Step 1
Goto our Signup page or Click here https://www.geotimecard.com/sign-up.php a new tab will open
Signup and create your company administrative account. This is the main company account, billing and setting up all employees, managers, supervisors go under this account.
Please make sure to enter in full address, you will see full address geographical location using google maps. (not mandatory)
Activate Account via email
You will get email from our server, please check your inbox or junk and click on activate button. Otherwise you will not be able to login.
In case you have issues send email to support@ajscloud.com
Step 2
Login with the email address & password you entered in Step1
Step 3
Click the “user icon” on the left side pane of the page and choose “Add New Users”
Now enter in the user information in the “Add User” Screen
As soon as the new user is added; newly added user will get automated email from the system on how to download the mobile app.
Once all the data is entered click “Add User” on the lower right side of the page
Important tips
SMS feature
In case this is a “SMS” user, user will then get SMS/text message
SMS feature is not available under free or paid Packages. This feature is only available under our “Custom” Package.
**Not to track Geo Location
All users by default are tracked with geo-fencing.
Which means user can;
a) only clock-in at the project location.
b) if the user leaves the project location and does not clock-out or start break, in that case Mobile application will automatically logout the user.
If “Not to track Geo location” is enabled it will disable project geo-fencing and the user will not be tracked. All automatic function of the mobile app will be disabled. This option is ideal for managers, supervisors only.
User Permissions and roles
|
Roles |
Administrator |
Manager |
Supervisors |
User |
|
Company Admin |
Yes |
No |
No |
No |
|
Add User |
Yes |
Yes |
No |
No |
|
Add Projects |
Yes |
Yes |
Yes |
No |
|
Disable Users |
Yes |
Yes |
No |
No |
|
Disable Projects |
Yes |
Yes |
No |
No |
|
Download Time sheets |
Yes |
Yes |
Yes |
Only with logged in users |
|
Allocate Projects |
Yes |
Yes |
Yes |
No |
|
Update Payments |
Yes |
No |
No |
No |
Step 4
Add Projects by going to “Manage Projects” button on the left pane.
On this screen you can add projects, make sure to enter in the project full address under “Project location” and verify the geo-location on the map adjacent to the address. Data should automatically enter in Address 1, City, State, latitude or longitude.
In case you do not see the project address Goto : https://www.google.com/maps and copy paste your latitude and longitude.
Once all the data is entered click, “Add Project” button on the lower right side of the page.
If the project is closed, simply use “status” drop down and choose “inactive”
Step 5
Allocate Project to Users
Goto “Manage Project Allocation” button on the left side pane of the page.
And choose “Projects Allocation”
On the “Project Allocation” Page, choose the drop down and select the project, then select month and year.
To allocate user; Click on green window displayed in front of each user which will then change to red.
*Red means project is now allocated. In case you want to remove someone from the project, then simply click on the red and it will change it back to green; which means “not allocated”
Make sure to hit “Save” once done allocating for the project, do this for all the projects one by one and using save button after each project. Do not change Project without saving otherwise all the user/selection will be gone and you will have to restart.
Step 6
Go to Dashboard to view all the projects. “ONE Look” compared to “Flight schedule screen on the airports”
Dashboard is by default the landing page of the portal and automatically refresh every 5 min.
Clock; center top of the page displays your local computer time and date, in case you clock in from USA-PST, the time will change to USA-PST time.
This is one look for all the projects and displays;
Project Name; (you can get to the drill down of the project by clicking on the project name)
Project Type; Hourly, fixed price
Est Hours; is total hours allocated for the project.
User Hours; Hours used so far (cut off is midnight yesterday)
Remaining Hours; Hours remaining until yesterday cut off
Project % Complete; what percentage the project is complete
Project Status; On-time, delayed or late; if all users are clock-in this will automatically change to “green” otherwise delayed in case only few clocked in or late if no user clocked in.
OT1; is over time 1 which is over 8 hours but less than or equal to 12 (cut off)
OT2; is over time 2 which is over 12 hours.
Total Emp allocated today; This is total employees allocated as of today.
Actual Emp clocked in today; this is total employees clocked in today.
Emp Short Today; shows employees short today,
Due Date: Due date of the project.
Step 7
Drill Down
Click on “Project Name” to get to the Drill down
Project Drill Down page.
Top right is the address of the project.
UserID; all the users who are allocated under this project.
Time Checked in Today; displays when did the user actually clocked in today.
Time Checked out Today; is when the user clocked-out at the project.
Est hours; hours allocated to the project.
User Hours; Total hours used by the end user so far.
OT1; is over time 1 which is over 8 hours but less than or equal to 12 (cut off)
OT2; is over time 2 which is over 12 hours.
Project % Complete; So far what percentage of the project is complete by the user.
Instant Message; a quick email message can be sent to each user by clicking on this button.
In case the user is configured with sms, they will then get sms message.
*To send message; Click on red “send message” button on top right, another message window will open. Enter in a short message and hit submit. Please see below.
Bulk Upload User & Projects
Bulk Upload User
In case you want to add bulk users then go to; user button on the left pane of the page and choose bulk upload.
Download the csv file, enter in all details of your employees and upload, do not change the format or any column in the sample csv file otherwise data might generate errors.
Bulk Upload Projects
In case you want to add bulk projects then go to; project button on the left pane of the page and choose bulk upload.
Download the csv file, enter in project information and upload. Do not change the format or any columns in the csv file.
Downloads
Download Time card for payroll under Projects
Go to Project Drill down and click on red button “Download as CSV” on the top left side of the page, right under project address.
Download Time card for payroll assigned to a single Project
Go to Project Drill down and click on red button “Download as CSV” on the top left side of the page, right under project address.
Employee Historical Data for Payroll
Data here can be selected using criteria like, Project Name, date or date range.
Goto “Attendance History”
Attendance History page displays all the historical data. You can filter using employees, projects or data range or all.
FAQ
· Cellular data’ Internet connection between the mobile phone and server should be enabled.
· We do not track geo-location once break is started.
· We do not track geo-location if “Not to track Geo location” is enabled.
· When a user is not able to login to mobile application, in that case please check your mobile internet connection. Open youtube.com, msn.com to see if your phone is connected to 3G or 4G network. Also check your Cellular Data settings, which should be enabled for AJS Cloud App.
· We are not responsible for user data connection to the internet.
· When AJS Cloud app is downloaded on the smart phones, a pop-up will come, please accept “yes” to the pop as our application need access to your location services as well as storage. We do not track if the user is logged out or break is started.
· In case user is unable to login to the application, employee in this case should contact the attendance controller and then send us an email.
· When a user is allowed to work from home for half or full day, user in this case needs to inform the controlling officer.
· Our application do not consider any government holidays, so please make sure to consider your location holidays.