How Your Time Works in the Workspace App

This guide explains how it all fits together. For one job at a time, the short articles in this topic have the exact steps.

Me: Your Time

If your organisation keeps your time with Agoo, the app has a Me tab, called Your time. Everyone whose time is kept gets it, whatever their role: employees, hosts, receptionists, security leads, guards, site admins, Admins and Owners. It shows only your own time.

Clock In or Out On Your Phone

Your organisation chooses, site by site, how you can clock in from your phone, in Console → Settings. The app offers the ways that are on at your site:

• At the site. The app checks once, when you tap Clock in, that you're inside the site's area, or on one of its Wi-Fi networks when your organisation uses the Wi-Fi check. A map shows the site's area and where your phone is.
• The kiosk's code. On the kiosk, tap Clock in or Clock out. Under Using the Agoo app? it shows a code that changes every 30 seconds. Scan it with the app.

1. 1

   Tap Clock in or Clock out

   On Me, or on the clock card on Home. If you work at more than one site, pick the one you're at.

   Where your organisation has break punches on, the card also offers Start break while you're in and End break while you're on one, first, with Nursing break if HR has switched your nursing hour on. A break works like a clock-in: the same check that you're at the site, and offline too. While you're clocked in, your iPhone's lock screen and Dynamic Island, or a notification on Android, show your time, and On break · 12 min while you're on one.

2. 2

   Read your organisation's notices, the first time

   Before the app uses your location or takes a selfie, it shows your organisation's notice for each (see Notices and your privacy).

3. 3

   Let the app check where you are, or scan the kiosk's code

   The first time, your phone asks whether Agoo may use your location: choose Allow While Using App, with Precise on. Inside the site's area, or on its Wi-Fi, the app says You're at the site. If you're not, it says roughly how far away you are and offers Scan the kiosk's code or Check again. Indoors, step near a window before you check again.

4. 4

   Take a selfie, if your organisation asks

   The front camera counts down 3, 2, 1. Tap Use this selfie, or Take another. When the selfie is optional, Skip the selfie clocks you in without one.

5. 5

   Done

   The app shows the time you clocked in or out, and the punch appears under Today.

The app uses your location only while the clock-in screen is open, and never follows you in the background. If your organisation keeps the coordinates of clock-ins, they're sent with the punch; otherwise only whether you were inside the site's area leaves the phone.

No Signal

Clock in anyway. The app saves the punch on the phone with the time you made it, shows it at once as Sending, and sends it to Agoo when you're back online, at the time you clocked in.

Agoo checks every punch again when it arrives. If it can't record one (for example, your organisation switched that way of clocking in off in the meantime), the punch shows Not recorded with the reason. Tell your manager the right time: they add it in the Console, and you're told here when they do.

What Me Shows

A punch can carry a flag: Sending (still on your phone), Not recorded, In review (your manager is checking it), late with the minutes, Voided, Corrected (your manager replaced its time; the new punch is beside it) or Offline (made with no signal). A punch your manager added says Added by and their name, with their reason. If you clocked in more than 18 hours ago and haven't clocked out, Me asks you to tell your manager the time you left.

Your Shifts

Once your manager publishes the roster, Your shifts on Me lists your shifts for this month and next, day by day: the site, the times, the shift's label (such as "Ward 3"), its break and any note your manager added for you.

• New and changed shifts are highlighted until you've seen them, and a shift your manager removed stays listed as removed while it's still to come, so you know it's gone.
• A day with no shift on the roster is a rest day. On days the roster doesn't cover, your weekly shift shows, as before.
• It works offline: the app keeps your shifts on the phone, so you can check tomorrow's start time with no signal.
• You see only your own published shifts, never a draft your manager is still working on.

The Next shift widget. Add Agoo's Next shift widget to your Home Screen (on iPhone and iPad, touch and hold the Home Screen, then tap Edit and Add Widget; on Android, touch and hold the home screen and choose Widgets) to see your next shift, its time and site without opening the app.

