Attendance Tracking & Monitoring

The primary way employees record their attendance in Clokio is through the mobile app, available on both iOS and Android. The clock-in and clock-out process is designed to be fast (under 10 seconds) while incorporating multiple layers of verification to ensure accuracy and prevent fraud.

Here is exactly what happens when an employee clocks in:

Step-by-Step: Clocking In

1. 1 The employee opens the Clokio app on their phone and sees the main attendance screen.
2. 2 They tap the "Clock In" button. The app immediately requests their current GPS position from the phone's location services.
3. 3 The app sends the GPS coordinates to the server, where Clokio checks whether the employee is within the geofence boundary of their assigned location. If they are outside the boundary, the clock-in is rejected with a clear error message.
4. 4 If biometric verification is enabled, the employee is prompted to verify their identity using Face ID, fingerprint, or facial recognition (see the Biometric Verification section below for details).
5. 5 Once all verifications pass, the attendance record is created with the exact timestamp and GPS coordinates. The employee sees a confirmation screen showing their clock-in time.

Step-by-Step: Clocking Out

The clock-out process follows the same verification flow:

1. 1 The employee taps "Clock Out" in the app.
2. 2 GPS location is verified against the geofence (same as clock-in).
3. 3 Biometric verification is performed if enabled.
4. 4 The clock-out time is recorded, and the total work hours for the day are automatically calculated (clock-out time minus clock-in time, minus break duration).

What Gets Recorded

Every clock-in and clock-out event stores the following data:

Clokio tracks employee breaks separately from regular work time. This gives you accurate net working hours and helps ensure employees are taking appropriate breaks throughout the day. Break tracking is built directly into the mobile app, making it effortless for employees to record their break time.

How Breaks Work

1. 1 After clocking in, the employee sees a "Start Break" button in the app. They tap it when they leave their workstation for lunch, a coffee break, or any other rest period.
2. 2 The app records the break start time and changes the employee's status to "On Break" in real time.
3. 3 When the employee returns, they tap "End Break." The app records the break end time and calculates the total break duration.
4. 4 The break time is subtracted from total work hours when calculating net working time for the day.

Expected Break Duration

Admins can configure an expected break duration for each shift (for example, 30 minutes or 60 minutes). When an employee's actual break time exceeds the expected duration, the system flags this as excessive break time in the anomalies dashboard. This helps you identify patterns of overly long breaks without micromanaging your team.

Real-Time Break Status on the Dashboard

The admin dashboard shows break status in real time. When an employee starts a break, their status indicator changes from "Present" to "On Break" within seconds. This gives managers instant visibility into how many team members are currently on break versus actively working.

One of the biggest challenges in attendance management is buddy punching -- when one employee clocks in on behalf of another. This is a common form of time theft that costs businesses significant money. Clokio's biometric verification feature eliminates buddy punching entirely by ensuring that the person clocking in is actually the employee who owns the account.

How Biometric Verification Works

Clokio supports two forms of biometric verification, both of which happen entirely on the employee's device for maximum privacy and speed:

Setting Up Biometric Verification

1. 1 In the admin dashboard, go to System Settings and find the "Verification" section.
2. 2 Choose whether biometric verification is required (mandatory for all clock-ins) or optional (available but not enforced).
3. 3 If using facial recognition, make sure all employees have uploaded a clear profile photo through the app or admin dashboard. The system uses this photo as the reference image for face matching.
4. 4 Save the settings. The change takes effect immediately for all employees in your organization.

Privacy and Security

Clokio takes employee privacy seriously when it comes to biometric data:

• shield On-device processing: Face comparison happens locally on the employee's phone. No biometric data is transmitted to Clokio's servers.
• shield No biometric storage: Clokio stores only the profile photo (which the employee uploaded voluntarily) and a pass/fail result of the verification. Raw biometric data (face maps, fingerprint data) is never stored on our servers.
• shield Device biometrics: Fingerprint verification uses the phone's own secure enclave, which is isolated from all apps including Clokio.

The admin dashboard provides a real-time, at-a-glance view of your entire workforce's attendance for the current day. This is the screen most administrators and managers check first thing in the morning (and throughout the day) to understand who is working, who is missing, and who needs attention.

Real-Time Status Indicators

Every employee on the daily overview is shown with a color-coded status indicator that updates in real time:

What You Can See on the Daily Overview

The daily attendance page shows a summary bar at the top with total counts (how many present, absent, late, on break) followed by a detailed list of all employees. For each employee, you can see:

• check_circle Clock-in time: When they arrived today
• check_circle Clock-out time: When they left (if they have already clocked out)
• check_circle Total hours worked: Running count that updates in real time while they are still clocked in
• check_circle Break time: Total break duration for the day
• check_circle Late minutes: If applicable, how many minutes late the employee was
• check_circle Location: Which location they clocked in from

Drilling Down into Employee Details

Click on any employee's row in the daily overview to see their detailed attendance log for the day. This includes the exact GPS coordinates of their clock-in/out, break start/end timestamps, any anomalies flagged, and the verification method used. This detailed view is useful when investigating attendance disputes or verifying records for payroll.

Clokio continuously monitors attendance data and automatically detects patterns that deviate from the expected schedule. These deviations are called anomalies. Instead of manually reviewing every employee's attendance each day, you can rely on the anomalies dashboard to surface only the records that need your attention.

Types of Anomalies Detected

The system automatically detects the following attendance issues:

The Anomalies Dashboard

The anomalies page provides a centralized view of all attendance issues that require admin attention. You can:

1. 1 Filter by date range to focus on a specific day, week, or month.
2. 2 Filter by anomaly type (for example, show only missed clock-outs or only late arrivals).
3. 3 Filter by employee or department to narrow down the results.
4. 4 Take action on each anomaly: add a missing clock-out, acknowledge the late arrival, or flag it for follow-up with the employee.

Admin Notifications

Clokio can notify administrators when anomalies are detected. If you have configured webhooks (Teams, Slack, Discord, or custom HTTPS endpoints), anomaly alerts are sent in real time. This means you do not need to keep the dashboard open all day -- you will receive a notification the moment something unusual happens, such as an employee attempting to clock in from outside the geofence.