Klocktoba User Manual

Roles at a glance

Everyone has one of five roles. Each role can do everything the one before it can, plus a bit more:

A role change only takes effect the next time that person logs in.

Initial setup (first SuperAdmin)

On a brand-new installation there's no account at all yet, so nobody can log in to grant anyone the SuperAdmin role — only an existing SuperAdmin can normally do that. The Log In page shows a Create the initial SuperAdmin account link whenever no SuperAdmin exists yet; following it takes you to a one-time setup page where you fill in a username, name, email address and password, just like creating any other account.

This page and its link disappear the instant one SuperAdmin account exists — there's no way to run it a second time. From then on, every further SuperAdmin is granted the normal way, from Employees › Edit by an existing SuperAdmin. You aren't signed in automatically after creating the account — log in with it from the Log In page.

Creating an account

From the Log In page, choose Create Account and fill in:

• Username — must be unique; you'll use this (not your email) to log in.
• First Name, Other Name, Last Name — Other Name and Last Name are optional.
• Email Address — optional, but without one you can't receive a password-reset link by email, so it's worth adding.
• Mobile Number — optional, must start with + followed by digits only, e.g. +2348012345678.
• Organisation — required. Choose which branch/organisation you belong to.
• Manager — required. Choose the Supervisor, HR or Admin who should approve your registration. The list only shows managers from the Organisation you picked above (plus SuperAdmin, who can manage any Organisation) — choose your Organisation first.
• Password / Confirm Password — at least 8 characters.

Submit with Create Account. Every new self-registered account starts as an Employee — you can't pick your own role. You'll land on a Registration Pending page explaining that two approvals are needed before you can log in (see below).

How approval works

A self-registered account goes through two approval stages before it can log in:

1. Manager approval — the person you picked as your manager sees your registration under Pending Approvals › Waiting on your approval and approves or rejects it, optionally with a note.
2. HR/Admin approval — once your manager approves, it moves to HR/Admin's Waiting on HR/Admin approval queue for final sign-off.

If either stage rejects the registration, the account is permanently rejected and you'll need to contact HR — you can't just re-apply and expect it to reopen. If both stages approve, your account becomes Active and you can log in with the username and password you registered with. You'll receive an email when your registration is rejected, and when it's finally approved and active.

Logging in

Enter your Username and Password, and optionally tick Remember me to stay signed in on that device for 30 days (otherwise you're signed out when you close the browser).

If your username or password is wrong, you'll see the same generic message either way — "Invalid username or password." — this is deliberate, so no one can guess whether a username exists just from the error.

If your credentials are correct but your account isn't active yet, you'll instead see a message telling you exactly where things stand:

• Awaiting your manager's approval.
• Manager-approved and now awaiting HR/Admin's final approval.
• Registration not approved — contact HR.

Forgot your password

From the Log In page, choose Forgot your password? and enter your email address. You'll always see the same confirmation message, whether or not that email matches an account — if it does match an active account with an email on file, a reset link is sent. That link is valid for 24 hours and can only be used once.

No email on file, or the email never arrives? Ask your Supervisor, HR or Admin to send you a new link from the My Team or Employees screen.

Your Home dashboard

Once you're signed in, Home is your personal dashboard rather than the plain welcome page shown to signed-out visitors. It brings together a quick summary of your holiday, your hours, and who's away, plus one-click access to everything else your role can reach:

• Clock In / Clock Out — the same buttons (plus Start/End Lunch) as the dedicated Clock In/Out page, right at the top of Home, so you can clock in or out without leaving your dashboard.
• Holiday remaining — a gold card showing your remaining days this year; select it to go straight to the full breakdown on My Holiday (approved, pending, and your request history).
• Hours worked this month — select this card to expand it and reveal a bar chart of hours worked over the last six calendar months, built from the same clock-in/clock-out history as My Timesheet, which still has the week-by-week detail. Select the card again to collapse it.
• On holiday today and Coming up in 14 days — two cards showing just a headcount; select either one to expand it into the full list of who, and their dates, within your Organisation.
• Quick access — a tile for every screen your role can reach, grouped the same way as the sidebar, so Home doubles as a menu if you'd rather not use the sidebar at all.

