How to Check In/Out 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, as well as recording Private and Company Kilometres as required.
This option 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 Configuring Mobile App Check In/Out and Record kms by Service article linked below for more information.
This article discusses Checking In and Out and Recording kms using the SupportAbility Mobile App.
N.B. The SupportAbility Mobile App screenshots in this article from an Android phone. If you are using an iPhone, this may look slightly different.
Audience: All
Summary
The following list summarises the content within this article. Click on the links below to take you to the relevant sections:
- When are Check In/Out and Record kms available?
- Location settings
- How to Check In using the Mobile App
- How to Check Out using the Mobile App
- How to edit your Check In/Out time
- How to Record kms using the Mobile App
- Where does this information display in the Web App?
When are Check In/Out and Record kms available?
To Check In/Out and Record kms, this must first be configured for the relevant Services in System Preferences.
If you do not see this option available when using the Mobile App, it 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, the option to Check In to your shifts and Record kms using the Mobile App becomes available one hour prior to the start of your shift. The green button to Check In to your shift remains available up to one hour after the end of your shift:
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.
If you forgot to Check In and it is over one hour after your shift, this will appear as 'No Check In/Out Recorded':
In this scenario, you will be able to edit your Check In/Out times up until the Activity Sign Off has been completed by selecting 'No Check/In Out Recorded'. It is important to note that geolocation is not registered for edited Check In/Out entries.
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.
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 Viewing Mobile App Check In/Out data and Recorded kms in the Web App article linked below.
Check In/Out Location addresses and accuracy within metres are also included in the Activity Staff Report export, as outlined below.
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.
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, a Check In button becomes available one hour prior to the start of your shift from the Roster page:
This is also avaialble from the Staff section of the Activity once this has been selected from your 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 10:02 am.
How to Check Out using the Mobile App
The Check Out button will become available once you have Checked In to your shift from the Roster page:
This is also available from the Staff section of the Activity, once this has been selected from your Roster:
To Check Out, select the Check Out button:
The time you checked out will be displayed in the button, e.g., Checked Out at 12:00pm.
The ability to Check Out to your shift remains available until the Activity Sign Off has been completed in the Web App.
If you forget to Check Out, and the Activity Sign Off has been completed in the Web App, this will appear as follows:
How to edit your Check In/Out time
To edit your Check In/Out time, select the relevant button that is displaying the time, e.g. Checked in at 1:11pm:
This opens the Edit Check In/Out screen, noting that the 'Rostered' shift end time as per the SupportAbility Web App is listed underneath this field:
Should you need to edit your Check Out time, select the cross next to the time:
Then select the correct date/time manually:
Which will then be displayed in the relevant field:
Once saved, the updated time will be displayed here:
The ability to edit your Check In/Out times remains available until the Activity Sign Off has been completed in the Web App.
Activity Staff Report export
It is important to note that the time you checked in/out of your shift within the active Check In/Out window, i.e. Check In/Out (Original), e.g. 13:11, is stored in the database, as is the time this was edited, i.e. Check In/Out Date & Time, e.g. 11:30, where applicable.
If your Check In/Out times were not edited, the same data will appear in the 'Check In/Out (Original)' and 'Check In/Out Date & Time' fields.
This data is available to view in the Activity Staff Report export:
This can be viewed by you for your own shifts or, more broadly, by those with Team Leader privileges for the Sites and Services that you work in.
No Check In/Out Recorded
If you forgot to Check In and it is over one hour after your shift, this will appear as ‘No Check In/Out Recorded’:
In this scenario, you will be able to edit your Check In/Out times up until the Activity Sign Off has been completed by selecting ‘No Check/In Out Recorded’:
Select the 'Choose a date and time' field to enter the relevant Check In/Out times:
Select save, and the edited Check In/Out times will be displayed:
It is important to note that geolocation is not registered for edited Check In/Out entries.
It is also important to note that given the Check In/Out data was entered after the active Check In window period, no 'original' Check In/Out times will be displayed in the Activity Staff Report export, and only the edited Check In/Out times will be, e.g. 8:00 and 9:00:
This can be viewed by you for your own shifts or, more broadly, by those with Team Leader privileges for the Sites and Services that you work in.
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.
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.
Where does this information display in the Web App?
When you have Checked In/Out or Recorded kms using the SupportAbility Mobile App, this data is displayed in the Staff section of the Activity record via a status flag:
Once either of these status flags are selected, this opens up the 'Check In/Out and Recorded Kilometres' window, where this data can be viewed and synchronised where necessary:
Please see the Viewing Mobile App Check In/Out and Recorded kms in the Web App article linked below for more information.