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User Guide Step-by-Step Guide – Version 2.0 – Dec’16

"Where's My Staff" Attendance System Full Guide v2.0

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Page 1: "Where's My Staff" Attendance System Full Guide v2.0

User Guide Step-by-Step Guide – Version 2.0 – Dec’16

Page 2: "Where's My Staff" Attendance System Full Guide v2.0

User Guide | Step-by-Step Guide – Version 2.0 – Dec’16 2

Table of Contents

Introduction …………………………………………………………….…… Page 3

Before getting started …………………………………………………. Page 6

Where do I get started? …………………………………………….... Page 7

Company’s Profile ……………….…………………………………….… Page 9

Attendance ………………………..………………………………………… Page 12

Multi-Branches or Departments………………………………….. Page 13

Employees …………………………………………………………………… Page 14

Reports ………………………………………………………………………... Page 17

Adjust ………………………………………………………………………….. Page 26

The Employees’ Application ……………………………………….. Page 27

Activating the Application ………………………………………..… Page 30

Employee Application Overview ……………………………..…. Page 32

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Introduction

What is “Where’s My Staff” Application?

“Where’s My Staff” is actually two applications in one, where the first is an

attendance recording application that works through NFC technology that

we currently find in mobile phones; and the second is a location detector

based on GPS technology and is used to locate the positions of employees

who work outside the company’s premises.

Which mobile phones can run the application?

“Where’s My Staff” in fact supports all mobile phones operating on Android

4.0 systems or later and all operating mobile phones on IOS 8.0 or later. It’s

also noteworthy that the application automatically switches to QR technique

when using mobile phones that do not support the NFC technique.

What is NFC technique?

NFC stands for Near Field Communication which is a technique that enables

devices (like mobile phones and NFC tags) to communicate without any

physical contact at near distances. This particular technique operates within a

frequency of 13.56 MHZ. Tapping the mobile phone upon the paying

machine is amongst the widely known and used purposes of NFC technique.

Not to mention that this technique enables mobile phones to exchange

information through osculation or “Android Beam”.

What is QR technique?

QR technique or what so called “Quick Response Code” is a code that

somewhat resembles the regular Barcode that comes in a squared shape or

two dimensional shapes. Any mobile’s camera is able to detect this code and

decode it as well.

Tip:

Review list of

mobile phones

supporting NFC

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What is GPS technique?

The GPS technique or the Global Position System is a technique that already

exists in all the smart phones, its primary task is to detect the location of the

phones through satellites or transmitter towers by telecommunication

providers.

Where can I get the NFC tag?

You can purchase the NFC tag from the applications official website

www.whereismystaff.com/buy_NFCor from any specialized store, it must be

noted that tag’s characteristics should be as follow:

Mifare®Ultralight

What are the characteristics of the NFC tag by

“Where’s My Staff”?

The exterior specifications of the NFC tag:

It is made up of PVC material that insulates the chips from external

factors

The back side of the tag is actually an adhesive material made by 3M

Company. It has a very high tolerant capacity and defies the external

factors

The front side of the tag is designed in such a modern and elegant

way that makes it suitable to be placed anywhere and has a QR code

It comes in different sizes:

o Rectangular 8.5cm X 5.4cm

o Rectangular 4.25cm X 2.7cm

o Circular of diameter 2.5cm

The thickness of the chip is approximately 1mm

The technical specifications of the NFC tag

Mifare Ultralight

13.56 MHZ contactless smart card

ISO/IEC 14443 Type A

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How does “Where’s My Staff” operate?

Control the attendance and working hours within the company

In this very case, where’s my staff works through passing each mobile phone

onto the NFC tag placed inside the company upon arriving and upon leaving

the company. This NFC tag is regarded as the company’s unique code where

the employees can only register their attendance by passing their mobiles

phones onto this tag. As soon as the application captures the company’s

unique code it will automatically save the date and the time, then sends

these data to the admin’s account via Internet. Yet, if the employee’s mobile

phone is not connected to the Internet, the data will be safely saved -thanks

to cloud storage, we can work anywhere and anytime- until it is connected

to the Internet later on and then it sends them to the admin’s account.

The same process takes place if the mobile phones used don’t support NFC

technique, however instead of passing the mobile phones onto the tag you

simply direct the phone’s camera to the QR code found on the tag.