If any one card can't load (a temporary server hiccup, say), the rest of the dashboard still shows normally — only that card is affected. The three expandable cards start collapsed each time you open the page, keeping the dashboard compact at a glance.

Collapsing the sidebar menu

On a wider screen, the sidebar can be collapsed two ways, independently of each other:

• Whole sidebar › icon rail — select the arrow button at the top of the sidebar, next to the Klocktoba logo, to shrink the whole sidebar down to icons only, giving the page itself more room. Hover an icon to see its name, and select the same button again (now pointing the other way) to expand it back. Your choice is remembered on that browser for next time.
• Per-section collapse — select a section heading (My work, My team or Company) to collapse or expand just that group of links, which is handy once you have a favourite screen or two within a section you rarely open. This is also remembered per browser, and is independent of the whole-sidebar icon rail above — a collapsed section still shows all of its icons when the whole sidebar is collapsed to the icon rail, so nothing becomes harder to reach.

On a narrow screen (phone-sized), the sidebar instead works as it always has — a menu you open with the ☰ button and that closes itself after you pick a page.

Clocking in and out

Open Clock In/Out from the sidebar, or use the same widget right at the top of your Home dashboard — both show and control exactly the same clock-in/lunch status. You'll see a status message depending on whether you're already clocked in (or on lunch), and two buttons: 🟢 Clock In and 🔴 Clock Out — only the one that applies to you is enabled.

What happens when you tap a button:

1. Your browser asks permission to use your device's location. You must allow this — location is required and the event can't be recorded without it. If you deny permission, nothing is recorded and you'll see: "Permission to access location was denied."
2. Once your location is captured, the clock-in or clock-out is submitted automatically — there's nothing else to fill in.
3. The server records the exact time, your coordinates (converted into a readable address), your device and browser details, and your IP address, entirely automatically.
4. You'll see a one-line confirmation banner at the top of the Home page, e.g. "Clocked in at 9:03 AM." or "Clocked out at 5:01 PM. Shift length: 7h 58m (in at 9:03 AM)."

Per the Privacy Policy, your location is only read at the moment you clock in, clock out, or start/end lunch — Klocktoba does not track your location at any other time.

Taking lunch: once you're clocked in, two more buttons become available: 🥪 Start Lunch and ↩️ End Lunch. Select Start Lunch when you head off, and End Lunch when you're back — both capture your location the same way Clock In/Out does. While you're on lunch, that time is not counted as hours worked: it's subtracted from your shift's total on My Timesheet once you end lunch, rather than pausing a running total on screen in real time.

If clocking is turned off for you: HR/Admin can disable clocking for an individual employee (see Employees). If that applies to you, every button on this page — and on the Home dashboard's widget — shows disabled along with a message explaining that clocking has been turned off for your account; contact HR/Admin if you believe this is a mistake.

My Timesheet

If a figure is shown at the top, it's your Holiday days remaining this year (allowance minus approved minus pending) — select it, or the link beside it, to go to My Holiday for the full breakdown.

Shows your own week (Monday–Sunday), built automatically from your clock-in/clock-out history. Use ← Previous week / Next week → to move between weeks; the week you're currently in is marked Current week.

Each day shows your Clock In and Clock Out times (an open shift shows "Still clocked in") and the hours worked, with a Week total at the bottom. If a target weekly-hours figure applies to you, you'll also see how far over or short of it you are — a week that goes over target shows a +Xh over badge next to the total. Going over target never stops you clocking in, but the extra hours don't count as approved overtime on their own: you'll see Awaiting overtime approval until a Supervisor, HR or Admin explicitly reviews that week, after which it shows Overtime approved or Overtime not approved instead, with who decided it underneath.

Submitting for approval: once you're happy with a week, select Submit for approval. Your supervisor (or HR/Admin) will then Approve or Reject it, optionally with a note explaining why. If it's rejected, a Re-submit for approval button appears so you can send it again — there's no way to withdraw a submitted week yourself, so double-check before submitting.