Open shifts. Where your organisation lets staff claim them, Open shifts lists the shifts at your sites that nobody has yet and you can take, up to eight weeks ahead, with how many people have asked. Tap one, then Ask for this shift, with a note if you like. Your manager approves it, or, if your organisation gives an open shift to the first person to claim it, it's yours at once. If you can't take one, it says why, such as another shift at the same time. You can withdraw a claim while it waits.

Swaps. Can't make a shift? Tap Offer a swap, choose the shift and offer it to a colleague at the site, chosen from a list that shows who can take it, or to anyone who can. Offering it to one person, you can ask for one of their shifts in the next four weeks in return. Offers to you shows shifts colleagues offer you: Take the shift, or Say no to one offered to you by name. Once someone takes your shift, a manager approves the swap, unless your organisation doesn't need them to, and the shift moves to them; you're both told. Withdraw your offer any time until it's decided.

Before you take a shift, the app warns you if it would leave you under 12 hours' rest between working days, without 48 hours off in seven days, or over your weekly hours, as the Labour Act sets out.

Your swaps and claims lists each with where it stands, such as waiting for Kwame Mensah's approval, approved, or given to someone else, until 30 days after they're decided. Claiming, offering and answering need a connection; with no signal, the app shows the open shifts and offers it last had, and says so.

Your shifts are planned in the Console; the app shows them. See Rosters.

Extra Time, for Managers

If people report to you, or you manage attendance at a site, the app tells you when someone worked past their hours and it needs your approval: "Ama Mensah worked 1 h 20 min past her shift at Main Campus on Mon 12 Oct". Tap it to open Extra time, which lists what's waiting for you, oldest first, with what's been decided below. Open a day to see the shift, the clock-in and clock-out and the time past the day's hours, then:

• Approve to count it all;
• Approve part to count the minutes you choose;
• Decline, with a reason the person sees.

It's the same list as Overtime in the Console, and deciding needs a connection. Nobody decides their own extra time, except Owners. See Shifts and overtime.

Leave

Leave on Me has a card for each kind of leave your organisation gives you: what's left this leave year, with what you're entitled to, carried over, taken, booked and waiting for approval. Below are your requests, newest first, each with where it stands and who it's waiting with ("Waiting for Kwame Mensah", then "Waiting for HR").

To ask for leave, tap Ask for leave:

1. Choose the kind of leave and the days. For a half day, choose the morning or the afternoon, where your organisation allows it.
2. Check what it counts. As you choose, the app shows the days it uses (public holidays, your organisation's closed days and days you don't work aren't counted), your balance before and after, any public holidays inside it, your shifts on those days and who will approve it. If something's wrong, such as more days than you have left, it says so and won't send it.
3. Add a note and a certificate, if you like. Take a photo of a certificate with the camera or choose a PDF or photo from your files. Only you and HR can open it, never your manager.
4. Send. Whoever approves it is told at once. Sick leave, and other kinds your organisation records rather than approves, are approved straight away.

You're told when your leave is approved or declined, with the reason if it's declined. Tap a request to see each step and who decided it, to add a certificate later, or to Cancel it while it's waiting or before it starts: the days come back to your balance and your approvers are told. Leave that has started can only be ended early by HR.

Asking for leave and cancelling need a connection. With no signal, Leave shows what the app last had, with when ("Updated 10:42"). See Leave.

Timesheet

Timesheet on Me shows your timesheet for this period and where it stands: "Open until Sun 31 Oct" while the period runs, "Confirm your timesheet for September by Wed 2 Oct" when your organisation asks you to check it, "With Kwame Mensah for approval", then "Approved and locked". Tap it to see the period's totals (time worked, regular time, overtime, extra time waiting, leave, absences and breaks), every day, the approval steps and who decided each one, and the history. Your past periods are below.

If your organisation asks you to confirm your own timesheet, you're told when the period ends. Check your days, then tap Confirm my timesheet, with a note for your manager if something's wrong, such as a missed clock-out. You have two days unless your organisation chose otherwise; after that it goes for approval without your confirmation. If an approver sends it back to you, you're told with their note, and you confirm it again.

