How to Check In/Out, Edit Recorded Time, and Record kms using the Mobile App

When using the SupportAbility Mobile App, there is an option available to Check In and Out of your shifts, edit your actual recorded Shift time, and record Private and Company Kilometres as required. 

Check In/Out is off by default in all SupportAbility installations and must be configured by a Staff Member with access to System Preferences for each of the Services that this is required for. 

Please see the How to Configure Staff Shift Settings by Service article linked below for more information. 

This article discusses Checking In and Out, Editing the Recorded Time, and Recording Kms using the SupportAbility Mobile App. 

N.B. The SupportAbility Mobile App screenshots in this article are from an Android phone. If you are using an iPhone, this may look slightly different. 

Audience: All


Summary

The following list summarises the content of this article. Click on the links below to take you to the relevant sections:


When are Check In/Out, Edit Recorded Time, and Record Kms available?

For the Check In/Out, Record Kms and Shift Sign Off functionality to be available, these settings must first be configured for the relevant Services in System Preferences in the Web App. 

If you do not see these options available when using the Web App, they may not have been configured yet or may not be required. Please check with your Team Leader or Manager if you have any questions about this. 

Once configured, each of these options will be available. The 'Edit Recorded Time' functionality is available by default for Shifts for all Services.

When this functionality becomes available and can be utilised, is dependent on the Shift start and end times, as outlined below.

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When is Check In available?

The 'Check In' button becomes available  one hour prior to the start of a Shift. 

When a Shift is viewed more than one hour before its start time, the Check In button will be lighter in colour and cannot be selected: 

Once the 'Check In' button becomes available, it displays as shown below:

The Check In button remains available up to  one hour after the end of a shift.

Forgot to Check In

If a staff member forgets to 'Check In' and it is over one hour after their shift, this will display as 'No Check In'. In this scenario, it will no longer be possible to 'Check In' for that Shift. 

If their actual Shift time differs from the Rostered time, their actual hours can be added by selecting 'Edit Recorded Time' up until the Activity Sign Off has been performed. 

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When is 'Edit Recorded Time' available?

The 'Edit Recorded Time' button becomes available  one hour prior to the start of a Shift.

When a Shift is viewed more than one hour before its start time, the 'Edit Recorded Time' button will be greyed out, and the functionality will not be available: 

From one hour prior to the start of the Shift, the option to 'Edit Recorded Time' becomes available:

This remains available up to Activity Sign Off.

Once the Activity Sign Off has been performed, the 'Edit Recorded Time' will be greyed out, and the edit functionality will no longer be available. 

The button can still be selected and will display the relevant information: 

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When is Check Out available?

The ability to Check Out of your shift becomes available after you have Checked In and remains available until the Activity Sign Off has been completed in the Web App:

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When is Record Kms available?

It is possible to Record Kms via the Staff tab of the Activity up until the Activity Sign Off has been completed in the Web App:

More details regarding how to Check In and Out and Record kms have been outlined below. 

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Location Settings

When recording time and location for Check In/Out has been configured by your organisation, you will be prompted with an 'Important' notification that SupportAbility needs your authorisation to access the location of your device when Checking In and Out of your shifts:

Once 'Proceed' is selected, your phone will prompt you to grant access to location settings, as per the following examples. 

Android: 

iPhone: 

IMPORTANT - If you do not grant the SupportAbility Mobile App authorisation to access your location settings when Checking In/Out of shifts, this will display as 'No location data' in the SupportAbility Web App. 

Once authorisation has been granted, geolocation data will be displayed in the 'Check In/Out and Recorded Kilometres' window in the SupportAbility Web App, accessible via status flags in the Staff section of the Activity record. Geolocation is not visible in the SupportAbility Mobile App, however. 

For more information, please see the  Rostered, Recorded and Finalised Staff Shifts and Kms Overview linked below.

Check In/Out Location addresses and accuracy within metres are also included in the Historical Shift Analysis Report export (available from the Activity Staff Report), as outlined below. 

