Set Up Phone and SMS Clock In for Employees

Phones or SMS can be used for employees to clock in and out by calling or texting a phone number set up in your account. This clock in method is often used for employees who do not have 'smart' phones or will be clocking in from areas without a reliable data connection. Each account comes with 1 free local phone number that needs to set up by following the steps below.

Account Settings

• To set up a phone number in your account for phone in/SMS clock in, go to the tabs Settings → Phone → Settings → click on the box next to Enable Phone and/or Enable SMS.

 

Additional Options

• Clock in Voice Report allows employees to report at clock in any notes related to the shift, and can be set as Required, Optional, or Disabled. To set by employee, click Use Individual Employee Settings and see instructions below.

• Clock Out Voice Report allows employees to report at clock out any notes related to the shift, and can be set as Required, Optional, or Disabled. To set by employee, click Use Individual Employee Settings and see instructions below. 
• Clock Over allows employees to clock out of one job and right into another job without having to call back. To enable clock over, go to this section on the page and click on the circle next to On.
• Report Duration Of Shift After Clocking Out is a feature that at clock out time will inform employees of how long they worked for the current clock in event. To enable, go to this section on the page and click the circle next to On.
• SMS Text Report allows employees to enter any notes related to the shift and can be set as Required, Optional or Disabled. To set up SMS text reports, SMS must be enabled first at the top of the page.

• If using Individual Employee Settings, then go to the tab Employees → click the blue Edit button to the right of the employee name → at the top of the employee profile click on the Advanced tab → look under Clock In Voice Report and Clock Out Voice Report → set as Required, Optional or Disabled → click the blue OK button at the bottom of the page to save settings.

Add A Phone Number

• After Phone and/or SMS has been enabled, click on +Add Phone Number to add a clock in phone number into your account.
• Select the county where your employees are working.
• Add an area code, that is in the local calling area for your employees; A toll free number can be selected instead of a local phone number.
• Click the blue Search button at the bottom of the page to search through available phone numbers within the country and area code you have set.

• Choose a phone number from the list by clicking the blue Select button to the right of the number you want.

• Add a reference name for this phone number (Optional). Adding a name is important if your account will contain multiple phone numbers for clock in/out.
• Set voice and language options as needed for the number you are choosing. Only one voice option can be set per phone number.  Current options are:
  • English - Female
  • English - Male
  • Spanish/Español - Female
  • Spanish/Español - Male
  • Spanish/Español - Female - Mexico
  • Spanish/Español - Female - Spain
  • English - Female - British
  • English - Female - Australia

• Once you have set a phone number up in your account for clock in, to the right of the phone number, Number Acquired will be displayed.

• To view all phone numbers set in your account, click on the blue Phone Numbers tab. (Settings → Phone → Phone Numbers)
• If you need to remove a phone number from your account, click on the red Release button to the right of your displayed phone number. Once a phone number has been released, that phone number cannot be retrieved. Release a phone number only if you are sure you do not need the number anymore.

Notes

• Using SMS/Phone in clock incurs an additional $3 /per employee /per month charge to use as it requires acquiring numbers though a phone carrier.
• Toll free phone numbers can be added to an account and are $5 /per each toll free number set in an account.

For instructions on clocking in by phone or SMS clock in, see Instruction cards at Help → Instruction Cards.

For instructions on setting call access rules see: Phone/SMS Clock Access Rules.

To send employees custom voice messages for phone in clock in, see Send Broadcast Voice Messages.

Also see Viewing Hours For Employees Clocking In By Phone Call/SMS.