Organization Setup

Your company profile is the foundation of your Clokio workspace. It defines how your organization appears throughout the system -- on the dashboard, in reports, and on employee-facing screens. Setting this up correctly ensures that all timestamps, notifications, and data align with your actual business operations.

How to update your company profile

1. 1

   Navigate to Settings. Click on Settings in the sidebar navigation. You will find the company profile section at the top of the settings page.

2. 2

   Set your company name. This is the official name that appears in the dashboard header, employee app, and all generated reports. Make sure it matches your legal or commonly used business name.

3. 3

   Upload your company logo. Add your brand logo (recommended size: 200x200 pixels, PNG or JPG format). The logo appears in the admin dashboard sidebar and on the employee mobile app login screen. A professional logo helps employees identify the correct organization.

4. 4

   Select your timezone. Choose the timezone where your primary office is located. This is a critical setting -- Clokio stores all attendance records in UTC internally but displays them in your chosen timezone. If your employees are clocking in at 9:00 AM local time, the system needs the correct timezone to display and calculate this accurately.

5. 5

   Set your country. Select the country where your business operates. This helps Clokio suggest appropriate defaults for working days (for example, suggesting Sunday-Thursday for Israel or Monday-Friday for the United States).

6. 6

   Add contact information. Enter your company's phone number and contact email. This information can be displayed to employees if they need to reach management.

7. 7

   Save your changes. Click the Save button to apply your profile settings. Changes take effect immediately across the entire system.

Departments and positions form your organizational hierarchy in Clokio. This structure lets you group employees logically, filter attendance reports by team, and assign relevant shifts and locations to specific groups. Setting this up before adding employees saves you time and keeps everything organized from the start.

Creating departments

Departments represent the major divisions within your company. Common examples include:

1. 1

   Go to Settings and find the Departments section.

2. 2

   Click the Add Department button.

3. 3

   Enter the department name (e.g., "Engineering") and an optional description. Click Save.

4. 4

   Repeat for each department in your organization.

Creating positions

Positions represent job titles or roles within your departments. They help you identify what each employee does and are useful for filtering attendance data by role. Examples include:

• check_circle Software Developer -- for engineering team members writing code
• check_circle UI/UX Designer -- for team members working on product design
• check_circle Team Lead -- for managers overseeing a team
• check_circle Sales Representative -- for customer-facing sales staff
• check_circle HR Coordinator -- for human resources personnel

To add a position, go to Settings, find the Positions section, click Add Position, enter the position title, and save. Positions are organization-wide, meaning any employee in any department can be assigned any position.

Defining your working days and hours tells Clokio when to expect attendance from your employees. This configuration is fundamental -- it drives absence detection, late arrival calculations, and overtime tracking. Without it, the system would not know the difference between a day off and a missed workday.

Configuring working days

Working days define which days of the week your organization operates. Clokio supports any combination of days, accommodating different regional standards:

1. 1

   Go to Settings and find the Working Days configuration. You can also configure working days per location under the Locations settings.

2. 2

   Toggle each day of the week on or off. Days that are toggled on are working days; days toggled off are rest days. On rest days, employees are not expected to clock in and absences will not be flagged.

3. 3

   Click Save to apply. These working days apply as the default for your organization.

Setting daily working hours

Working hours define the expected start and end times for each working day. These times are used to determine:

• check_circle Late arrivals -- Any clock-in after the start time (accounting for any grace period) is marked as late
• check_circle Early departures -- Clock-outs before the end time are flagged for review
• check_circle Overtime -- Hours worked beyond the end time are calculated as overtime
• check_circle Expected work duration -- The total hours expected per day for reporting

Working hours are configured as part of your shift definitions. When you create a shift (covered in the Shifts & Scheduling guide), you set specific start and end times for each day of the week. This allows different shifts to have different hours.

Different schedules per location

If your organization operates across multiple locations with different schedules, Clokio supports this through location-specific working days. Each location can have its own set of working days, independent of the organization default. For example:

• location_on Tel Aviv office -- Sunday to Thursday (standard Israeli work week)
• location_on London office -- Monday to Friday (standard UK work week)
• location_on Retail store -- Sunday to Saturday with a different shift rotation

Location-specific working days are configured when you set up each location. See the Locations & Geofencing guide for instructions on configuring per-location schedules.

System settings let you fine-tune how Clokio handles attendance tracking across your organization. These settings define the rules and thresholds that govern daily operations -- from what counts as "late" to when the system automatically clocks someone out.

Auto clock-out

Sometimes employees forget to clock out at the end of their workday. The auto clock-out setting prevents open attendance records from lingering indefinitely. When enabled, Clokio automatically clocks out any employee who has been clocked in past the specified time.

Break duration defaults

Configure the default expected break duration for your organization. This is used to calculate net working hours. When an employee takes a break, the system tracks the actual break duration and compares it against this default. Common settings include:

• restaurant 30 minutes -- Standard lunch break for shorter workdays
• restaurant 45 minutes -- Common in many European and Israeli workplaces
• restaurant 60 minutes -- Full one-hour lunch break

Overtime thresholds

Set the number of daily working hours after which additional time is counted as overtime. For example, if your standard workday is 8 hours, any time beyond that is flagged as overtime in reports. This setting is important for organizations that need to track overtime for payroll or compliance purposes.

Grace period for late arrivals

The grace period is a buffer (in minutes) after the scheduled start time during which a clock-in is still considered on time. This prevents minor delays from being marked as late arrivals.

Minimum work hours

Set the minimum number of hours an employee should work per day. If an employee clocks out before reaching this minimum (and it is not a leave day), the attendance record can be flagged for review. This helps identify employees who may be departing significantly early.

Notification preferences

Control which notifications you and your team receive. Clokio can send notifications for various events:

• check_circle New leave requests submitted by employees
• check_circle Attendance anomalies (missed clock-outs, out-of-geofence clock-ins)
• check_circle Daily attendance summary at end of day
• check_circle Webhook notifications to external services (Slack, Teams, Discord)