At the bottom, Who's off in the next 14 days lists everyone company-wide with approved holiday starting or continuing within the next fortnight (Employee, Dates, Days) — the same "upcoming holiday" data HR/Admin see on Data Insights, so both pages always agree.

My Holiday

Four figures at the top show your current-year Allowance, Approved (taken), Pending approval, and Remaining (Allowance minus Approved minus Pending). Holiday years always run 1 January–31 December, with no carry-over between years.

To request holiday: choose a Start date and End date, optionally tick Book as half day (only allowed when start and end date are the same), add an optional reason, then Submit request.

Your requests appear in the My requests table with their status (Pending Approved Rejected Cancelled) and who decided it. You can Cancel a request only while it's still Pending.

My Details

Lets you keep your own contact and emergency details up to date without waiting on HR. You can edit:

• Profile photo — a passport-style photo of yourself. JPEG, PNG, GIF or WEBP, up to 5 MB. This is what colleagues see next to your name on the Directory; leave it blank to keep whatever you've already uploaded, or leave it unset entirely to show your initial instead.
• First Name / Last Name — your display name shown across the app.
• Mobile Number — must start with + followed by digits only.
• Home Address — optional.
• Date of Birth — optional, can't be in the future.
• Emergency Contact Name / Phone — optional, who to reach in case of emergency.

Your username, email address, role and Organisation are shown at the top for reference but aren't editable here — contact HR/Admin if any of those need to change.

Suggest an Improvement

Spotted something that could work better, or have an idea for a new feature? Type it into the box and select Submit suggestion. You can optionally attach a picture (JPEG, PNG, GIF or WEBP, up to 5 MB) — handy for showing exactly what you mean, e.g. a screenshot of something confusing. This is for feedback about the application itself, not a work or HR request — those still go through My Holiday, My Timesheet or your supervisor as normal.

Suggestions aren't visible to your supervisor or colleagues — only Admin can see the full list (see App Feedback) and pass it on to the developer.

Directory

A simple company directory — everyone in your own Organisation (SuperAdmin sees every Organisation), shown as a card per person with their photo (or initial, if they haven't uploaded one), name and email. Select a card to see that person's full contact card: name, email and mobile number.

Directory deliberately shows name and contact details only — role, pay, holiday balance, manager and every other detail stay private to HR/Admin on Employees.

Team Timesheet

Shows your direct reports' hours for the selected week: Name, Role, hours per weekday, Total, Target, Status and an action column. If someone's week is still Pending, you can add an optional note and select Approve or Reject. You can only decide timesheets for your own direct reports — HR and Admin can decide anyone's.

The Total column also carries flags when they apply: a +Xh over badge for a week that went over the person's target hours, and a Flagged badge when one of their shifts that week was auto-clocked-out (see Flagged Shifts). HR/Admin can select the Flagged badge to go straight to that screen and correct it; Supervisors see it as a plain notice, since only HR/Admin can make the correction.

Approving overtime: a week that's over target also shows Overtime pending until it's decided. Add an optional note and select Approve overtime or Reject overtime in the Action column — this is entirely separate from approving the timesheet submission itself, so a week can be waiting on one, the other, or both at once. Rejecting doesn't remove the hours or affect pay; it simply records that the extra hours weren't signed off as legitimate overtime, showing Overtime not approved from then on. You can change a decision later by deciding it again.

No direct reports yet? You'll see a message explaining that HR sets up reporting lines from the Employees screen.

Team Holiday

Lists holiday requests from your direct reports: Employee, Dates, Days, Status, Reason, and an Approve/Reject action with an optional note for anything still Pending. Approving or rejecting only ever affects Pending requests.

My Team

A read-only list of your direct reports (Name, Username, Email, Role) with a Send password reset link button for each — useful when someone's forgotten their password or needs to sign in again. If they have no email on file, you'll see a message explaining the link can't be sent until one is added.

My Team's Insights

The same read-only key metrics as Data Insights — headcount, this week's attendance, hours vs. target, and holiday usage — but scoped to just your own direct reports rather than the whole company. Useful for Supervisors who want the same at-a-glance view HR/Admin get, for their own team.

