Setting up an Employee to Start Using ExakTime Mobile

For an employee to begin tracking their time on ExakTime Mobile, you just need to do two things:

  1. Set up the employee in ExakTime Connect with an ExakTime Mobile PIN.
  2. Provide them the company setup code to set up ExakTime Mobile with your company.

Setting up the Employee

Expand the appropriate option if you need to add the employee or if you need to edit an existing employee.

Setting up a New Employee
  • Click the Add an Employee link on the Dashboard of ExakTime Connect or go to Manage, click Employees, and click Add Employee.

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    OR
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  • Enter the employee's first and last name at least.
    • The ID field can be useful if you use other systems that assign an Employee ID such as a Human Resources or Payroll system.
    • All other fields such as an address, middle name, etc. are optional and can be added later. 
    • If you have another employee with the same name, you will need to differentiate between them by either entering a middle name or additional information to their name. An employee ID can also help differentiate them in your ExakTime system.
    ETC_-_PRO_-_SET_UP_EMP_EM_-_NEW_-_00.png
  • Scroll down towards the Security Role section, assign an ExakTime Mobile Security Role, and enter a PIN.
    • By default, we offer Administrator, Supervisor, and Employee. The Administrator role offers the most permission while the Employee role offers the least permission.
    • The PIN is used by the employee to log in to ExakTime Mobile and identify themselves on any copy of ExakTime Mobile connected to your company.
    • The PIN can be a 4-10 digit number. It can help to create a pattern to the employee PIN so it is easier to create and remember.

    ETC_-_PRO_-_SET_UP_EMP_EM_-_NEW_-_01.png

  • Click Save when finished.
Setting up an Existing Employee
  • Go to Manage, click Employees, then click the pencil icon to the left of an employee's name.
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  • Scroll down towards the Security Role section, assign an ExakTime Mobile Security Role with the drop-down menu, and enter a PIN.
    • By default, we offer Administrator, Supervisor, and Employee. The Administrator role offers the most permission while the Employee role offers the least permission.
    • The PIN is used by the employee to log in to ExakTime Mobile and identify themselves on any copy of ExakTime Mobile connected to your company.
    • The PIN can be a 4-10 digit number. It can help to create a pattern to the employee PIN so it is easier to create and remember.

    ETC_-_PRO_-_SET_UP_EMP_EM_-_NEW_-_01.png

  • Click Save when finished.

Setting up ExakTime Mobile

Now that the employee has been added to ExakTime Connect, they will need to set up ExakTime Mobile and connect it to your ExakTime Connect account.

  • Look at the Dashboard of ExakTime Connect and note the company setup code.
    • The company setup code can be used by multiple employees.
    • The company setup code will automatically change every Tuesday so if the employee does not set up ExakTime Mobile in time, they will need to be provided the new company setup code.
    Company_Setup_Code_-_Dashboard_-_01.png
  • Have the employee download and install ExakTime Mobile from the App Store if using an iOS device, or from the Play Store if using an Android device.

    Setting_up_an_Employee_to_Start_Using_Exaktime_Mobile__360027243914__App_Store.png

  • When the employee first open ExakTime Mobile, they will be asked how to set it up. They will press Enter My Company Setup Code.

    Setting_up_an_Employee_to_Start_Using_Exaktime_Mobile__360027243914__iOS_-_Initial_Set_Up_Resize.png

  • The employee will enter the company set up code and enter a name for the device. It is suggested to use the name of the owner of the device.

    Setting_up_an_Employee_to_Start_Using_Exaktime_Mobile__360027243914__EM_-_Company_Setup_Code.png

  • After it has been set up, they will reach a PIN pad where they can begin to use ExakTime Mobile

    Setting_up_an_Employee_to_Start_Using_Exaktime_Mobile__360027243914__EM_-_iOS_PIN_PAD_Edit.png

Clocking In/Out on ExakTime Mobile

It is best to have the employee at least go through the basic clock in/out process to make sure that they do not encounter any issues. 

Have the employee enter the PIN that you had set up for them and press the arrow in the bottom right to log in.

At the GO/STOP screen, they will press GO, select their location, and their cost code to clock in. Depending on your setup, some of these steps may be skipped.

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If an employee needs to change their location/cost code, they will press GO again and make the appropriate selection.

When the employee is no longer being paid such as personal time or done for the day, they will press STOP.

That's it! Your employee is now set up and can now track their time with ExakTime Mobile for you to review in ExakTime Connect!

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