Support Email - support@whereismystaff.com

Knowledgebase - https://whereismystaff.com/docs/ Software Roadmap & Feature Requests - https://whereismystaff.kampsite.co/

CAN I TRACK MY EMPLOYEE WHENEVER I WANT USING MY ADMIN ACCOUNT?

No. In order for you as the administrator to track an employee, he/she must check-in on the Employee App. Additionally, in accordance with our privacy policies and terms of service, we always let the employees know that they are being tracked by sending a push message to their phones.

WHAT IS THIS SOFTWARE?

“Where’s My Staff” is a software that allow business owners & managers to track their employees in 2 different methods; The first method, known as “Time Clock,” tracks the location and timing of employees’ visits. Your employees should download the employee app to their phones, check in using the app when they reach the client or project location, and the managers or admin account will be notified right away through the web platform. Additionally, employees should check out using the employee app before leaving the client or project site so the manager or admin account can see it on the dashboard. All data that is stored may be utilized to produce a variety of powerful reports, including ones that detail salary, visits, staff activities, etc. The second method, called “GPS Locator” enables managers and admin accounts to follow the paths and journeys of their personnel in real time and in great detail. Managers won’t miss any information concerning each employee’s working day as a result. And for sure, all data will be used to generate powerful reports that help managers, business owners and to improve productivity and quality of service, And never forget the security issues!

IS THIS SOFTWARE GDPR-COMPLIANT?

No. We are putting a lot of effort into finishing the GDPR requisitions checklist. And if all goes according to plan, we’ll be GDPR compliant by the middle of 2023.

Employees Privacy

Privacy is of crucial importance so we took that into consideration when designing this application, whether the information was related to the company or the admins’ accounts or even the employees and users. So, we assure and guarantee all users of “Where’s My Staff” that their information are confidential and coded on private servers and no party, whether it’s the producing company or any judicial, civil, security, can access the data unless it has the direct permission of the account’s owner. The employees and users of the application can rest assured that their information will be fully safe and no one has the rights to access it unless the user clicks on Check-in. The application will alarm the user that he/she are being tracked throughout the usage of the application when clicking on check in. The producing company has collaborated with a company named Iubenda specialized in formulating and establishing privacy policies on the Internet to revise the applications’ permissions and that of the website of the application and establish a privacy policy to the application. For more info about “Where’s My Staff “Privacy Policy please click here

WHAT IS THE DIFFERENCE BETWEEN GPS LOCATOR AND TIME CLOCK?

By checking in when they arrive at the place and checking out when they leave, Time Clock is used to track employees’ visits to specific locations and the time they spend there. In other words, Time Clock allows you to track only the locations that an employee visits, excluding their travel time. By checking in once at the start of each workday, the GPS Locator, on the other hand, is used to track and allocate employees’ workday pathways and journeys. In other words, a GPS locator will keep tabs on your staff in real time and show you where they are exactly on a map at any point during business hours.

CAN I MONITOR ALL MY FIELD EMPLOYEES’ ROUTES AND PATHS DETAILS?

Yes. If you choose the “GPS Locator” plan, you can track and monitor your employees’ routes and travels in detail, as well as know how much time they spend at each spot on the map and other relevant information. To activate the real time tracking feature, you should: Open your Admin account Go to Employee tab Click on Edit Employee Enable Real-time Save On the Employee app downloaded on the employee device, no action is required.

MY EMPLOYEES REFUSE TO DOWNLOAD THE EMPLOYEE APP TO THEIR PHONES, CLAIMING THAT IT VIOLATES THEIR PRIVACY!