Control the attendance and working hours outside the company

“Where’s My Staff” works in this case through the GPS technique where each

employee clicks on the “check in” button in the application upon their arrival

and then on “check out” when they leave their location.

Note: According to our privacy policy, employees should click on “check in”

and “check out” in order to track them.

Tip:

You can

download the

Quick start

Guide

Tip:

Review the Full

Privacy Policy

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Before getting started

To use the application as an attendance and work control system inside the

company you will need to:

I. Create an admin account for your company or organization on the

official website of the application www.whereismystaff.com

II. Have an NFC tag attached inside of your company, onto which the

employees must pass their phones to register the time of their

attendance and that of their departure

III. Download the application onto the employees’ phones from Google

Store or App Store so that they convert their phones to unique

identification cards

To use the application as an attendance and work control system outside the

company you will need to:

I. Create an admin account for your company or organization on the

official website of the application www.whereismystaff.com

II. Download the application onto the employees’ phones from Google

Store Real-Time | Normal or App Store Real-Time | Normal so that

they convert their phones to unique identification and tracking cards

To use the application as an attendance and work control system outside

and inside the company at the same time you will need to:

I. Create an admin account for your company or organization on the

official website of the application www.whereismystaff.com

II. Have an NFC tag attached inside of your company, onto which the

employees must pass their phones to register the time of their

attendance and that of their departure

III. Download the application onto the employees’ phones from Google

Store Real-Time | Normal or App Store Real-Time | Normal so that

they convert their phones to unique identification and tracking cards

Tip:

“Normal” means

Non-continuous

geo-location.

“Real-Time”

means

Continuous geo-

location.

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Where do I get started?

To start using “Where’s My Staff” application all you’ve got to do is follow

these simple steps:

Create an admin’s account for your organization or company

The admin’s account is set to be the primary account through which you can

add, trace or follow up, save and edit all sorts of information you gathered

about the employees. You might as well request different kinds of reports

and monitor the attendance and track in real time the working hours of the

employees. In order to create the admin’s account you should:

I. Go to the following link http://www.whereismystaff.com/register.php or

click on register found in the home page of the application’s website.

II. After selecting your most appropriate option, you should fill in the

following information. All fields are required.

Field’s Name Description

Company’s

Name

The name of your company or organization. This name

will appear in all reports and you may adjust it later on

in Profile.

Company’s

Domain

The type of activities your company carries on. You can

choose from the list.

Username The name of the user used to log into the admin’s

account. It may contain letters and numbers and it

doesn’t matter if they are capital or small letters.

E-mail The electronic mail to which you will be sent a

verification code in order to activate the account.

Password Choose a password for the admin’s account. It may

consist of letters, numbers and characters. In case you

forgot your password, you may click on “forgot

password?” in the home page where you entered your

E-mail so that you’d be sent a code to reset your

password. You may, at any time, change your password

in Profile.

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Password

again

Enter the password again for confirmation

After successfully entering all information click on “Register” and you will be

sent an activation code to the E-mail address you previously entered. In case

you didn’t get the mail kindly check your Junk Mail.

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Company’s Profile

Start by entering the company’s name whichever the way you wish it

appear in reports

Enter the E-mail address with which you can subscribe and renew

your plan, and to refer to support tickets

Enter the phone and fax number

Enter the tag’s code that’s affixed at the company’s’ entrance exit

Choose an image for your company

Choose the reset time so that all data and information disappears

from the map but are kept in the reports

Enter the QR checkout range (for iPhone users), it is the maximum

distance for an employee to be able to check-in/out when scanning

the QR code

You can enable the “verify checkout” so that the employees will be

compelled to checkout from within the company, disable this option

and the employee will be able to checkout from any place outside the

company’s office

Enable salary to display the salary of the employees when you add

them, and to benefit from the salary report

Enable “change pass” to change the password and then click save

Tip:

If you don’t

choose image

(Logo) for your

company, we’ll

display your

company’s first

letter as logo.

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Set Company Location

To set the company’s location drag and drop the pin of the location of the

company on the map. The coordinates (Latitude- Longitude) will appear on

the top left, click save to save the locations. (You can always locate the

company manually by copying the coordinates from Google maps and

putting them into the coordinates’ fields)

Tip: How get the

coordinates of a

place

. Open Google

Map

. Right Click the

place or area on

the map

. Select “what’s

here?”

