WageClock Documentation

WageClock has one app with two sides. Which side you see is decided by the account you sign in with — there is no role to pick, and nothing to choose wrongly.

If you run the business

1. Install WageClock from the App Store or Google Play.
2. Tap Create account and enter your business name and business address, your own name, mobile number, email and a password.
3. Open Add GST, registered name or a referral code if you have any of them. All three are optional and can be added later.
4. Choose a subscription plan and pay. The account is not usable until this is done.
5. Sign in. You land on the Dashboard.

If you work for the business

You do not sign yourself up. Your employer creates your account and gives you an email address and a password — usually sent to you on WhatsApp. There is no workplace code to type in.

1. Install WageClock.
2. Sign in with the email and password your employer sent you.
3. Set a 6-digit PIN when asked. This is not optional, and section 16 explains why.
4. Allow location and notifications when the app asks.

Everything here lives under Manage. Do it before anyone punches a real shift — these settings apply from the moment they are saved and do not go back and recalculate attendance already recorded.

Open Manage → Office Locations → Add location, drop the pin on the map, and set a radius in metres. That circle is what the app treats as "at work".

Choosing a radius

• Too small and GPS drift will punch people in and out while they sit still.
• Too large and someone in the tea shop across the road is counted as on site.
• 50–150 m suits most workshops and shops. A large yard or factory needs more.

1. Go to Employees → Add employee.
2. Fill in name, email, mobile and designation. The app fills in a strong password for you.
3. Set their salary, shift and week off — section 5 covers every field.
4. Tap Create Employee.
5. A card appears with their employee ID, login email and password. Copy it, or send it straight to their WhatsApp.

Roles

An employee who leaves should be set to Inactive rather than deleted. Their attendance and wage history stays intact, and they can no longer sign in.

There is no roster to build. Each person carries their own working pattern, set once on their record and used every day until you change it.

Two kinds of shift

Lunch break

Switch it on and set a window — 1:00 to 1:30 PM by default. The clock stops for it. The break is unpaid, and it comes off the day whether or not anyone punched out for it.

On a fixed timing shift the break comes out of the window, so a full day still pays a full day. On a fixed hours shift it does not shorten the target — eight hours means eight hours on the clock, so the employee simply finishes half an hour later.

Overtime

Allow overtime decides what happens when the shift ends and they are still working.

Week off and joining date

Pick the weekly off days, or switch on No weekly off for a workplace that runs every day. The joining date matters: attendance and wages start from it, so a new joiner is not marked absent for the days before they existed.

How they may punch

The unit is a punch — one punch in, one punch out. A day can hold several, and the day's hours are what they add up to.

By hand

The employee taps the big button on the Home screen. It reads Punch In or Punch Out and shows the running total for the day.

Automatically, by location

For geofenced staff, walking out of the work location punches them out and walking back in punches them back in. This only arms itself after their own first manual punch of the day — so merely walking past the workshop on a day off never puts anyone on the clock.

At the lunch window

The clock stops at the start of the break and starts again at the end of it, leaving a real gap on the day's timeline rather than an invisible subtraction.

At the end of the shift

If they forget to punch out, WageClock closes the session at their shift end — with no help from their phone, so a dead battery or an empty pocket makes no difference. Both the employee and every admin are told.

With no signal at all

Punching works completely offline. The punch is stored on the phone with a trustworthy timestamp and sent up as soon as there is a network. The device clock is never taken at face value — the server recomputes the real time from a stopwatch that a changed clock cannot move.

Open Employees, tap a name, and pick a day on the calendar. The sheet shows every punch with its times, hours, what the day earned, and where each punch happened.

• Edit a punch to fix a time.
• Add attendance entry for a day somebody forgot entirely.
• Delete a punch that should not be there.

Every change re-prices the day immediately and notifies the employee. The record keeps who changed it, when, and the reason you gave.

Three ways to pay someone, chosen per person.

Why monthly is divided by 30

So the rate never moves. Divided by each month's own length, the same person on the same salary would be worth a different amount per minute in February than in August — which is impossible to defend to the person earning it.

A 31-day month therefore pays 31 days at that rate, and February pays 28. The rate is the fixed thing; the month's total follows from it.

