WorkWeek Academy
Help Guide
WorkWeek is a workforce management software platform built for businesses that employ hourly workers and field-based teams. This guide explains employee time tracking, GPS clock-in, attendance monitoring, automated timesheets, labour compliance tools, payroll reporting, and the mobile app in one place.
Overview
WorkWeek gives managers, HR teams, and operations leaders one shared system for employee time tracking, site-based attendance, shift verification, workforce analytics, and payroll exports. It is especially useful for businesses managing hourly workers across multiple sites.
- Construction
- Field services
- Facilities management
- Security
- Manufacturing
- Workforce staffing
Getting started with WorkWeek
A smooth rollout starts with good preparation. Gather your employee list, site addresses, employment types, and pay rates before onboarding so your first setup moves quickly.
Once you have that information ready, work through the rollout in order so your dashboard, employees, and sites are set up correctly from the beginning.
1
Explore WorkWeek
Start with the product overview so your team understands how WorkWeek replaces paper timesheets, spreadsheet attendance records, and manual payroll calculations.
2
Book a live demo
See the employee time tracking dashboard, GPS clock-in verification, and reporting features in action before rollout.
3
Activate your account
Complete activation, receive your credentials, and connect with your Customer Success Manager.
4
Configure your dashboard
Add sites, upload employee records, assign workers, and set overtime and break rules.
5
Run your onboarding session
Work through a guided setup session tailored to your team structure, sites, and labour model.
6
Start the 14-day free trial
Use the full platform during trial so your managers can test time tracking, attendance monitoring, and reporting in real conditions.
7
Move to monthly subscription
After trial, continue on a monthly per-active-employee plan with the same support contact.
Navigating the dashboard
The dashboard gives you a real-time view of who clocked in, where they clocked in, when they worked, and how that time feeds through to reports and payroll.
Timesheets
View clock-in and clock-out records, add or edit shifts, record leave, and export data for payroll.
Shift Verification
Review GPS-verified clock-ins alongside employee selfies to reduce buddy punching and confirm on-site attendance.
Reports
Track wage costs, hours worked, site performance, and workforce trends across one or many locations.
Employees
Manage employee records, documents, archived staff, and site assignments from one central directory.
Sites
Create locations, define GPS boundaries, and configure site-specific automation rules like auto clock-out.
Settings
Control overtime thresholds, time rounding, break deductions, and labour broker tracking.
Managing employees and workforce records
Accurate employee records are the foundation of reliable time tracking, cleaner payroll, and easier labour compliance audits.
- Add a single employee with core details like employment ID and hourly or daily rate.
- Bulk upload workers using the CSV template to speed up onboarding for large teams.
- Attach contracts, ID copies, certifications, and other HR documents to each profile.
- Assign employees to one or more sites so the correct site list appears in the mobile app.
- Archive leavers without deleting their timesheet history, then restore them later if they return.
Setting up sites and multi-location tracking
Each site in WorkWeek acts as its own workforce tracking unit with its own employee list, GPS boundary, and automation rules. That is what makes the platform so effective for multi-site operations.
Start by creating the location clearly, then layer in the people, rules, and GPS details that make tracking at that site reliable.
1
Name the site clearly so supervisors and employees can find it fast.
2
Assign workers to the location using individual or bulk selection.
3
Set the GPS location by entering the address or dropping a pin on the map.
4
Turn on optional rules like auto clock-out, time rounding, and unpaid break deductions.
5
Share the site link with employees or site supervisors for faster site access.
Multi-site tip: assign workers to multiple sites if they rotate between projects, shifts, or client locations. The Site Breakdown report then helps you compare labour hours and costs across all active locations.
Employee time tracking and digital clock-in
WorkWeek replaces paper registers and manual attendance with a digital process that combines GPS clock-in and selfie verification. That gives managers a stronger audit trail and more confidence in the hours sent to payroll.
