Initial instructions for companies - Start here

This article guides companies that are starting to use Day.io. It gathers the main steps to set up the platform, prepare employees, define work schedule rules, and begin time tracking management securely.

Day.io can be used for time tracking, work schedule management, requests, payroll integrations, and team management.

The initial setup should be done by the person who manages the tool in the company, usually HR, leadership, or the account owner.

Access the related articles for more details on how to follow each step.

Main Actions or Setup

1. Create the company account
   • Go to admin.day.io.
   • Create the company account.
   • Use an email of the person responsible for platform management.
   • Define whether the company will use time tracking, timesheet management, or both.
      
2. Get to know the Administration Panel
   • Take the initial tour of the platform.
   • Identify the main menus.
   • Understand where the areas for employees, schedules, rules, requests, punches, and reports are located.
      
3. Set up the company structure
   • Register positions.
   • Register departments.
   • Register teams.
   • Organize the structure to facilitate permissions, reports, and management.
      
4. Define how employees will clock in
   • Choose the available clock-in methods for the company.
   • Configure whether clock-in will be done via app, computer, Tablet Kiosk, or other enabled methods.
   • Inform employees about the correct clock-in method.
      
5. Define clock-in verification and location
   • Set up the validation methods for the records.
   • Use options such as GPS, Wi-Fi, facial recognition, or other available verifications.
   • Ensure the setup aligns with the company's internal rules.
      
6. Set up clients, if necessary
   • Register clients when there are employees allocated at clients or working on outsourced activities.
   • Use this setup to organize projects, teams, or external work locations.
      
7. Register employees and permissions
   • Add employees to the platform.
   • Configure permissions and additional permissions according to each person's responsibility.
   • Link employees to the company's structures.
      
8. Create work schedules
   • Set up the schedule for each group or employee.
   • Define hours, workdays, breaks, and specific rules.
   • Ensure employees are associated with the correct schedule.
      
9. Set up rule groups
   • Define hour banks, extra hours, tolerances, and calculation rules.
   • Associate employees with the correct groups.
   • Review the rules before starting operations.
      
10. Prepare time closing and payroll
    • Configure the export layout according to the payroll system.
    • Set up payment groups.
    • Define the time closing workflow.
       
11. Set up the requests tool
    • Create request types, absences, or schedule extensions.
    • Define approval flows and absence rules.
       
12. Communicate with employees and managers
    • Share the initial instructions for employees.
    • Guide managers on Super Punch, punches, Requests, and Reports.
    • Explain how to monitor punches, requests, and inconsistencies.
       
13. Complete time closing
    • Review records and inconsistencies.
    • Analyze requests and adjustments.
    • Export the information to payroll.
    • Use electronic signature, if needed, to strengthen receipt validation.
      • All tips here!
         

Tips or Troubleshooting

• Before releasing, confirm if employees, schedules, and rules have been configured.
• If an employee cannot clock in, review employee profile, schedule, rule group, and registration method.
• If closing shows discrepancies, review pending requests and inconsistencies.
• If export to payroll fails, validate the layout and required fields.
• If managers cannot see employees, review permissions and team structure.

Best Practices

• Set up the company structure before registering all employees.
• Review schedules and rules carefully before the first closing.
• Communicate with employees in advance about how to clock in.
• Train managers to monitor requests and inconsistencies.
• Test the process with a smaller group before expanding to the entire company.
• Keep registrations, permissions, and rules always updated.

Frequently Asked Questions

1. Who should create the company account?
   The account should be created by the professional responsible for managing the tool, usually HR or the account manager.

2. Is it possible to use time tracking and timesheets together?
   Yes. The company can subscribe to time tracking, timesheet management, or both on a single platform.

3. What should be configured before inviting employees?
   Company structure, schedules, rule groups, permissions, and punch registration methods.

4. How to prepare managers to use Day.io?
   Guide the use of Super Punch, Punches, Requests, and Reports to monitor operations.

5. When to perform time closing?
   After records, requests, and adjustments have been reviewed according to the company's closing period.