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App Permissions

Permissions can be reviewed at any time by navigating to Apps via Settings in your phone and finding the SupportAbility Mobile App, e.g. using Android: 

Selecting 'Permissions' will provide more detail, and this is where access can be updated as required: 

It is important to clarify that every mobile phone is slightly different regarding where application and location settings are accessed. 

If you require assistance with this, we recommend contacting your System Administrator, IT Support or your SupportAbility Authorised Customer Representatives.  

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How to Check In using the Mobile App

Once the ability to Check In and Out of shifts using the Mobile App has been configured Check In becomes available one hour prior to the start of the shift.

The Check In/Out functionality is available from the Roster page: 

It is also available from the Staff tab of the Activity, once the Activity has been selected from the Roster: 

To Check In, select the 'Check In' button. The time that you checked in will then be displayed in the button, e.g. 'Checked in at 12:08 pm' and will become greyed out and no longer accessible:

Once 'Check In' has been completed in the Mobile App, this updates the 'Recorded' Time in the Activity Staff section in the Web App accordingly:

Selecting the 'Check In' button will only ever stamp the current time that this is. Should the actual time you worked or the Check In/Out differ from your Rostered Shift time, selecting 'Edit Recorded Time' allows you to enter the shift times you actually worked. More information regarding this is outlined further in this article. 

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How to Check Out using the Mobile App

The 'Check Out' button becomes available once you have checked into your shift: 

This button is available from the 'Roster' page or 'Staff' tab of the Activity once the Activity has been selected from your Roster. 

To check out, select the 'Check Out' button. The time you checked out will then be displayed in the button, e.g. 'Checked Out at 12:46pm': 

The ability to Check Out of your shift remains available until the Activity Sign Off has been completed in the Web App. 

To remove the Check In/Out data, select 'Edit Recorded Time'. This allows you to remove the Check Out, then the Check In, as required as outlined below. 

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No Check In/Out Recorded

If you forgot to Check In and Out, and it is over one hour after your shift end time, this will appear as ‘No Check In/Out Recorded’:

If you need to record your actual times worked, this can be completed by selecting the 'Edit Recorded Time' button. Information on completing the next steps is outlined in the section below. 

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How to Edit the Recorded Time using the Mobile App

The 'Recorded' date/time of your Shift can be updated as required from one hour prior to commencing the Shift. This is independent of Check/Out and can be updated either on the Web or the Mobile App up until the Activity Sign Off has been completed in the Web App.

For example, if you were rostered into an 8am - 12pm shift and you worked until 12:30pm as the Client needed extra assistance, you can enter this additional 30 minutes by editing your recorded time.

Once Check In/Out has been completed in the Mobile App, the 'Recorded' From/To Date/Times are updated in the Web App accordingly.  

Once Check In/Out has been completed, this cannot be edited. However, to record your actual Shift time, if this differs from your Rostered Shift time or Check In/Out time, you can update this by selecting 'Edit Recorded Time':

The 'Edit Recorded Time' window displays the 'Record From' date/time, the 'Checkin' time (where relevant) and the 'Rostered' time, along with the 'Record To' and 'Checkout' data once completed (where relevant), and the 'Rostered' date/time:

N.B. The Check In time can be removed by selecting the cross and then selecting Save. When this has been done, the 'Check In' button will be available again on the Roster and Activity Staff tabs; however, selecting the 'Check In' button will only ever stamp the current time that this is. 

Therefore, to edit the 'Recorded' time via the Mobile app, select the 'Record From' field: 

This will open the date and time selector, where you can scroll to set the required time: 

E.g. 1:15pm, then choose 'Select'. This will update the 'Record From' data accordingly:

Remember to select 'Save' at the top of the 'Edit Recorded Time' screen to save this update.