For employees in the field, the process should feel quick and repeatable. The steps below show the normal flow for clocking in and out on site.
1
Open the WorkWeek app and select the assigned work site.
2
Choose the employee name and tap Clock In or Clock Out.
3
Capture a selfie for identity verification at each event.
4
Use GPS location verification to confirm the employee is physically on-site.
5
Sync the record back to the dashboard so Timesheets and Shift Verification update in real time.
Shift Verification
Shift Verification shows the selfie captured at clock-in, the GPS accuracy status, the exact time, and the site for every attendance record. Managers can filter by employee, site, or date range and export the history for compliance reviews.
Payroll reports and workforce analytics
WorkWeek turns raw timesheet data into payroll-ready reports and operational insight. Wage calculations use paid hours, employee rates, overtime multipliers, and any configured deductions.
Wage Summary
Calculate total wages owed per employee with overtime multipliers applied automatically.
Hours Summary
Review total hours worked, paid hours, unpaid break time, and attendance patterns.
Daily Breakdown
Compare hours or wage costs day by day to spot high-cost periods or understaffing.
Site Breakdown
Compare labour hours, paid hours, and shift counts across multiple locations.
Analytics
Use trend charts to track wage cost and hours worked over time for workforce planning.
Calculation note: paid hours equal total hours worked minus any configured deductions, such as an unpaid lunch break on longer shifts. Wage Summary then multiplies paid hours by the employee's rate and applies overtime where thresholds are exceeded.
WorkWeek mobile app
The mobile app is how employees and supervisors interact with time tracking on site. It supports field teams, remote locations, and crews who do not always have stable connectivity.
- Employees install the app, enter the Organisation PIN once, and their assigned sites load automatically.
- Offline clock-in stores entries locally on the device and syncs them once internet access returns.
- South Africa data-free mode helps field workers use the app on supported local mobile networks without consuming data.
- Android 8.0 or later, iOS 13 or later, a front-facing camera, and location services are required for full verification.
Overtime, compliance, and automation settings
Settings in WorkWeek help automate the parts of workforce management that usually create payroll mistakes and labour compliance risk.
Overtime rules
Configure daily thresholds or time-of-day overtime and let WorkWeek calculate the multiplier automatically.
Auto time adjustments
Round clock-in and clock-out times to standard intervals for cleaner payroll calculations.
Lunch hour deductions
Apply unpaid break deductions only when a shift meets your qualifying threshold.
Labour brokers
Separate third-party staffing records from directly employed workers for cleaner reporting and billing.
Frequently asked questions
How does WorkWeek track employee working hours?
WorkWeek records a clock-in and clock-out event for each shift, captures GPS coordinates and a selfie photo, then calculates total hours worked and paid hours after any configured deductions.
How does WorkWeek prevent buddy punching and time theft?
Each clock-in uses GPS verification plus selfie identity confirmation, so the system confirms the worker is both on-site and the correct person.
What happens if an employee forgets to clock out?
Managers can edit the open shift in Timesheets, and Auto Clock-Out can be enabled per site to close future shifts automatically.
Can employees clock in without internet access?
Yes. Offline mode stores the entry on the device and uploads it later when the employee taps Sync after reconnecting.
Is WorkWeek built for construction and other field teams?
Yes. WorkWeek is designed for construction, security, facilities management, manufacturing, workforce staffing, and field service operations that manage hourly workers across multiple sites.
Support and next steps
If you are still setting up, the fastest path is to book a live demo or contact the WorkWeek team. Existing customers can also use WhatsApp support, email, the dashboard support area, and the video library.
Recommended support channels
- WhatsApp for fast dashboard and clock-in help.
- Email for billing, invoicing, and formal queries.
- Video library for self-serve walkthroughs.
- Support and Resources inside the dashboard.
Keep moving
Want help rolling WorkWeek out across your team? Start with a live demo, then use this Academy page as your internal reference for employee setup, site configuration, payroll checks, and ongoing training.
