Let staff clock in from their own phone

People can clock in and out from their own phone. Each phone must be approved once by a manager, and you can check that the punch was made at the branch.

Before you start

• You need access to HR → HR settings, and Manage HR (files, documents, leave) to approve phones.
• Each person needs either a Kluvan sign-in linked to their staff profile, or a personal link. See Give each person their own HR page.

Switch it on

1. Open HR → HR settings → Scheduling and clock-in.
2. Tick Staff may clock in from their own phone (after you approve the phone).
3. To check the place, fill in Branch location for phone punches: the Latitude, Longitude and Radius (m).
4. To ask for a photo with each punch, tick Ask for a selfie with a phone punch.
5. Select Save.

Approve a phone

1. The person signs in to Kluvan on their phone, opens My HR page (the address /hr/me), selects Clock in from your phone and makes their first punch. The page tells them the phone is waiting for approval.
2. Open HR → People, select Open file on their card and go to Phones for clocking in.
3. Select Approve beside the new phone. Their next punch is recorded.

Good to know

• The punch uses your organisation's time, not the phone's clock.
• Location is checked only if the person's browser shares it. Kluvan keeps only inside or outside and a distance band (within, up to 100 m, 500 m, 2 km, or beyond), never the position itself. No location shared is recorded as "none".
• A selfie must be a JPEG, PNG or WebP picture under 400 KB. It is stored encrypted, only HR right holders can see it, and it is deleted after the days set for attendance photos in Settings → Attendance devices.
• Phone clock-in works online only. With no connection, the page says No connection: the punch was NOT recorded. Nothing is saved to send later.
• There must be at least a minute between a person's punches, and at most twenty a day. People who are switched off cannot punch.
• To stop a phone, select Remove beside it on the file. The next punch from it waits for approval again.
• A personal link counts as an approved phone, so people who use their link can clock in from it without a sign-in.
• Every phone punch is written to the activity log.
• Punches show on the timesheet with the others. See Set work rules and approve timesheets.