User Manual

Quick start (new company)

First-time setup goes in this order — each step builds on the previous one:

Dashboard

Admin → Dashboard

Your landing page after logging in. Gives an overview of today: who's working, open announcements and shortcuts to the most important tasks. Colored badges on menu items (e.g. on Clock, Claims, Swap requests) mean something is waiting on your action — that's always the fastest way to see what needs attention.

Employees

Staff → Employees

Manage everyone who works for the company here: name, contact details, staff number + PIN (for the clock), hourly wage, weekly contract hours, date of birth and which department(s) and role(s) they're linked to. An employee can be linked to multiple departments.

You also open the account from this page: when creating an employee, they receive an email to activate their account and set a password.

Departments & roles

Staff → Departments

A department is, for example, Floor, Kitchen or Bar. Within each department you create roles (e.g. Manager, Experienced, New) with an order from senior to junior. That order determines the default role for new employees and is used by the schedule engine.

You can set fallback rules: which role may cover a shift from another role if nobody with the required role is available (e.g. a Bar Manager may cover a Bartender shift). This prevents shifts from staying unfilled purely because the exact role is missing.

Hours

Overview → Hours

A daily overview of the clock status per scheduled shift: who's clocked in, who's late, who hasn't clocked out yet. You also see extra (unscheduled) clock entries here and can manually add or correct a time record.

Clock & kiosk

Overview → Clock · Administration → Settings → Kiosk

Employees clock in and out on a shared device (tablet/PC at the entrance) using their staff number + PIN — this is called the kiosk. To pair the kiosk:

1. Go to Settings → Kiosk and copy the kiosk token.
2. Open /clock on the kiosk device and paste the token during setup.
3. The device remembers the token; employees then only need to enter their staff number + PIN.

If you've allowed certain employees to clock colleagues in/out from their own account (without the kiosk), configure that via the employee's permissions.

Optionally set up clock-out fields (e.g. break duration, meal allowance with a price) — these appear as short questions when someone clocks out, and the answers show up in reports and exports.

Checklists

Overview → Checklists

Create recurring tasks (opening, closing, HACCP rounds) and assign them to employees or roles. Completion is visible per employee, so you can see what has and hasn't been checked off.

Reports

Overview → Reports

Pick a month or a custom period for an overview of worked vs. scheduled hours, labor costs and no-shows, plus a per-employee table showing deviation from contract hours. Export as PDF or Excel, or use the Dutch payroll export (staff number, gross pay, meal allowance, etc.) to hand over to your payroll administration.

Building the schedule

Schedule → Schedule

The week view where you build the schedule: drag employees onto shifts, or leave a shift unassigned to fill in later. Practical buttons in the action bar:

• Copy previous week — quickly lay down a base for a new week.
• Publish — makes the schedule visible to employees (only then do they get a notification).
• Shift briefing — a short note on a specific shift, visible to the employee(s) scheduled on it.
• Export — as PDF (to print/post) or Excel.

Published weeks can be found under Schedule → Published.

Recurring shifts (templates)

Schedule → Recurring shifts

A template is a reusable weekly layout — which shifts recur on which day with which staffing. Apply the template to a week to fill it instantly with the standard structure. On a higher plan you can manage multiple template groups (e.g. "Summer" and "Winter") and switch between seasons.

Shifts

Schedule → Shifts

This is where you define the shift types themselves: name, start and end time, and which department it belongs to. A shift that ends after midnight (e.g. a closing shift) is automatically recognized as a "night shift" so the rest-time rule accounts for it correctly.

Schedule engine (auto-fill)

Schedule → Schedule engine

Let the system automatically fill empty shifts based on availability, contract hours, fair distribution of hours and the fallback rules between roles. The page itself explains the order of trade-offs (who gets priority for a shift) in detail.

In Settings you can optionally turn on automatic scheduling: the system then generates a draft schedule itself at a fixed time each week, which you then review and publish.

Announcements, chat & logbook

Communication → Announcements · Chat · Logbook

• Announcements — a company-wide message on every employee's dashboard.
• Chat — channels between employees and admins; can be turned off per company.
• Logbook — an ongoing log for daily notes (e.g. handover between shifts).

Claims, swap requests, hour corrections & leave

Requests → Claims · Swap requests · Hour corrections · Leave requests

Everything an employee submits that needs a decision from you (or an authorized team lead) comes together here — with badges on the menu as soon as something is open:

• Claims — an employee signs up for an open, published shift.
• Swap requests — a shift swap between two employees, or an open swap/takeover anyone can respond to.
• Hour corrections — an employee requests an adjustment to a clock record.
• Leave requests — approve or reject, with an optional note.

Under Settings → Swap requests you set who can approve swap requests — this can also be delegated to team leads (they then see an Approvals tab in their own account).

Settings

Administration → Settings

The central place for company-wide configuration, split into sections:

• Notifications — which automatic emails/push notifications are active.
• Schedule engine — parameters for auto-fill.
• Schedule rhythm — the default rhythm you schedule in.
• Availability reminder — weekly reminder to employees.
• Shift reminder — daily reminder about that day's shift.
• Automatic scheduling — draft schedule on a fixed day/time.
• Auto-offer — automatically alert employees to an unfilled published shift.
• Features — turn chat and the leave module on or off per company.
• Swap requests — who has approval rights.
• Kiosk — the token for the kiosk device.
• Account & Language — your own details and NL/EN display.

Support

Administration → Support

Questions or issues? Submit them here. If the admin chatbot assistant is enabled for your company, you'll find it as a separate widget in the bottom-right corner — it can look up answers directly in your own data (employees, schedule, hours).

Quick start

Today

Tab: Today

Your home screen: your next shift, current announcements and any open checklist tasks at a glance.

Schedule

Tab: Schedule

Your own (published) shifts per week. Schedules that haven't been published yet are not shown — a shift only becomes visible and counts once the admin publishes it.

Under the schedule settings you can copy a personal calendar link (iCal) and add it to Google Calendar, Apple Calendar or Outlook — your schedule then appears automatically in your own calendar app and stays up to date whenever something changes.

Availability

Tab: Availability

Indicate per week when you can work. There is a default availability that recurs every week, and you can override it for a specific week (e.g. around a dentist appointment or vacation) without losing your default pattern.

• The star on a day marks a preferred day.
• The pencil opens a note field and/or a preferred shift for that day.

Checklist

Tab: Checklist

Tasks assigned to you (or your role), for example for opening or closing the venue. Check them off as soon as they're done.

More

Tab: More

• Chat — messages with colleagues and admins (if enabled).
• Leave — request leave and view the status of past requests.
• Requests — swap a shift with a colleague, offer an open swap, or take over an open shift.
• Hours — your worked hours per period, and submitting a correction.
• Approvals — only visible if you're authorized to approve others' requests.
• Clock colleagues in/out — only visible with the right permissions.
• Settings — notification preferences, push notifications on/off, and the app language.

Clocking in

Shared device: /clock

You don't clock in through the app on your own phone, but on the shared kiosk device at the venue: enter your staff number and PIN to clock in or out. Ask your admin for your staff number/PIN if you don't have one yet. If your venue has a clock-out question set up (e.g. break duration or meal allowance), answer it briefly on screen when clocking out.