Admin Tools
Powerful administrative features for managing attendance records, reviewing anomalies, broadcasting company announcements, handling employee support requests, and maintaining a complete audit trail of all actions.
Attendance Corrections
No attendance system is perfect -- employees forget to clock out, devices malfunction, or someone clocks in at the wrong moment. Clokio gives administrators the tools to manually correct attendance records so your data stays accurate and reliable.
How to Access
Navigate to Dashboard > Attendance and click on any attendance record to open the detail view. From there, you will see the available correction actions.
Available Correction Actions
Change the clock-in and clock-out times for any employee on any date. Useful when an employee reports the wrong time was recorded.
Force a clock-out for employees who forgot to clock out -- for example, if they left the work location without remembering to end their shift.
Force end a break for employees who are stuck in break status. This resolves cases where the app failed to register the break-end action.
Remove an incorrect attendance record entirely. Use this for duplicate entries or records created by mistake.
Adding Admin Notes
Every correction you make allows you to attach an admin note explaining the reason for the change. These notes are visible in the attendance record detail and in audit logs, providing a clear paper trail for compliance purposes.
- 1
Open the Attendance Record
Go to Dashboard > Attendance and click on the record you want to correct.
- 2
Choose a Correction Action
Select the appropriate action: update times, force clock-out, force break-out, or delete the record.
- 3
Add an Explanation Note
Write a brief note explaining why the correction was necessary (e.g., "Employee reported device malfunction, verified with manager").
- 4
Save the Correction
Confirm and save. The change is applied immediately and logged in the audit trail.
Note
All corrections are logged in the audit trail automatically. The original values are preserved alongside the updated values, so you always have a complete history of what was changed, when, and by whom.
Anomaly Management
Clokio automatically detects unusual attendance patterns and flags them as anomalies. Instead of manually reviewing every attendance record, the system surfaces potential issues so you can focus your attention where it matters most.
Types of Anomalies
The system monitors for the following types of unusual patterns:
Employees who clocked in after their scheduled shift start time. The system compares the actual clock-in time against the employee's assigned shift schedule.
Employees who clocked in but never clocked out. This usually indicates they forgot to clock out when leaving or experienced a technical issue.
Clock-ins that occurred outside the employee's assigned geofence boundary. This could indicate the employee was at the wrong site or had GPS issues.
Break durations that significantly exceed the normal break time configured for the employee's shift. Helps identify forgotten break-end actions or policy violations.
Attendance records created outside the employee's scheduled working hours. This flags unexpected overtime or potential errors.
Reviewing and Resolving Anomalies
Navigate to Dashboard > Anomalies to see all flagged records. The anomalies dashboard provides a filterable list of all detected issues.
- 1
Open the Anomalies Dashboard
Go to Dashboard > Anomalies. You will see a list of all unresolved anomalies sorted by date.
- 2
Review the Flagged Record
Click on an anomaly to see the full attendance details, including the reason it was flagged and the employee's shift schedule for context.
- 3
Add a Note (Optional)
Document your findings or the explanation provided by the employee. For example: "Employee confirmed they were at a client site -- approved."
- 4
Approve to Resolve
Click Approve to mark the anomaly as reviewed and resolved. This removes it from the active anomaly view while keeping the record intact for audit purposes.
Tip
Make it a habit to review the anomalies dashboard at the start of each workday. Addressing issues promptly makes it easier to get accurate explanations from employees while the events are still fresh in their minds.
Announcements
Keep your entire workforce informed with company-wide announcements. Whether it is a policy update, an upcoming office closure, or a company event, announcements ensure every employee receives the message directly in their mobile app.
Creating an Announcement
- 1
Navigate to Announcements
Go to Dashboard > Announcements and click Create New Announcement.
- 2
Fill in the Details
Enter a clear, descriptive title and write the announcement body text. Keep titles concise so they display well on mobile devices.
- 3
Add a Featured Image (Optional)
Upload a featured image to make the announcement more visually engaging. Images are displayed prominently in the mobile app.
- 4
Set Publication Schedule
Choose the publish date and optional expiration date. You can schedule announcements for future dates or publish immediately.
- 5
Publish or Save as Draft
Choose to publish the announcement immediately or save it as a draft to review later before making it visible to employees.
Announcement Features
Rich text content with a headline and detailed body. Write clear, actionable messages that employees can understand at a glance.
Attach an image to make announcements more engaging. Ideal for event posters, infographics, or visual guides.
Set a future publish date and an optional expiration date. Expired announcements are automatically hidden from the mobile app.
Save announcements as drafts to review before publishing. Only published announcements are visible to employees.
