a request rather than changing the record directly.

Yes, published changes push to the app. Approvals and rejections arrive the same way rather than waiting for someone to check.

A connection is needed for the punch to reach the system. Where coverage is unreliable, a wall device or a kiosk on site is the safer primary, with the app as the backup.

Yes. Mobile Reports show where punches happened and which fell outside a fence, so the live picture is there without ringing round.

Location is read at the moment of a punch, not continuously. The app is checking where someone is when they clock in and out, not following them through the shift.

No. They can request a correction and a supervisor approves or rejects it. The original reading is kept either way.

Register the device, assign it to a site and it starts feeding attendance. The device list shows health, so a terminal that has stopped reporting is visible rather than discovered at month end.

Device Logs hold every read the hardware made, raw and timestamped. If the reads are there and attendance is empty, the problem is mapping rather than hardware.

Yes. A kiosk turns a tablet into a clock-in point, which suits a small team or a temporary site where fixed hardware is not worth it.

Yes. Kiosk Logs give the same record as device logs, so a tablet punch is as traceable as one from a wall unit.

It is the reconciliation step between what the hardware read and what attendance will use. Duplicates, unmatched reads and enrolment problems surface here, before they reach a timesheet.

Create the employee first, then enrol the face or the card against that record at the device. Enrolling before the record exists is the usual cause of reads that match nobody.

That is what it is for. A face cannot be handed to a colleague in the car park the way a card can.

RFID cards are the normal alternative and feed exactly the same attendance record. Some sites run cards for most people and biometrics only where the risk justifies it.

Deactivate the old card against the employee and issue a new one. The old card stops being accepted from that point, and the history stays attached to the person.

Yes. NFC tags are placed on equipment or at a location and scanned with a phone, which is how you record that a specific machine or room was attended to.

Yes. Every method feeds one attendance record, so the mix is a matter of what suits the site rather than a data problem.

Reads are held on the device and arrive when the connection returns. The gap shows in the device logs, which is worth checking after any known outage.

The live state of the workforce: who is in, what is open, where the exceptions are. It is built to be read in the first minute of the day rather than studied.

Yes. Alerts are rules you set, and where they go is configurable: email, WhatsApp or the mobile app.

Be conservative at the start. It is far easier to add an alert people ask for than to win back attention after everyone has muted the channel.

My Notifications is the per-user inbox: approvals waiting, anomalies flagged, changes that affect your team. It is worth clearing rather than letting it accumulate.

Route by role wherever you can. A change of supervisor then does not mean rebuilding the rules.

Yes. Employees, positions, departments and historic attendance can all be imported.

Import a sample of ten rows before you import two thousand. Every mapping problem that will bite you shows up in the first ten.

Exports are produced for PayDay, Pyramid and Indigo 1 to 4. Check the current list with support before you commit to a handoff, because this changes with releases.

Yes. Reports can be filtered and exported for the people who want to work in a spreadsheet, which is usually finance.

Event Logs record what people did. System Logs record what the platform did. For a configuration change you want Event Logs, with the date range narrowed.

System Logs cover the platform's own actions, which is where you look when something ran, or failed to run, without a person involved.

Global Settings hold the company, employee, attendance and costings rules in one place. Changes here reach everyone, so treat it as a controlled area rather than a preferences screen.

Anomalies are surfaced rather than waiting to be found, which is the difference between noticing a drift in week one and noticing it at the quarter.

Yes. What a user sees follows their role and scope, so a site manager reads their site and not the company.

Yes. Multiple companies and multiple pay frequencies run through the same process, so a group does not need a separate system per entity.

That is the point of the link. Approved attendance feeds the run, so nobody is re-keying hours from a printout.

It also means an unapproved week is a payroll problem, not just an admin one. Close attendance before you open the run.

Payslips are issued securely and reachable by the employee rather than printed and handed out, which removes the stack of envelopes and the person who lost theirs.

Yes, and the reissue is traceable. Corrections should be visible rather than quietly replacing what was already sent.

VOPS handling is built in. Treatment of these schemes is legislated and does move, so confirm the current rules with your accountant before the first run.

Arrears are tracked, scheduled and reported rather than carried in a spreadsheet, so the outstanding position is visible at any point in the schedule.

Record the advance and set the recovery, and it is taken across the periods you chose. Both sides can see what is left.

They are generated from live payroll data rather than rebuilt at year end.

Statutory formats change. Check the output against the current Commissioner for Revenue specification before you file, every year.

COLA is handled as part of year management, so the adjustment is applied through the payroll rather than pasted onto each employee record.

Contracts and their approvals sit against the engagement, so the record behind a person's terms is in the same place as their pay.

Bulk SEPA payment files are produced for the major banks. Confirm the exact format your bank expects, because banks differ and a rejected file costs you a pay run.

Generated transfer files are kept and traceable, so there is a copy of exactly what went to the bank on a given date.

HCM Documents hold contracts, certificates and their expiries against the employee, which is what turns an expiring licence into a prompt rather than a surprise.

Position Structure keeps past, current and future positions, so a career is a record rather than a memory.

Place NFC checkpoints at the points that need to be reached, then define the round as the sequence of those points.

Put a checkpoint where a person has to physically go. A point by the door proves somebody opened the door.

They tap the checkpoint with an NFC enabled phone. The scan records who, where and when, without anything to fill in.

Daily Patrol shows the rounds live as they are walked, so a missed point is a call you make tonight rather than a note you read tomorrow.

It surfaces immediately rather than at the end of the round, which is what makes it actionable.

Weekly Patrol sets the pattern per site across the week, so the recurring rounds are planned once rather than rebuilt each day.

Yearly Patrol is the long range view for contracted coverage, which is also what you show a client when they ask what they are paying for.

The Patrol Report gives on time against late scans with the evidence attached. That is the document a client dispute turns on.

Yes. Damage, irregular activity or an urgent repair can be documented with a photo and a note attached to the round rather than reported verbally.

They sit against the round and can drive an alert, so an urgent note does not wait for someone to open the report.

Scans are held and sent when the connection returns. A site with known black spots is worth testing before the contract starts rather than after.

Yes. Rounds are defined per site and an officer can be scheduled across more than one in the same shift.

Patrol scans record coverage. Attendance records the shift. They sit alongside each other, so an officer's hours and their rounds are both accounted for.

The Costings Report puts the hours and the money against the job, built from the time your team clocked rather than from an estimate typed afterwards.

A WorkCode assigns a team member's billable hours to a project. People select the code when they clock, or it follows the task they were assigned.

Transactions hold the billable time against each job in detail, which is what you fall back on when a client questions an invoice.

Ledgers give the running position: what has been spent, what has been billed and where the job stands right now.

Set the number and watch it in real time. The value is the warning at seventy percent, not the confirmation at a hundred and ten.

Tasks are the job cards, with materials, location and the detail the person doing the work needs. Time books against them.

Stages and Types structure the work so progress is measurable. Without them a job is either open or closed, which tells you very little at the halfway point.

Rates vary by role, client, shift or job, so a weekend call out for one client and standard hours for another are priced correctly without anyone remembering to adjust it.

Yes. Detailed breakdowns and invoices are produced per client from the same time records the team booked.

Contractors are recorded inside the same picture, so a job cost includes the subcontracted hours rather than showing only your own staff.

Yes. Time splits across WorkCodes through the day, so a technician on three jobs is costed against all three.

No. It runs off the attendance you already collect, which is the only way the costing and the payroll agree at the end of the month.