Documentation

1. Create your account

Visit the Sign Up page and fill in your organization name, your name, email address, and a password. This creates your organization and gives you an admin account.

2. Start on Free, upgrade when you're ready

Every new account starts on the Free plan, which supports up to 2 employees with full time tracking, reports, and manual CSV export. No credit card required.

Upgrade to a paid plan when you need a larger team or any of the paid-only features: Owner's Weekly Report & Automatic Payroll Export, Job Codes, Time Off, and Geofencing. Head to Billing from the admin header to pick a plan.

3. Add your employees

In the Employees tab, click Add Employee. Enter their first name, last name, email, and a temporary password. Share those credentials with the employee so they can log in.

4. Employees log in and clock in

Employees visit the Log In page, enter their credentials, and they're taken straight to their dashboard where they can clock in with one tap.

Employees tab

Lists every employee in your organization. From here you can:

• Add a new employee (first name, last name, email, and password).
• Edit an employee's name, email, or reset their password via the “⋯” menu.
• Delete an employee permanently via the “⋯” menu.

Your plan determines the maximum number of employees you can have. The counter at the top of the tab shows your current usage.

Active tab

Shows every employee who is currently clocked in, including what time they started and how many hours they've been working.

Reports tab

A detailed view of all time entries within a date range (defaults to the last 30 days). Each row shows the employee, date, clock-in time, clock-out time, total hours, break minutes, and status. A Job column appears automatically when any entry in the range has a job assigned — see Job Codes.

Use the Date Range dropdown to quickly select Previous work week, Previous 2 work weeks (full Sunday–Saturday periods), or Choose a Range for custom start/end dates.

• Edit an entry by clicking the pencil icon — you can adjust clock-in, clock-out, and break times.
• Add an entry manually with the Add Entry button (useful for missed punches).
• Delete an entry with the trash icon.
• Export to CSV for use in spreadsheets or payroll software.
• Email the report as a CSV attachment to the admin email and optional additional recipients (e.g. accounting).

Payroll tab

Provides a consolidated payroll summary grouped by employee. For the selected date range it shows each employee's total shifts, gross hours, break minutes, and net hours. Summary cards at the top show totals across all employees.

Use the Date Range dropdown to quickly select Previous work week, Previous 2 work weeks (full Sunday–Saturday periods), or Choose a Range for custom start/end dates.

• Export to CSV for easy import into your payroll system.
• Email the payroll summary as a CSV attachment to the admin email and optional additional recipients (e.g. accounting).

Jobs tab

A paid-only tab for managing jobs / projects your team works on. Add, edit, or deactivate jobs and toggle whether a job is required at clock-in. Full details in Job Codes.

Time Off tab

A paid-only tab for reviewing employee time-off requests. Pending requests appear at the top with one-click Approve and Deny. Full details in Time Off.

Settings tab

Configure organization-level settings:

• Timezone — Sets the timezone used for all date/time displays across the app. Make sure this matches your business location.
• Change Password — Update your admin account password. You'll need to enter your current password first.

Email Notifications — Control which automatic email notifications are sent to the admin. Each toggle takes effect immediately.

• Employee Clock In — Receive an email when an employee clocks in. Off by default.
• Employee Clock Out — Receive an email when an employee clocks out. Off by default.
• New Employee — Receive an email when a new employee is added to the organization. On by default.

The Settings tab also contains paid-only cards for Owner's Weekly Report and Automatic Payroll Export, and Job Sites & Geofencing.

Owner's Weekly Report

A weekly digest email summarizing the past 7 days. Each report includes:

• Total hours worked, with a comparison to the prior week
• Total shifts
• Top 3 employees by hours
• Overtime alerts for anyone over 40 hours
• Missed-punch warnings (entries still clocked in from prior days)

To enable: open the Owner's Weekly Report card in the Settings tab, toggle it on, choose the day-of-week and hour (in your organization's timezone), and optionally add other recipients. The admin email is always included.

Default schedule is Sunday at 6:00 PM. The first email arrives the next time that day/hour rolls around.

Automatic Payroll Export

Hands-off payroll prep. We email the payroll summary CSV on the day and time you choose, ready to forward to a bookkeeper or upload to your payroll system.

To enable: open the Automatic Payroll Export card in the Settings tab, toggle it on, and configure:

• Day & Time — e.g. Wednesday at 8:00 AM if your payroll cycle runs Friday and you want a buffer.
• Date range — choose Previous work week (Sunday–Saturday), Previous 2 weeks, or Month to date.
• Recipients — add accountants, partners, or payroll contacts. The admin email is always included.

The email includes a CSV attachment matching the format of the manual Payroll tab export, so anything that accepts that file accepts this one.

