Managing Employees
Add your team members individually or in bulk, configure their profiles, set the right roles and permissions, and keep your workforce data organized and up to date.
Adding Employees
Adding employees is one of the most important steps in setting up Clokio. Each employee you add will be able to clock in and out, request leaves, and view their own attendance history through the mobile app. As an administrator, you will be able to track their attendance, generate reports, and manage their schedules.
Step-by-step: Adding a single employee
- 1
Navigate to the Employees page. Click on Employees in the sidebar navigation. You will see a list of all employees currently in your organization (empty if you have not added anyone yet).
- 2
Click the "Add Employee" button. You will find this button at the top right of the Employees page. A form will appear for you to fill in the new employee's details.
- 3
Enter the employee's full name. This is the name that appears on attendance records, reports, and within the mobile app. Use the employee's legal or commonly known name.
- 4
Enter their email address. This email is used for the employee's login credentials on the mobile app. It must be unique within your organization. Make sure to use an email the employee has access to, as they will need it to sign in.
- 5
Set the Employee ID (NIP). The NIP (Employee Identification Number) is a unique identifier for the employee within your organization. This can be their existing employee number from your HR system, a badge number, or any unique code you prefer. It is used in reports and the Public API.
- 6
Add their phone number (optional). While not required, adding a phone number can be useful for contact purposes and future features like SMS notifications.
- 7
Select their department. Choose from the departments you created during organization setup. This categorizes the employee for reporting and filtering.
- 8
Select their position. Choose the job title or role from the positions you configured. This helps identify the employee's function within the organization.
- 9
Assign a shift. Select which shift schedule this employee follows. The shift determines their expected working hours for each day. If you have not created shifts yet, see the Shifts & Scheduling guide.
- 10
Set a password. Create an initial password for the employee. They will use this along with their email and your organization code to sign in to the mobile app for the first time. Employees can change their password later through the app.
- 11
Click "Save" to create the employee. The employee is now part of your organization and can immediately sign in to the Clokio mobile app.
lightbulb After creating an employee, share the following with them: the Clokio app download link (App Store or Google Play), their email address, the initial password you set, and your organization code. They need all four to sign in for the first time.
What the employee needs to get started
Download Clokio from the App Store or Google Play.
Their email address, initial password, and your organization code to sign in.
GPS must be enabled on their device for geofence-based clock-in verification.
If biometric (selfie) verification is enabled, the app needs camera permissions.
Employee Profiles
Each employee in Clokio has a detailed profile that serves as a central hub for all their information. You can access any employee's profile by clicking on their name in the Employees list. The profile gives you a complete view of the employee's data and history.
What is in an employee profile
Personal Information
Full name, email address, phone number, employee ID (NIP), profile picture, and account status (active or inactive). You can edit any of these fields at any time.
Attendance History
A complete log of every clock-in, clock-out, and break taken by this employee. You can view daily records, filter by date range, and see details like clock-in location, whether biometric verification was used, and total hours worked per day.
Leave Balance
Shows the employee's current leave balances across all leave types (vacation, sick days, personal days, etc.). You can see how many days they have used, how many remain, and their complete leave request history.
Assigned Locations
The work locations this employee is authorized to clock in from. Employees can only clock in when they are within the geofence of one of their assigned locations. You can add or remove location assignments from the profile.
Shift Schedule
The current shift assigned to this employee, including expected start and end times for each working day. You can change the shift assignment to move the employee to a different schedule.
Profile Picture
Employees can upload a profile picture through the mobile app. This photo appears next to their name in the dashboard, attendance lists, and activity feeds, making it easy to identify team members at a glance.
Active vs. inactive employees
Every employee has a status that can be either active or inactive. Active employees can log in to the mobile app, clock in and out, and appear in your daily attendance tracking. Inactive employees cannot log in and are excluded from attendance expectations, but their historical data is fully preserved.
This is useful when an employee leaves the company or goes on extended leave. Instead of deleting them (which would remove their attendance history), you can simply set their status to inactive. If they return later, reactivate them and all their previous data remains intact.
info Best practice: Never delete an employee if you want to keep their attendance records. Use the active/inactive toggle instead. Deleting an employee permanently removes all their associated data.
Roles & Permissions
Clokio uses a straightforward role-based access system with two primary roles: Admin and Employee. Each role has a clearly defined set of permissions that determines what the user can see and do within the system.
Admin
Full system access
- View and manage all employees
- View attendance for all employees
- Approve or reject leave requests
- Configure locations and geofences
- Create and manage shifts
- Edit organization settings
- Generate and export reports
- Manage API keys and webhooks
Employee
Personal access only
- Clock in and clock out
- Start and end breaks
- View own attendance history
- Submit leave requests
- View own leave balance
- Update own profile picture
- Receive push notifications
- Cannot view other employees' data
When you create the first account during registration, you are automatically assigned the Admin role. All employees you add afterward are created with the Employee role by default. You can promote any employee to Admin status from their profile page if you want them to have full management access.
lightbulb Recommendation: Keep the number of Admin users small. Typically, only business owners, HR managers, or office managers need admin access. Regular employees should remain in the Employee role to maintain data privacy and prevent accidental configuration changes.
Bulk Import
If you have many employees to add, entering them one by one can be tedious. Clokio's bulk import feature lets you upload a CSV (Comma-Separated Values) file containing all your employee data at once. This is ideal for companies with dozens or hundreds of employees, or when migrating from another attendance system.
How bulk import works
- 1
Download the CSV template. On the Employees page, click the Import button and then Download Template. This gives you a pre-formatted CSV file with the correct column headers and a sample row showing the expected format.
- 2
Fill in the template with your employee data. Open the CSV file in a spreadsheet application (Microsoft Excel, Google Sheets, or any text editor) and add one row per employee. Fill in each column with the appropriate data.
- 3
Upload the completed file. Return to the Import screen, click Choose File, select your completed CSV, and click Upload. Clokio will validate each row and show you a preview of the data.
- 4
Review and confirm. Check the preview for any validation errors (duplicate emails, missing required fields, etc.). Fix any issues and re-upload if needed. Once everything looks correct, confirm the import.
Required CSV columns
The CSV template includes the following columns. Columns marked with an asterisk (*) are required:
| Column | Required | Description | Example |
|---|---|---|---|
| name | * | Employee's full name | Sarah Cohen |
| * | Unique email for login | sarah@company.com | |
| nip | * | Unique employee ID | EMP-001 |
| department | * | Must match existing department name | Engineering |
| position | * | Must match existing position name | Software Developer |
| phone | Optional | Phone number with country code | +972501234567 |
| password | * | Initial password (min 8 characters) | Welcome2024! |
info Important: The department and position values in your CSV must exactly match the department and position names you have already created in your organization settings. If there is a mismatch (even a typo), the row will fail validation. Create all departments and positions before running the import.
Tips for a successful import
- Create departments and positions first. Make sure all the department and position names used in the CSV already exist in your Clokio settings.
- Ensure unique emails and NIPs. No two employees can share the same email address or employee ID. The import will reject duplicate entries.
- Use UTF-8 encoding. If your employee names contain special characters or non-Latin scripts, make sure your CSV file is saved with UTF-8 encoding to prevent character corruption.
- Start with a small test batch. If you are importing many employees, try uploading a small file of 3-5 entries first to confirm the format is correct before uploading the full list.
- Review the error report. If any rows fail validation, Clokio will tell you exactly which rows had problems and why. Fix those rows in your CSV and re-upload just the failed entries.
lightbulb After a successful bulk import, do not forget to share login credentials with your new employees. Each employee will need their email, the password you set in the CSV, and your organization code to sign in to the mobile app.