Managing Employees in Clokio: Complete HR Administration Guide

Effective employee management is the foundation of any successful attendance tracking system. Clokio provides comprehensive tools for HR administrators to manage their entire workforce - from onboarding new hires to handling employee departures. This guide covers everything you need to know about managing employees in your organization.

Employee Management Overview

Clokio's employee management module allows you to:

• Add individual employees or bulk import via Excel
• Assign employees to specific work locations
• Configure security settings (biometric, geofencing)
• Set up leave quotas and policies
• Assign organizational roles and permissions
• Track employee status (active, inactive, on leave)
• Manage employee departures while preserving records

Adding a New Employee

Follow these steps to add a new team member to your organization:

Step 1: Navigate to Employees

In your admin dashboard, go to Employees in the main navigation menu.

Step 2: Click Add Employee

Click the "Add Employee" or "+" button to open the new employee form.

Step 3: Enter Employee Information

Fill in the required and optional fields:

Required Fields

• Full Name - Employee's display name in the system
• Email Address - Used for login and notifications (must be unique)
• Work Location - The primary location where the employee works

Optional Fields

• Employee ID - Internal identifier (useful for payroll integration)
• Phone Number - Contact number
• Division/Department - Organizational unit
• Position/Job Title - Role in the organization
• Date of Birth - For birthday reminders
• Profile Picture - Photo for identification

Step 4: Configure Security Settings

Choose the security requirements for this employee:

• Enable Biometric - Require facial recognition for clock-in/out
• Geo Restriction - Require GPS verification at approved locations

Tip: For most office employees, enable both biometric and geo restriction for maximum security. Disable geo restriction only for remote workers or field employees who need flexibility.

Step 5: Send Invitation

After saving, Clokio automatically sends a welcome email to the employee with:

• Instructions to download the mobile app
• Organization code for login
• Link to set their password
• Instructions for biometric setup (if enabled)

Bulk Import with Excel

Adding employees one by one is fine for small teams, but for larger organizations, bulk import saves significant time.

How to Bulk Import Employees

1. Go to Employees → Import
2. Download the Excel template
3. Fill in employee details following the template format
4. Upload the completed file
5. Review the import preview
6. Confirm the import

Excel Template Columns

The import template includes:

• name (required)
• email (required, unique)
• employee_id
• phone
• division
• position
• location (must match existing location name)
• enable_biometric (true/false)
• geo_restrict (true/false)

Import Tips

• Ensure location names match exactly (case-sensitive)
• Email addresses must be unique across your organization
• Review the preview carefully before confirming
• All imported employees will receive welcome emails automatically

Organizational Structure

Clokio supports organizing employees into a clear hierarchy:

Divisions/Departments

Create divisions to group employees by department:

• Navigate to Settings → Divisions
• Add divisions like: Engineering, Sales, Marketing, Operations, HR
• Assign employees to divisions during creation or editing

Positions/Job Titles

Define positions for better organization:

• Navigate to Settings → Positions
• Create positions like: Software Developer, Sales Manager, HR Coordinator
• Positions help with reporting and filtering attendance data

Assigning Roles and Permissions

Clokio offers three permission levels for users:

Employee Role

Standard users who can:

• Clock in and out via mobile app
• View their own attendance history
• Submit leave requests
• View their leave balance
• Update their profile

Manager Role

Team leaders with additional capabilities:

• All Employee permissions
• View attendance of team members
• Approve or reject leave requests
• Receive notifications for team attendance
• View team reports

Admin Role

Full system access including:

• All Manager permissions
• Add, edit, and remove employees
• Configure locations and settings
• Manage leave types and policies
• Generate and export all reports
• Resolve attendance anomalies
• Manage organization settings

Owner Role

The highest level of access:

• All Admin permissions
• Manage other admins
• Access billing and subscription settings
• Delete organization (irreversible)

Setting Up Leave Quotas

Each employee can have individual leave quotas configured:

Default Quotas

When you create a new employee, they automatically receive leave quotas based on their work location's leave policies. These can be customized per employee.

Adjusting Individual Quotas

To modify an employee's leave quota:

1. Go to the employee's profile
2. Navigate to Leave Quotas section
3. Adjust quotas for each leave type (vacation, sick, personal, etc.)
4. Save changes

Common Quota Scenarios

• New hire mid-year - Pro-rate vacation days based on start date
• Senior employees - May receive additional vacation days
• Special circumstances - Additional sick leave for medical conditions

Employee Profile Management

Each employee has a comprehensive profile containing:

Personal Information

• Name, email, phone
• Profile picture
• Date of birth
• Emergency contact (optional)

Employment Details

• Employee ID
• Division and position
• Work location
• Start date
• Status (active/inactive)

Security Settings

• Biometric enabled/disabled
• Geo restriction enabled/disabled
• Face data registration status

Attendance Overview

• Current month attendance summary
• Leave balance
• Recent attendance records
• Pending anomalies

Handling Employee Departures

When an employee leaves the organization, follow these steps to properly offboard them:

Deactivating an Employee

1. Go to the employee's profile
2. Click "Deactivate" or "Archive"
3. Set the effective date (last working day)
4. Confirm the action

What Happens When Deactivated

• Employee can no longer log in or clock in
• All historical attendance data is preserved
• Leave records remain for reporting
• Employee doesn't count toward active employee totals
• Can be reactivated if they return

GDPR and Data Deletion

If an employee requests complete data deletion under GDPR:

• Employee can submit a data deletion request through the app
• Admin reviews and processes the request
• Personal data is anonymized while preserving aggregate statistics
• Audit trail is maintained for compliance

Notification Subscriptions

Configure who receives notifications for each employee:

Leave Request Notifications

Specify which managers should receive email notifications when this employee submits a leave request. This ensures the right people can approve or reject requests promptly.

Attendance Alerts

Configure webhook notifications for clock-in/out events to send alerts to Microsoft Teams, Slack, or other tools when employees check in or out.

Best Practices for Employee Management

1. Use Consistent Employee IDs

If you use a payroll system, enter the same employee ID in Clokio. This makes data export and import seamless.

2. Keep Information Updated

When employees change departments, locations, or positions, update their profile immediately to maintain accurate reporting.

3. Set Appropriate Security Levels

Not every employee needs the same security settings. Remote workers may not need geo restriction, while office employees should have both biometric and location verification.

4. Regular Audits

Periodically review your employee list to ensure all active employees are present and departed employees have been deactivated.

5. Train New Admins

Ensure anyone with admin access understands how to properly add, manage, and offboard employees to maintain data integrity.

Conclusion

Effective employee management is essential for accurate attendance tracking and smooth payroll processing. With Clokio's comprehensive tools, you can efficiently manage your entire workforce lifecycle - from onboarding to offboarding - while maintaining accurate records and compliance.

Ready to streamline your employee management? Log in to your Clokio dashboard and start adding your team today. Need help with bulk import or configuration? Contact our support team at support@matat.co.il.