First and foremost, the Employee app complies fully with the Google Play Store and iOS App Store privacy policies; otherwise, the app will be removed from their respective app stores. And, in order to comply with Google and Apple privacy terms, Where’s My Staff software underwent extensive testing and evaluation by Google and Apple support teams, as well as a contract with a European business specializing in privacy issues. In reality, all data received from the Employee app is encrypted via a third-party service. As a result, only the admin account holder has access to this data. To better understand how the Where’s My Staff Employee app complies and regulates employee privacy, you will notice that only the employee has the right to allow the admin to track him/her by clicking check-in and the right to prevent the admin from tracking him/her by clicking check-out, and that when the app starts tracking employee in any method (GPS or Real time), a push notification will appear in the employees mobile and will not disappear until he/she check-out & the app is closed and stop sending any data. We place a great focus on employee privacy as well as industry norms. PS: The Employee app does not have the capacity to change or access any information or data from the smartphone (such as taking screenshots, reading contacts, etc.).

WHERE DO YOU RETAIN MY COMPANY’S AND WORKERS’ DATA?

Our data center is in the United States, and we have a contract with Bluehost, one of the best data centers available.

HOW TO DOWNLOAD THE EMPLOYEE APP?

The software will SMS an activation code and a download link for the App Store, Play Store, or Huawei app store to the new employee’s phone when you add him/her. Additionally, you can perform a direct search for “Where’s My Staff” on the App Store, Play Store, or Huawei App Store.

WHAT IF MY EMPLOYEE DELETES THE EMPLOYEE APP?

If your employee deletes the Employee app, you will still have access to all of her/his historical data, and when he/she re-installs the Employee app, all you have to do is provide him/her the activation code, and he/she will be able to use the app as if nothing had occurred.

HOW TO PREVENT BUDDY PUNCHING USING WHERE’S MY STAFF?

Buddy punching is the practice of one employee clocking in or out for another employee. This practice is illegal in most countries, as it can lead to significant payroll fraud. Employers can use biometric authentication, such as fingerprint or facial recognition, to reduce the risk of buddy punching. Using Where’s My Staff, buddy punching will be eliminated permanently, the employee app on employees’ phones will function as both an identity and an attendance card, and the employee app for XYZ employee, for example, will work only on her/his phone, and we invest heavily in the employee app’s security, so the employee cannot deceive by changing mobile time and location through fake locator apps and other coding and hacking methods. So, if an employee wishes to deceive, all he or she needs to do is provide his or her mobile phone to another person, which is neither appropriate nor sensible in regular circumstances.

HOW CAN I MANAGE MY EMPLOYEES WHO WORK AT MULTIPLE SITES/CLIENTS EVERY DAY?

When your employees work at many sites/clients every day, you have two options for managing them: First option – track visits location and time, in this option you will know only when your employees arrived and when they leave specific site. You will need an admin account with the “Time Clock” plan to complete this method. Admin account should do: Go to your admin account Got to Employee tab Add / Edit employee Click on GPS to enable this feature. Save the change Employee should do: Once the Admin account has added an employee, the employee will get an SMS from the software with an activation code and a link to download the Employee app from the app store. Download the employee app. Fill in the activation code (usually it will be copied automatically to app) The Employee app is now ready for usage. REAL SCENARIO – Visits Tracking for location & duration When an employee arrives to a site or a client, all he or she needs to do is check in on the employee app. The employee will display on the map instantly on the admin account dashboard. PS: To provide more exact and comprehensive information, you may tag each site/client with a QR/NFC tag. Click here to learn more about the QR/NFC feature and functionality. Second option – Track your employee’s detailed routes/paths and locations where he or she has stopped. You will need an admin account with the “GPS Locator” plan to use this approach. Admin account should do: Open your Admin account Go to Employee Tab Add/Edit employee Click on Real time to enable Save the change Employee should do: Once the Admin account has added an employee, the employee will get an SMS from the software with an activation code and a link to download the Employee app from the app store. Download the employee app. Fill in the activation code (usually it will be copied automatically to app) The Employee app is now ready for usage. REAL SCENARIO – Tracking the employee’s movements/paths during the workday When workers begin their workday, they must check-in on the employee app from their mobile devices, and they will immediately appear on the Admin account’s map, with time check-in and specific movements in real time. As a result, admin will keep a close check on them at all times. Also, keep in mind that the employee will only need to check-in once.

Is there any way to add additional employees to my plan?

If you have more than ten employees, you can get extra codes (plans) with a discounted price. For more information please contact us support@whereismystaff.com