No direct reports yet? The figures will simply show zero across the board.

Pending Approvals

This is where new registrations are approved — see How approval works. There are two sections on this page:

• Waiting on your approval — visible to anyone (any role) who was picked as a manager during someone's registration.
• Waiting on HR/Admin approval — visible only to HR and Admin, and lists every registration company-wide that's already cleared the manager stage.

Each row has an optional note and Approve / Reject buttons. If someone else has already decided a registration by the time you act on it, you'll see a message saying so rather than the decision being applied twice.

Data Insights

A read-only, at-a-glance snapshot — nothing here is stored or configured, it's recalculated live from the same data behind Employees, Company Timesheet and Company Holiday every time you open the page. For HR/Admin this is scoped to your own Organisation; SuperAdmin sees every Organisation combined. It shows:

• Headcount — active employees by role, plus how many registrations are still awaiting approval.
• Attendance this week — a Monday–Sunday chart of how many employees clocked in each day, and how many are currently clocked in.
• Hours vs. target — the average hours logged this week, and how many employees are meeting, below, or yet to log any hours against their weekly target.
• Holiday this year — requests broken down by status, total approved days taken, and who's off in the next 14 days.

Company Timesheet

The same view as Team Timesheet, but for every employee in your Organisation, regardless of reporting line (SuperAdmin sees every Organisation). Two extras appear only here:

• Export CSV / Export Excel — download the week shown as a spreadsheet file, including Over target and Auto clocked-out Yes/No columns and an Overtime status column (N/A, Pending, Approved or Rejected) alongside everyone's Target column.
• Salary due column and total, calculated from each person's hours worked and their pay rate. Anyone with no pay rate set shows — (not zero) and is called out separately in the total, so it's clear they're excluded rather than unpaid.

Company Holiday

Every holiday request within your Organisation (SuperAdmin sees every Organisation), with a status filter (All statuses / Pending / Approved / Rejected / Cancelled). As HR/Admin you can approve or reject any Pending request — including your own, since as HR/Admin there may be no one above you to approve it otherwise.

Employees

The staff list for your own Organisation (SuperAdmin sees every Organisation, with an extra Organisation column): Name, Username, Email, Role, Manager, account Status, and any personal Allowance/Hours overrides, with an Edit button per row. Pay rates are deliberately left off this list (only visible on Edit) so browsing it doesn't casually expose salary information.

On the Edit screen you can set:

• Organisation (SuperAdmin only) — which Organisation this employee belongs to. HR/Admin can't move someone between Organisations — it's shown read-only for them instead.
• Role — HR can assign Employee, Supervisor or HR; Admin can also grant or change the Admin role; only SuperAdmin can grant or change the SuperAdmin role.
• Manager/Supervisor — must be an existing Supervisor, HR, Admin or SuperAdmin account; nobody can be set as their own manager.
• Holiday allowance override — leave blank to use the company standard (set in Settings).
• Weekly hours override — leave blank to use the company standard; also used to convert this person's pay rate.
• Pay rate (HR/Admin only) — fill in just one of Hourly, Daily or Annual and the other two are worked out automatically (based on a 5-day week, 52 weeks/year) as you type, with a live preview underneath.
• Allow clocking in/out — ticked by default. Untick it to stop this person clocking in/out or taking lunch (both from the dedicated Clock In/Out page and the Home dashboard's widget) until it's ticked again — useful for someone who's left but whose account and history you're keeping. Anyone with this switched off shows a Clocking off badge on the Employees list.

A Send password reset link button is also available here for any active employee.

Deactivating an employee (Admin and SuperAdmin only): select Deactivate on an active employee's row to immediately block them from logging in, without deleting or changing any of their existing timesheet, holiday or feedback history. Their row shows a Deactivated badge and the date it happened. Select Reactivate at any time to restore their access — everything picks up exactly where it left off. You can't deactivate your own account, and you can only deactivate/reactivate someone in your own Organisation (SuperAdmin can do this for anyone).