Weekly offs, holidays and absences

• Monthly staff are paid for their weekly offs and holidays. The salary buys the month, so somebody with Sunday off still reaches their full figure.
• Daily and hourly staff are not — they are paid for the days and hours they put in.
• An absent day is simply not paid. It earns nothing, and nothing further is taken off.

Overtime

Minutes beyond a full day, paid at the same per-minute rate — and only for staff who have Allow overtime switched on. For everyone else the day is capped at one full day, however long they stayed.

Payroll lists everyone with what they have earned this month, what you have already paid, and what is still owed. Pick a different month at the top.

Settling wages

Tap Pay on a row. It offers exactly what is outstanding — earned so far, less anything already paid, less any advance still being worked off. You can add a deduction with a reason before confirming. Paying a part now and the rest later works: each payment settles only what is outstanding at the time.

Advances

An advance is money handed over before it has been earned, so it is deliberately available even when the row shows No dues — tap Advance on any row. It is recovered automatically as the employee earns, and follows them into the next month until their earnings absorb it.

Why a row can show nothing to pay

• They are already fully settled for the month.
• An advance is still being worked off.
• Pay is on hold because a punch-out could not be confirmed — see section 6.

A payslip is a proper PDF, and it fits on one page: your business details and logo across the top, the employee's details, the net pay for the month in figures and in words, the month's attendance, the earnings that make it up, and what has already been paid. Every page carries a faint Wage Clock watermark, so a payslip that is photographed or forwarded still says where it came from.

The pay figure is followed by the arithmetic rather than left on its own — net pay, less what has already been paid, less anything on hold, equals what is still to pay — so a reader never has to do a sum the document does not show.

Tapping it opens your phone's own share sheet, so you can save it to Files, mail it, or send it on WhatsApp.

Five tabs along the bottom: Home, Attendance, Salary, Leaves, Profile.

Home

• The big button punches you in and out, and shows today's running total.
• Your shift and your lunch window are shown, so the break is expected rather than a surprise.
• Near the end of your shift you are told what happens next — punched out automatically, or overtime.
• A meetings icon appears in the header while you have a meeting still to come, and goes away once the last one has finished. Section 14.

Attendance

A month calendar. Green days were worked, red were missed. Tap a day for its punches, hours, where each punch happened, and what the day earned.

Salary

What you have earned this month, your rate per day, per hour and per minute, a day-by-day chart, and Download payslip.

Profile

Your shift, week off, salary and work location. Change your password, change or remove your PIN, and switch the app between light, dark and follow-system.

Under Leaves, tap Request leave, choose the dates, pick casual, sick or unpaid, add a reason and send. You are notified when it is decided.

Employers review requests under Manage → Leave Requests and approve or reject each one.

An approved leave day is not counted as an absence, so it never costs a monthly employee a day's pay.

Off unless you turn it on, under Manage → Travel & Transport. It is for businesses that pay for the journey to work, and it changes what a punch-in means for staff set to Travel.

The employee saves a start point — usually home. Punching in there does not start their working day; it starts a trip. Reaching the work location ends the trip and starts the day. One tap, two phases.

Rates can be set for the whole business and overridden per employee.

An employer calls a meeting, picks who is expected at it, and everyone on the list is told on their phone the moment it is saved. It is an appointment with a guest list — it has nothing to do with punches, shifts or wages, and it never touches anybody's pay.

Scheduling one Employer

1. Open Manage → Meetings and tap Schedule.
2. Give it a title and pick the date and start time. Both are required.
3. Add an end time if you know it. Leave it out and an hour is assumed for the calendar entry.
4. Fill in Where?, a Video call link, or both. Either is optional.
5. Write the agenda — it is carried into the invitation everyone reads.
6. Under WHO IS INVITED, tick the people expected. At least one is required.
7. Save. Everyone ticked is notified immediately, and you are told how many.

Who can be invited

Your own active staff, and nobody else. The guest list can only ever be drawn from inside the business, so a meeting cannot leak across companies. A super admin works across every business and picks which one the meeting belongs to.