You're told if an approved timesheet of yours is reopened, with the reason. Confirming needs a connection; with no signal, Timesheet shows where it stood when the app last synced. See Timesheets and payroll.

Notices and Your Privacy

Location and selfies are your organisation's decision, and it tells you about each before the app uses it. The first time you clock in with one, the app shows the notice:

• When your organisation requires it, tap I've read this. That records that you were told; it isn't a choice, so it can't be withdrawn in the app. Questions about it go to your organisation.
• When your organisation asks for your agreement, tap I agree or Not now. Without your agreement, the app doesn't use your location or take a selfie, and you can clock in at the kiosk instead.

In Me → Clock-in privacy you can read each notice again, see what you answered and when, and Withdraw my agreement at any time. Agoo stops taking it from your next clock-in; what was taken before stays until your organisation's retention clears it. See Evidence and notices.

Your Badge, On Your Phone

When the kiosks at your site take Badge on their phone, Me has a Badge card: your staff badge, shown by the app, so you don't need a printed one.

1. Tap Set up my badge on this phone, once, with a connection. The app makes a key for your badge and keeps it in the phone's security chip; it never leaves the phone.
2. At the kiosk, tap Show my badge and hold your phone up to the kiosk's camera. The screen shows your name and a code that changes every 30 seconds, with a ring counting down to the next one, and turns the brightness up while it's open.

It works without data, on the phone and at the kiosk. A photo or screenshot of the code stops working within a minute, and each code counts once, so nobody can clock in for you with it.

You can have your badge on up to three phones. Setting it up on a fourth replaces the oldest. Under Also on, the card lists your other phones: Remove one you've lost or no longer use, and kiosks stop accepting it once they next sync. Signing out removes the badge from that phone; your organisation's admins can also remove one in the Console.

Your Kiosk PIN

When the kiosks at your site take a PIN, Me has a Kiosk PIN card. Tap Set a PIN, or Change my PIN if you have one. Choose 4 to 8 digits: not all the same digit, not a run like 1234, and not a common PIN. Type it twice (the eye in the field shows what you've typed for both) and tap Save PIN. Kiosks have the new PIN, and stop taking the old one, at their next sync. Setting a PIN needs a connection.

At the kiosk, tap Use your PIN, find your name and type it. Your manager can still set or reset your PIN in the Console.

Wi-Fi

If your organisation shares its Wi-Fi with staff, Me has a Wi-Fi card with the networks shared with you. (If your time isn't kept with Agoo, the card is on a Me tab of its own on iPhone and iPad, and in Account on Android.) Tap it for Your networks, by site: staff networks first, then your sites' guest networks marked Guest. On an iPad or a tablet, the list and the network you chose sit side by side.

• Join (with the network's name) saves it on your phone in one tap. Your phone asks you to confirm, then joins it by itself whenever it's in range. On Android 11 and later the phone's own Save network screen opens; on Android 10, allow it from the notification.
• Enterprise networks: Sign in and join, with your own username and password for the network (the eye in the field shows what you typed). Agoo never keeps them: your phone saves them with the network.
• Show password, where your organisation allows it, asks for your phone's own unlock, then shows the password for 30 seconds, with Copy. Your organisation can see when you look at it. Join only networks join without ever showing it.
• Passwords stay in your phone's secure storage, so joining and showing work offline once the app has fetched them.
• The password changed: you're told by a notification, and the network says Update it on this phone. Tap it so your phone keeps connecting.

A network that's no longer shared with you, and every network when you sign out, is forgotten by the app, and the networks it saved are removed where your phone allows it.

My Record

My record shows everything your organisation keeps about you: your details, your job and its history, your contacts, your statutory numbers and the accounts you're paid into, numbers as their last four only. Change what HR allows, ask HR to correct your legal name, date of birth or a number, and change where you're paid after your phone's own unlock and a code. You're told every time your pay account changes, with This wasn't me if it wasn't you. See My record in Agoo Workspace.