Common Use Cases
- Policy Changes: Inform employees about updated attendance rules, break policies, or working hours.
- Office Closures: Announce public holidays, maintenance days, or weather-related closures in advance.
- Company Events: Share details about team gatherings, training sessions, or celebration events.
- Reminders: Send periodic reminders about timesheet submissions, upcoming deadlines, or system maintenance windows.
Tip
Use the expiration date feature for time-sensitive announcements. For example, if you announce an office closure for next Friday, set the expiration to the following Monday so it automatically disappears once it is no longer relevant.
Support Tickets
Clokio includes a built-in support ticket system that allows employees to reach out to administrators directly from the mobile app. This creates a centralized channel for attendance-related questions, technical issues, and general requests -- eliminating the need for scattered emails or chat messages.
How Employees Submit Tickets
Employees can submit a support ticket from the mobile app by navigating to Profile > Support. They provide a subject and a description of their issue, and the ticket is immediately visible to administrators in the dashboard.
Managing Tickets as an Admin
- 1
Open the Tickets Dashboard
Navigate to Dashboard > Support Tickets. You will see all tickets organized by status: open, responded, and resolved.
- 2
Review the Ticket
Click on a ticket to see the full details, including the employee's name, department, submission date, and their description of the issue.
- 3
Respond to the Employee
Write a response directly in the ticket. Your reply will be visible to the employee in their mobile app and the ticket status automatically updates to "responded."
- 4
Resolve the Ticket
Once the issue is addressed, mark the ticket as resolved. Resolved tickets are moved out of the active queue but remain accessible for reference.
Ticket Statuses
| Status | Description |
|---|---|
| Open | New ticket submitted by an employee, awaiting admin review |
| Responded | Admin has replied, waiting for employee confirmation or follow-up |
| Resolved | Issue has been addressed and the ticket is closed |
Email Notifications
Administrators receive email notifications when new support tickets are submitted. This ensures no request goes unnoticed, even when you are not actively checking the dashboard. Employees are also notified by email when an admin responds to their ticket.
Note
Support tickets are organization-scoped. Administrators can only see tickets from employees within their own organization. This ensures data privacy in multi-tenant environments.
Audit & Data Management
Accountability and data compliance are critical for any organization managing employee attendance. Clokio provides comprehensive audit logging, activity tracking, and tools for handling data privacy requests -- helping you stay compliant with regulations like GDPR.
Activity Logging
Every administrative action in Clokio is automatically tracked and recorded. This includes attendance corrections, employee profile changes, shift modifications, leave approvals, and system configuration updates. Each log entry records:
- Who: The administrator who performed the action.
- What: A description of the action taken and the affected record.
- When: The exact timestamp of the action.
- Before & After: For modifications, both the original and updated values are preserved.
Viewing Audit Logs
Navigate to Settings > Audit Logs to access the full audit trail. The logs are searchable and filterable by date range, administrator, and action type. This makes it straightforward to investigate specific changes or review activity over a period.
| Log Field | Description |
|---|---|
| Admin User | Name and email of the administrator who performed the action |
| Action Type | Category of the action (e.g., attendance_correction, employee_update, leave_approval) |
| Description | Human-readable summary of what was changed |
| Timestamp | Date and time the action occurred |
| Previous Value | The original data before the change was applied |
| New Value | The updated data after the change |
GDPR Data Requests
Employees have the right to request access to their personal data or ask for its deletion under GDPR and similar data protection regulations. Clokio provides tools for administrators to handle these requests efficiently.
Employees can request a complete export of their personal data, including attendance records, leave history, and profile information. Admins process these requests through the dashboard.
Employees can request deletion of their personal data. Admins review and process these requests, ensuring compliance while maintaining necessary records for legal obligations.
Processing GDPR Requests
- 1
Navigate to GDPR Requests
Go to Settings > GDPR Requests to see all pending data requests from employees.
- 2
Review the Request
Check the request type (export or deletion), the employee making the request, and the submission date.
- 3
Process and Fulfill
For export requests, generate the data package and provide it to the employee. For deletion requests, confirm and execute the removal while retaining any legally required records.
Automatic Data Cleanup
Clokio runs automatic data cleanup processes for expired records. This includes removing expired announcements, cleaning up old webhook delivery logs, and purging temporary data. This helps keep your system efficient and reduces unnecessary data storage over time.
Important
Data deletion requests are irreversible. Before processing a deletion request, ensure you have exported any records that are required for legal compliance (such as payroll records or tax documentation). Clokio will warn you before executing a permanent deletion.
Tip
Regularly review audit logs as part of your monthly administrative routine. This helps you spot unauthorized changes early and demonstrates to auditors that your organization takes data governance seriously.