. At the bottom

you will see a

card with the

coordinates

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The homepage of Admin Backend Overview

It is the page that displays the information of attendance and working places

of the employees on the map.

You can check the box on the upper right to display the Branches

&Company’s pins on the map or uncheck it to make the pins

disappear

The home icon redirects you to the default saved location on the

map (you can save a default location by going to the map and

choose a specific location and click save )

The Archive icon displays the check-ins and outs of the employees

If you click on the pin icon , the

map will display the locations of the external

employees (GEO). If you click on the tag icon

, a list of the employees who

checked in and checked out will be displayed

for the internal employees (NFC).

Tip:

Click on the

upper left of the

screen to go

back to profile.

Tip:

The Green pin

on map shows

the employees

who checked in

and didn’t leave

yet. The red

shows those

who checked

out. And in Real-

time track you

will see the Path

of each

employee

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Attendance

Check the boxes of the working days

Enter the time for which the attendance starts

Enter the break start time and the break end time (in order to

calculate the payrolls)

Enter the time at which the attendance ends and then click save

In the near future, the admin will be able to set the working days for

each individual separately and not for the entire company.

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Multi-Branches or Departments

Enter the Branch or department name and the NFC tag’s code (Each

branch/Department should have a different NFC Tag)

Drop the pin of the location of branch on map, in case the company

has many departments, entrances or exits click “Same As Company’s

Location” button the coordinates will appear or

you can enter them manually if you want, then click “Add”.

You can edit , locate and even delete branches.

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Employees

You may add or edit or even delete employees’ accounts as well as issue an

activation code for each employee.

This page is divided into two sections as follow:

Section A: In this section you can add a new employee

Field Description

First Name

The employee’s first name. It will appear on the

employee’s application as soon as it’s activated, as

well as in the different reports of the admin’s

account.

Last Name The employee’s last name which will appear on the

application as soon as it’s activated, as well as in the

different reports of the admin’s account.

Phone The employee’s phone number. Employees must

confirm their phone number and make sure it is

correct. (The activation code will be sent to the

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supplied phone number)PS: Phone number + Area

code.

GEO It is an ON/OFF option. In case the employees work

outside the company, the admin must turn it on to

make sure that their attendance to the sites outside

the company is registered, and the application will

automatically save their location as well as the time

of arrival and departure.

NFC It is an ON/OFF option. In this case the employees

work only within the company. The admin must turn

it ON to make sure that their attendance by tapping

their phones onto the NFC tag attached inside of the

company’s registered, and the application will

automatically save the exact time of arrival and

departure.

Note: In case the employees work both inside and

outside, the admin may track their presence in both

cases where they should turn ON the GEO and NFC

features at the same time.

Image The employee’s photo. In case of not selecting a

photo the system will automatically select an image

of the employee’s initials that will appear in all sorts

of reports. It will help you have a better visual

interaction with the system.

Branch Select the branch of the company

Hourly wage Enter the number of the hourly wage without

currency sign.

And then click “Add”.

Section B: In this section you will find a list of all the employees previously

added in section A, through which you will be able to send the activation

code for each employee.

Tip:

If you don’t

choose image

for employee,

we’ll display the

employee’s

initials as logo.

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You can activate the application on the employee’s phone by having them

manually enter the activation code sent to their phones in

the “key” field (on App) or by directly clicking on the activation link (sent to

him by SMS). In case the employees haven’t yet downloaded the application,

they will be redirected to Google play store upon clicking on the link on SMS

so that they can download the application. In case the employee didn’t

receive the activation code, you can resend them the code by clicking on the

envelope icon that appears next to the employee’s image.

In order to edit the employee’s information, click on the edit icon and all

the information previously entered in section A about the employee will pop

up and you can edit any information you wish to and then click save.