Add Employee

Sets up a new employee account directly, skipping the registration/approval process entirely — the account is active immediately. Fill in their name, Email Address (required here, since it's where their "set your password" link is sent), Role, Manager, and the same allowance/hours/pay-rate fields as Edit. HR/Admin don't pick an Organisation — the new employee automatically joins your own; only SuperAdmin sees an Organisation dropdown here, since SuperAdmin isn't confined to one.

Flagged Shifts

If someone clocks in and forgets to clock out, that shift would otherwise stay open indefinitely. Instead, Klocktoba automatically closes it at the end of the day it started (23:59) and flags it, so it doesn't distort their hours going forward while still making clear the recorded clock-out time isn't the real one.

This screen lists every flagged shift in your Organisation (SuperAdmin sees every Organisation): the employee, their clock-in time, and the auto-filled clock-out time. For each one, enter the date and time they actually clocked out and select Save — the new time must be later than the clock-in time. Once corrected, the shift is no longer flagged and drops off this list.

Settings

A hub linking to every configuration screen — everyone else on the team never sees this page. From here:

• Holiday Allowance — sets the standard annual holiday allowance that applies to everyone without a personal override.
• Working Hours — sets the standard hours/week that applies to everyone without a personal override, and the currency used to label pay rates and the Salary due figures on the Company Timesheet.

Employees, Add Employee and Pending Approvals are also linked from here as a shortcut — see their own sections above.

Organisations / My Organisation

Manages the branches/organisations that every account is mapped to (see Roles at a glance). SuperAdmin and Admin see different slices of this screen:

• SuperAdmin sees the full Organisations list — every Organisation's Name and how many employees are mapped to it, with an Edit button per row and an Add Organisation button. Creating a new Organisation, and editing any Organisation other than your own, is SuperAdmin-only.
• Admin sees My Organisation in the sidebar instead — no list, and no way to create a new Organisation — which opens the same Edit screen already pre-selected to your own Organisation, for amending its own details only.

On Edit (either role) you can set:

• Name — required.
• Address, Contact Person, Contact Phone, Contact Email — all optional.

There's no delete here — an Organisation with employees mapped to it can't be removed, since every account must belong to exactly one. Simply stop assigning new employees to one you no longer use. This also means Admin can't remove or replace their own Organisation from this screen, only update its details.

Opening Edit on an Organisation also shows an Admins section below the form: the current list of that Organisation's Admins (name and email), and a dropdown of every other Active employee in it who isn't already Admin or SuperAdmin. Pick one and select Promote to make them an Admin immediately — a quicker path than going to Employees, finding them, and changing their Role from there (which still works too). Admin can use this for their own Organisation exactly the same way SuperAdmin can.

App Feedback

Every improvement suggestion submitted via Suggest an Improvement, newest first — Submitted date/time, who submitted it, the suggestion itself, and whether it's already been sent to the developer. This page is deliberately Admin/SuperAdmin-only, not HR-or-Admin like most other Company pages.

Admin sees only their own organisation's suggestions. SuperAdmin sees every organisation's, with an extra Organisation column to tell them apart.

Send … new suggestion(s) to developer emails every not-yet-sent suggestion within your own view above (in one message, to the developer's inbox) and marks them as sent so the same feedback is never emailed twice. The button is disabled when there's nothing new to send.

Troubleshooting & FAQ

"Permission to access location was denied" when clocking in/out.
Your browser blocked the location request. Check your browser's site settings for Klocktoba and allow Location access, then try again — clocking in/out isn't possible without it.

"You're already clocked in. Please clock out first."
You have an open clock-in from earlier (perhaps on another device, or an earlier tab) — clock out on that shift before clocking in again.

I can't log in yet after registering.
New accounts need two approvals — see How approval works. Check with your manager or HR if it's taking a while.

I forgot my password and have no email on file.
Ask your Supervisor, HR or Admin to send you a reset link from the Employees or My Team screen.

Why can't I cancel my holiday request?
Cancelling is only available while a request is still Pending — once it's Approved or Rejected, contact your supervisor or HR directly.

My timesheet was rejected — what now?
Check the note left by whoever rejected it (shown next to the status on My Timesheet), fix anything needed, and use Re-submit for approval.