Adding jobs

Click New job in the Jobs tab and fill in:

• Code — a short identifier like SMITH-BATH or JOB-1042. Auto-uppercased with spaces converted to hyphens.
• Name — a human-readable title (e.g. “Smith bathroom remodel”) shown to employees.
• Description (optional) — address, scope, notes.

Inactive jobs stay in your records but no longer appear at clock-in. Edit any job at any time.

How employees pick a job

When at least one active job exists, the employee dashboard shows a job picker above the Clock In button. Their last-used job is remembered on each device for one-tap clock-ins.

Requiring a job at clock-in

Toggle Require a job at clock-in in the Jobs tab to make selection mandatory. Employees can't clock in without picking an active job. Useful for contractors and cleaning crews who need to attribute every hour.

Reporting on jobs

The Reports tab automatically shows a Job column whenever any entry in the selected date range has a job assigned. CSV exports and report emails include both Job Code and Job Name columns so you can pivot in Excel or your accounting tool.

Submitting a request (employee)

On the employee dashboard a Time Off card shows the employee's history of requests. Click Request to open a dialog and pick:

• Type — Vacation, Sick, Personal, or Unpaid.
• Start & end date — pick the same date for a single day off, or a range for a longer absence.
• Reason (optional) — a short note for the admin.

Pending requests can be cancelled by the employee at any time. Once a request is approved or denied it's locked.

Reviewing requests (admin)

Open the Time Off tab on the admin dashboard. Pending requests are listed first with Approve and Deny buttons. Decided requests appear in the history below.

When you approve a request, Clocktap automatically estimates the hours as (end date − start date + 1) × 8 — i.e. 8 hours per calendar day in the range. This estimate is shown on the request and emailed to the employee.

Email notifications

Notifications are always sent and don't require configuration:

• When an employee submits a request, the primary admin gets an email with a link back to the Time Off tab.
• When an admin approves or denies a request, the employee gets an email confirming the decision and approved hours.

Adding job sites

Click New site in the Job Sites card. Provide:

• Name — what your team will see (e.g. “Smith Residence” or “Main Office”).
• Address — full street address. We geocode it on save using OpenStreetMap.
• Radius (meters) — how far from the geocoded point counts as “on site”. Default is 100 m. 200 m or more is friendlier given browser GPS accuracy.

Each saved site shows a View on map link so you can sanity-check the geocode result.

Enforcement modes

• Off (default) — no location is requested at clock-in.
• Warn — location is requested and recorded; off-site clock-ins are flagged in reports but allowed.
• Block — off-site clock-ins are refused with an inline message asking the employee to move closer and try again.

In Warn and Block modes, if the employee's browser denies location or times out we fall back to logging the clock-in as unknown rather than blocking it — this avoids stranding people whose phones can't get a fix.

What employees see

The first time an employee clocks in after enforcement is turned on, their browser asks for location permission. They must accept once per device. If they're inside one of your sites the clock-in succeeds normally. If they're outside, they see a clear message and (in Block mode) the clock-in is refused.

Viewing geofence status in reports

The Reports tab shows a Geofence column whenever any entry in the selected range was checked — inside, outside, or unknown. Hover the badge to see which site was matched. CSV exports include the same column plus the site name.

Clocking in and out

When you're not clocked in, you'll see a single Clock In button. Tap it to start your shift. If your organization uses job codes, a job picker appears above the button — pick the right job, then clock in. The last job you picked is remembered on each device. If your organization has geofencing turned on, your browser will ask once for location permission; accept it so clock-ins can be verified against the configured job sites. Once clocked in, you'll see your clock-in time and a running count of hours worked, along with two buttons:

• Start Break — Pauses your active time. The button changes to End Break so you can resume when you're ready.
• Clock Out — Ends your shift and records the total hours worked.

Time off

On paid plans, employees see a Time Off card where they can submit and track requests for vacation, sick, personal, or unpaid days. Pending requests can be cancelled at any time. Full details in Time Off.

Recent time entries

Below the status card, you'll find a list of your most recent work sessions showing the date, clock-in/out times, status, and total hours for each entry.

Free plan

The Free plan supports up to 2 employees forever — no credit card, no time limit. Upgrade to a paid plan when you need a larger team or any of the paid-only features (Payroll Automation, Job Codes, Time Off, or Geofencing).

Paid trial

When you upgrade from Free to a paid plan, your first 14 days are free. You won't be charged until the trial period ends.

Managing your subscription

Navigate to Billing from the admin dashboard header. From there you can upgrade, downgrade, or cancel your plan. To update your payment method, click Manage Billing to open the Stripe customer portal.