The original 'Check In' time, e.g. 1:39 pm, will still be displayed in the 'Check In' button in the Mobile App after updating the Recorded time:

However, the 'Recorded' time in the Activity Staff section of the Web App will now display the updated time:

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Activity Staff Report exports

The 'Check In/Out', 'Recorded', and 'Recorded KMS' are included in the Activity Staff Report exports as outlined below.

These exports can be viewed by you for your own shifts or, more broadly, by those with Team Leader privileges for the Sites and Services they have access to. 

For more detailed information about each of these exports please refer to the  Activity Staff Report and Staff Shift Analysis Report Exports articles linked below for reference. 


'Activity Staff Report' export

The 'Activity Staff Report' export includes the 'Checkin (Original)', and 'Check Out (Original)' date/time along with the 'Location', for each Shift:

It includes the recorded 'Private' and 'Company kms':

It also includes the 'From' and 'To' date/times of the Activity, but does not include the 'Rostered', 'Recorded' or 'Finalised' data: 


'Shift Categorisation Audit Report' export

The Activity Staff Report 'Shift Categorisation Audit Report' export is intended to assist in reviewing Rostered, Recorded and Finalised Staff Shift data holistically, including Timesheet Categorisation, prior to generation of Timesheet Batches. 

Therefore, it includes the Recorded/Finalised data and reflects what is currently displayed in the Activity record. If the Activity Sign Off is yet to be completed, and staff have not updated the Recorded shift information (either by Checking In/Out of their shift, entering KMS, or editing their Recorded date/time) the data that appears in the Recorded columns mirrors the Rostered shift information.

Once the Recorded information is changed/updated this is reflected in the Report export:

 The export also indicates whether the Check In/Out has been completed i.e. Yes/No:

The Recorded KMS are also included in the export:


'Historical Shift Analysis Report' export

The Activity Staff Report 'Historical Shift Analysis Report' export is intended to assist in reviewing Rostered, Recorded and Finalised Staff Shift data, including differences and Check In/Out details, after Timesheet Batches have been generated and payroll has been processed. 

This export displays the 'Check In/Out Date & Time', 'Check In/Out Source' e.g. Mobile, whether 'Check In (is) Different from Recorded' i.e. Yes/No, and 'Check In/Out Location':

This export will only show data in the Recorded fields when Staff have edited their recorded shift date/time, Checked In/Out or recorded Kms, or when the Activity Sign Off has been completed. It also displays the latest 'Recorded From and To' date/times:

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How to Record kms using the Mobile App

Recording Private and/or Company kms using the Mobile App also becomes available  one hour prior to the start of your shift. 

To Record kms, navigate to the Staff section of the Activity, once this has been selected from your Roster: 

The relevant number of Private and or Company Kms can be entered here: 

Noting that if any kms have been entered in the SupportAbility Web App, these will appear as 'Rostered' kms underneath each field. 

Once saved, the kms entered will be displayed against the relevant option e.g. Private: 50km recorded: 

The ability to Record kms remains available until the Activity Sign Off has been completed. 

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How to edit Recorded kms 

To edit or add additional kilometres, select the Record kms button again: 

Should you need to edit your kilometres, select the cross next to the number:

Then enter the correct number of kms, e.g. 55:

Once saved, the updated kms will be displayed here:

The ability to edit or add to your Recorded kms remains available until the Activity Sign Off has been completed in the Web App. 

It is important to clarify that any kms recorded in the Mobile App do not automatically update the kms in the Web App.

If this needs to be updated in the Web App, this must be updated manually in the ‘Check In/Out and Recorded kms’ window in the Activity record. Once confirmed, the Company/Private kms fields are updated in the Web App to align with this. 

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Where does this information display in the Web App?

When you have Checked In/Out, Edited Recorded data, or Recorded kms using the SupportAbility Mobile App, this data is displayed in the Staff section of the Activity record: 

Selecting the Location icon opens up the 'Check In/Out' window, where the 'Check In/Out' data, and 'Recorded From/To' data when edited, can be viewed: 

Please see the  Viewing Mobile App Check In/Out and Recorded kms in the Web App article linked below for more information. 

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