To refresh or change the activation key click

To delete an employee: click on

Tip:

Don’t forget to

enter the Area

code with + sign

in the employee

phone number

field

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Reports

The admin’s account contains 8 different kinds of reports, all of which can be

extracted into Excel sheets or printed

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My Employees Report

In this report, managers who intend to preview the list or registered

employees along with the date they’ve been added. You can arrange the

report according to your own personal preferences. All you have to do is

click on the title of the column to change the arrangement. For instance, if

you wish to arrange the data according to the alphabetical order, click on

the First Name at the top of the column and the report will be displayed

according to the alphabetical order from the first to the last or even vice

versa. In case you want to issue the report in Excel format, click on at the

top right of the report. The information is then extracted to an excel sheet to

be imported to other software or to make your own modifications or

calculations. Also you can print the report directly from

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Working Hours Report

In this report, managers who intend to check how many hours their

employee has worked within a specific period of time. The manger has to

select the branch/Department and the name of the employee as well as set a

date between two periods of time in order to calculate the employee’s

working hours throughout that period. The information is then transferred

into an excel sheet to be imported to another software or to make your

modifications and calculations or just to be printed (you can either export

the report to excel sheet or print it directly) You are able to display the order

of a report according to your preferences (according to the most working

hours, least working hours or even according to the alphabetical order). All

you have to do is click on the title of the column you wish to arrange the

report according to.

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Employee History Report

It is actually 2 reports including the same information but one represents the

information in a table and the other on a map.

The report in the form of a table

In this report, managers can preview the activity log and how much time an

employee has spent doing an activity be it inside the company or outside it

and in any branch or department they choose. Click on the excel icon to

export the report in Excel format, or directly print it.

The reports in the form of a map:

In case you select the group of employees who work outside the company

who are tracked through the GPS, the term “Map” will appear on the

top right of the screen where you can click on, to pin point the sites the

users have checked in/out on the map along with the times, dates and

location as it shows below:

Tip:

You can preview

only the GEO-

Employees or

only the NFC

ones, or both

Tip:

GEO refers the

employees who

work outside the

company

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(The managers can uncheck on each log to make the pin disappear for

better previewing)

Tip:

It’s not that we

can preview the

GEO employees

or NFC

employees or

Both, it’s

previewing only

GEO check

ins/outs or only

NFC/QR records

or Both kind of

records

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Daily history Report

In this report, managers get the chance to know exactly how many hours a

day an employee has spent working inside or outside a company.

Managers should select the branch, and enter a specific date; they can also

choose to check employees who work inside a company by selecting NFC or

those who work outside by selecting GEO; In case where employees work

both inside and outside a company, managers should select BOTH.

The information is transferable into an excel sheet to be imported to another

software or to make your modifications and calculations or just to be

printed.

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Doubtful Checkouts Report

It is a report especially for those employees who work outside the company

and are tracked through the GPS. This kind of report displays the time of

users who checked in at a certain location and checked out from a different

one.

You may display the report according to the margin

of distant from the location that the user first checked in and that’s by

entering the kilometers in the Max Margin at the top of the report page.

You may also display the report of a user or all users between two dates you

specify. You may be able to display the arrangement of a report according

to your preferences all you have to do is click on the title of the column you

wish to arrange the report according to.

In case you want to issue the report in Excel format, click on at the top

right of the report.

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Location History Report

This is a report for the employees who work outside the company and are

tracked through the GPS, where it enables you to display the users who

visited a location you select on the map during a certain period of time.

All you have to do is specify the date and click on the map to select the

location.

To select the location:

Click on the map to select the first angle of the location you want and then

repeat the process to select the 3 other angles. You can zoom in and out by

clicking on one of the angles and swift back and forth.

You may re-locate the location by clicking

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Click on and a list of the employees who visited the area will appear

at the bottom of the map including the location you specified as well as the

time.

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Employees Salary Report

In this report, the manager can easily calculate employees’ salaries. By

setting up how much is the hourly wage for each employee, how many

hours the employees have worked, how many overtime hours they have

spent, how much is the basic salary, the total salary is hereafter calculated.

There are two methods to calculate the salary. The first one is calculated

based on the first check-in and the last check-out including the break time

between the check-ins and check-outs.

The second method however calculates the time between each check-in and

check-out excluding the break time between a break-out and break-in; extra

hours can be added though.

The report can be printed or exported into excel sheet format.

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Real Time Path Report

This report shows the trajectory of employees on the map when checking

“Road trajectory” box and map view. A trajectory of the pathway that an

employee has visited will be displayed on the map.

When checking the “Detailed” box a more detailed trajectory is displayed

within a specific range of accuracy. Managers have to select a branch and

enter an employee’s name, and a specific date.