Answering an invitation Employee

The invitation arrives as a notification, and a meetings icon appears on your Home header. It shakes once when a meeting you have not seen before turns up, and it disappears by itself after the last one has finished — it is there only when there is something to see.

Tap it for the list. Each meeting shows the title, when it is, how long it runs, where it is or the link to join, who called it and the agenda.

• Tap I will attend to accept, or decline if you cannot make it. Your employer is told either way.
• You can change your mind right up until it starts.
• Once it has started, or if it was cancelled, the answer buttons go away.
• The list keeps showing yesterday's meetings too, so the morning after is not an empty screen.

Putting it in your own calendar

Tap Calendar and your phone's own calendar app opens its "add event" sheet with everything filled in. You choose which calendar it lands in and confirm.

• WageClock never asks for permission to read your diary, and never writes to it silently.
• The entry becomes yours — it survives the app being uninstalled, and your own alarms apply to it.
• On iPhone the entry is given a 15-minute alarm of its own, separate from the reminder WageClock sends.

On iPhone you can also add the meeting to Apple Wallet, where it sits alongside your boarding passes and tickets. Accept the invitation first — a pass on your lock screen is a commitment to be somewhere, so one is only issued for a meeting you have said you are coming to. The button is also only offered when your employer's server is set up to sign passes, and there is no Android equivalent, so it is not shown there.

What everybody gets told

Editing and cancelling Employer

Open the meeting under Manage → Meetings and pick Edit. What everyone hears about depends on what you actually changed:

Moving a meeting to a new day also re-arms the evening-before reminder, so the new date gets one even if the old date's reminder had already gone out.

Keeping track of replies

Every meeting in your list shows how many are Going, how many are Not going and who is still Awaiting reply, with the time each person answered. Switch between Upcoming and Past at the top.

Alerts reach the phone as notifications and are also kept in the app — tap the bell on any screen to read the history.

• Corrections are never silent. Every edit keeps who made it, when, and why, and the employee is notified.
• The device clock is not trusted. Offline punches are re-timed on the server from a stopwatch a changed clock cannot move, and any difference is recorded against the punch.
• Location is checked, not followed. A position is recorded at the moment of a punch. Nobody is tracked between punches.
• Wages are private. An employee sees only their own pay. An admin sees only their own business.
• Meetings are private too. An employee can only ever see a meeting they were actually invited to — the guest list is the access rule.
• Repeated wrong passwords lock the account for five minutes, doubling with each further three attempts up to an hour. A clean day forgets it.
• Fake GPS is refused. A punch driven by a mock location is rejected and reported.

The PIN

Every employee must set a 6-digit PIN, and it is not skippable. It is the only way to open the app without a network — which is exactly the situation somebody standing on a site with no coverage is in. Admins are exempt and can remove theirs.

A super admin works above the individual businesses.

• Manage → Companies — register a business, edit it, and control its subscription by hand.
• Manage → Referrals — issue referral codes.
• Manage → Meetings — schedule for any business, choosing which one the meeting belongs to.

Referral codes

Each code carries its own two rewards, chosen when you create it: free days added to the new business's subscription, and a cash reward for whoever referred them. There is no single right figure, so it is per code — a reseller's code and a code printed on a flyer are worth different things.

• The new business gets its free days immediately on signing up.
• The referrer's reward stays pending until that business actually pays for a subscription, then becomes payable. You mark it paid.
• Editing a code afterwards changes nothing already earned — every redemption froze its own figures.
• One code per business, ever. Codes can be capped, dated and switched off.

Print this page and pin it up.

In order. The first four must be right before anyone punches a real shift.

• Fill in business details, GSTIN and logo Manage → Company details
• Set the currency Manage → Currency
• Add each work location and its radius Manage → Office Locations
• Decide the shift type, lunch window and week off you will use Employees → Add employee
• Create employees; send each one their login Employees → Add employee
• Set salary type and amount for each person Employees → a name → Edit
• Decide who is allowed overtime Employees → a name → Edit
• Turn on travel allowance, if you pay for the commute Manage → Travel & Transport
• Run one full test shift, punch in and out Home
• Check the day's hours and pay, then download a payslip Employees → a name
• Schedule your first meeting and check the invitation arrives Manage → Meetings