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By clicking on the location list, a list of the coordinates and the address will

be featured as well as the time spent at each location.

The “Min Accuracy” is the criteria that define the accuracy of displayed

trajectories over the map, In other words:

Higher “Min Accuracy” means a less accurate trajectory

Lower “Min Accuracy” means a more accurate trajectory

Note: This criteria highly relates to the accuracy of the GPS in each country

The report can be printed or even exported into excel sheet to edit.

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Overtime Report

In this report, managers who intend to check the employees’ overtime hours

should select the branch, the employee, specify the date and set the

overtime rate.

The report will calculate the overtime salary according to the overtime hours

and the overtime rate. The report can be transferred into an excel sheet or

printed directly.

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Attendance Reports

This part is divided into 4 kinds

of reports. All of these reports

can be exported into an excel

sheet or even printed directly.

Late-In Report

Late in report allows managers to check who arrived late to the company.

There’s a specific margin set by the manager in which the employee cannot

violate that margin and will be held accountable if so. The system will

calculate how many minutes the employee is late.

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Early-Out Report

Early out report allows managers to check who left the company early.

There’s a specific margin set by the manager in which the employee cannot

violate that margin and will be held accountable if so. The system will

calculate how early (how many minutes) the employee has left.

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Late In – Early Out Report

Late in- Early out report is a report that merges both reports into one.

Absence Report

Absence Report allows managers to check the absent employees during a

specific date and according to defined criteria such as the branch, certain

employee and type

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Adjust

You can edit or cancel any check-ins and check-outs

All you have to do is select the employee’s name and select the day you wish

to edit in “Criteria”, the system will automatically display the day you selected

in “Log”. You may edit the day or the time of the check in or out, and then

save the changes by clicking on

In case you wish to cancel the check in and checkout of an employee, you

have to select the day and the employee from “Criteria” and then click on

Tasks This feature will be available soon

Subscription The plan will appear along with the price to be paid.

Logout To log out of the admin’s account.

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The Employees Application

The employees’ application is an application for the smart phones found on

Google Play Store and App store, through this application, employees can

register their attendance. This application was designed in a user-friendly

interface to ensure the ease of use for all the users. This application doesn’t

include any ads banners.

Why permissions?

Like the rest of the applications, “Where’s My Staff” requires some

permissions from the employees in order to work properly. In the following,

a list of the permissions the application requires and the reason for each:

Permissions The reason

ID Searching for accounts on

the device

In order to activate the employee’s

account.

Location The precise location

(related to the GPS)

In order to locate the position of the

employee when turning GEO and QR

features ON.

Note: detecting the employee’s

location can be done only upon their

consent when they click on Check in.

Consequently, the admin cannot track

the employees without their consent.

Camera To capture photos

and videos

When using the application through

QR for iPhone users, the application

requires accessing the camera in order

to capture the QR image. This image

will not be saved whatsoever but will

be analyzed to decode the QR code.

Receive Internet Data In order to activate the application and

edit any data entered by the admin on

the employee’s account.

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The full access of the network In order to send the data saved on the

application to the admin’s account.

Display the connections of the

network

In order to ensure whether or not

there is a connection with the network

and based on this you’ll be able to edit

some of the properties.

Control Near Field

Communication

In order to interact with the NFC tag

attached in the location.

Never put the device on silent

mode

In order to alert the employees and

remind them to check out when

leaving their work.

To use accounts on the device It is one of the most important

permissions, in order to allow the

application to use Google maps to

track the locations as well as access

Google’s services.

Privacy

Privacy was our primary concern when we designed this application, whether

the information was related to the company or the admins’ accounts or even

the employees and users. So, we assure and guarantee all of “Where’s My

Staff” users that their information are completely confidential and coded on

private servers and no party, whether it’s the producing company or any

judicial, civil, security, can access the data unless it has the direct permission

of the owner.

The employees and users of the application can rest assured that their

information will be fully safe and no one has the rights to access it unless the

user clicks on Check in. The application will notify the user that he/she are

being tracked throughout the usage of the application when clicking on

check in.

The producing company has collaborated with a company named Iubenda

specialized in formulating and establishing privacy policies on the Internet to

revise the applications’ permissions and that of the website of the

application and establish a privacy policy for the application.

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For more info about “Where’s My Staff“ Privacy Policy please click on the

following link:

https://www.iubenda.com/privacy-policy/7768529/full-legal

Access the Application without connecting to the

Internet

You may use the application offline, where the application saves the

information and data on the employee’s device until it’s connected to the

Internet. As soon as there’s an Internet connection the information and data

is automatically transferred to the admin’s account.

It must be noted though that the information will not be displayed on the

admin’s account unless the employees’ devices are connected to the

Internet. Not to mention that while being offline, locating the position is

usually less accurate than when it is actually connected to the Internet.

When using the application for the very first time, (i.e. when activating the

application) the smart phone must be connected to the Internet.

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Activating the Application

After downloading the application from App store or Google Play store, the

following screen will appear when you open the application:

Then the admin must log into his account

and click on at the top left of the screen

and click on Employees. Upon clicking on

Employees, a list of names of all the users

previously added will appear.

Employees can activate their account by manually typing the activation code

sent to their phones in the “key” field or by directly clicking on the activation

link. In case the employees haven’t yet downloaded the application, they will

be redirected to Google Play Store or App Store upon clicking on the link so

that they can download the application. In case the employee didn’t receive

the activation code, he/she can simply ask the admin to resend them an

activation code.

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Employee Application Overview

As soon as the application is activated, the following screen will emerge

When using NFC (for internal employees)

A general outlook on “Where’s My Staff” application of the employees

We have designed this application to be user friendly, so all the user can see

is this one screen including the settings of the application at the top right

of the screen. This screen displays a greeting phrase and the name of the

user “Welcome John Smith” as well as the “check in” button in the middle of

the screen and an exist button on the bottom right of the screen

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Check in button

It works by swiping right with your finger or with long click.

After successfully checking in, the “check in” button will turn to “check out”

button as you may see in the image below:

As long as you have “check in” mode on the application, there will be a sign

at the top of the screen of the phone to remind the employees that they

need to check out as soon as the finish their work.

To finalize the operation of check out or to register out of work, the users

have to swipe to the left with their fingers as shown below

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To check in/out for both GEO and NFC at

the same time, swipe right to check

in/out from inside the company and left

for GEO and then turn on the GPS

settings.

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Settings

To access the application’s settings, click on found at the top right of the

screen.

Restore Colors: The application switches colors according to the

organization or company’s logo color put in the profile of the

admin’s account. Users can switch the color of the application to

the default one by clicking on Restore Colors.

Send Log: If any technical issues or troubleshooting in the

application, the user may click on “send log” to send the essential

information to the support department of the application and the

issue will be addressed in a matter of maximum 12 hours. In

certain cases, when asking for a technical help from the support

department, you will be asked by the latter to send the

information through Send Log in order to diagnose the problem

and fix it.

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Note: send log doesn’t contain any private information like the phone

number or the location.

Show Uservoice: it is a support ticket to communicate with the

support team

Show Activity: to avoid manipulation, each employee can preview

the set of activities they’ve done.

Refresh: Use it to refresh the application

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Video Guide Available Online

© 2016 Tragging Ltd. All right reserved.

STATEMENTS IN THIS DOCUMENTS REGARDING THIRD-PARTY STANDARDS OR

SOFTWARE ARE BASED ON INFORMATION MADE AVAILABLE BY THIRD PARTIES.

TRAGGING AND ITS AFFILIATES ARE NOT THE SOURCE OF SUCH INFORMATION AND

HAVE NOT INDEPENDENTLY VERIFIED SUCH INFORMATION. THE INFORMATION IN THIS

DOCUMENT IS SUBJECT TO CHANGE WITHOUT NOTICE.

Trademarks and Patents

Tragging, the Tragging logo, and “Where’s My Staff” are registered trademarks of Tragging

Ltd. Other parties’ marks are the property of their respective owners. Features and services

within “Where’s My Staff” products may be the subject matter of pending and issued

patents assigned to Tragging Ltd.

Important

Terms, conditions, features, service offering, prices, and hours referenced in this document

are subject to change without notice. We at Tragging are committed to bringing you great

online services through “Where’s My Staff”. Occasionally, we may decide to update our

selection and change our service offering, so please check www.whereismystaff.com for the

latest information, including pricing and availability, on our products and services.