Time tracking and clock-in features
You run the business.
Cleverfy takes care
of the time tracking.
Clock-ins, slip-ups, shifts, holidays and the hours for your accountant, without you having to stay on top of it all. You use it from a computer or a phone, no training needed.
No card, no lock-in
Everyone clocks in within seconds, from wherever you choose.
Digital clock-in from the mobile app, a computer or a shared tablet at the entrance. No training, and nothing to install if they’d rather not.
And more, if your team needs it
- For anyone without a phone or email They clock in on the shared tablet with their PIN, without creating an account.
- A widget for app users They clock in from their phone’s home screen, without opening the app.
- You choose how they clock in You decide where each person can clock in from. For example, only on the tablet at your premises.
- WhatsApp, as a paid add-on If your team lives on WhatsApp, they clock in with a message. It’s separate from the plans: ask us and we’ll switch it on.
So nobody forgets to clock in, and you don’t have to chase anyone.
Cleverfy reminds each person when it’s time. And if they miss it, they fix it in a moment and you approve it.
- Reminders at the right time Before they start, when they finish or at their lunch break, in the app or by email. You switch them on for new starters and each person adjusts their own.
- Forgotten clock-out If someone leaves without clocking out, the app asks them what time they finished when they come back, and sends you the correction.
- Alerts when something doesn’t go to plan A missed clock-in, a break that runs over or a day with no break: it alerts the person so they can put it right.
- The week, in your inbox You switch on the weekly report and each manager gets a summary of their team’s attendance.
You know who’s working, without asking.
Live: who’s working, who’s remote, who’s on a break and who’s on holiday or absent.
- It updates itself Every clock-in, break or absence changes the status straight away.
- On-site or remote Each person says which when they clock in, and it stays on record.
- Who should be in and hasn’t clocked in If you switch it on, you also see anyone who was due to be working and hasn’t clocked in yet.
- Each manager sees their own team You see everything. A supervisor sees only their department or site.
And if you need it, you also see where people clock in from.
Location is an extra that you switch on. If your team always works in the same place, you don’t need it.
- Only on clock-in and clock-out It saves where the person was at that moment. There’s no continuous tracking.
- A zone for each site You set the radius for each site and clock-ins from outside it are flagged. It flags, it doesn’t block.
- Team map Made for people who work off-site: cleaning, deliveries or client visits.
Correcting a clock-in takes a minute and leaves a trace.
The employee fixes their own slip-up, from a computer or their phone. You approve it and the original value is kept.
- Requested by whoever slipped up They enter the right time and the reason. No paperwork, no emails.
- You approve, in bulk too One by one or several at once. If something doesn’t add up, you ask before deciding.
- History and audit trail for every change Who requested it, who approved it, when and why.
If your hours are always the same, you set them up once and forget about them.
Continuous, split or flexible hours. You pick a schedule, assign it to your team and Cleverfy knows what hours each person is due to work.
- Ready-made schedules Office, split schedule, part-time, retail… You start from one and adjust it.
- Summer hours You set them once, with their dates, and they apply on their own every year.
- Your town’s public holidays You import the national, regional and local ones, and add the days your business closes.
- No set times With an hours bank you set a weekly or monthly target and each person sees the hours they have left.
And if your team works shifts, you plan the week on a rota.
You paint in the week, copy the previous one and send it to your team. If the shifts repeat, you set up the rotation once and it carries on by itself.
- Weekly rota You paint in the shifts, copy the previous week and send it out. Each person gets their own.
- Rotating shifts You design the cycle of mornings, afternoons, nights and rest days, and Cleverfy works out each day’s shift.
- Shift swaps Colleagues ask to swap a shift with each other.
- Rest warnings If someone is left with less than 12 hours between two shifts, the rota flags it for you as you paint.
Holidays are requested in a moment and approved in one click.
Goodbye to the holiday spreadsheet: each person sees the days they have left, and you see who’s off each week.
- Each person’s balance Days available and days used, half days included.
- Sick leave and other leave, with the supporting document It’s attached to the absence once it has been requested and is kept with it.
- Team calendar You see at a glance if two people ask for the same days.
- If someone doesn’t use their account You record their holidays and leave yourself.
Try it with your team.
14 days with the full Pro plan. No card needed.
Overtime adds up on its own, and you know when to stop.
Cleverfy compares the hours worked with each person’s schedule and sends an alert before the legal limit is reached.
- Automatic calculation Hours worked against hours expected, per person and per month.
- A warning before the limit The person gets the alert as they approach the annual limit, and you see it flagged in the report.
- Compensated with time off You swap overtime for days off and they’re added to the person’s balance.
- Breaks, counted properly You set which breaks are deducted and see the time worked without doing the sums.
At the end of the month, each person’s report is already done.
On the 1st, Cleverfy prepares each person’s record and flags what’s missing. You review and close.
- Reports in PDF and Excel Hours per person and per month, ready for payroll or for an inspection.
- Your accountant logs in at no cost You invite them by email and they export to A3, Sage or Excel. They can also receive it automatically.
- Kept for four years That’s what the law requires. You can find it in seconds.
- If you’re coming from another time-tracking system We’ll help you bring your clock-ins and absences over so you don’t lose your history.
You know which project, client or job each hour went to.
Each person says what they’re working on when they clock in, and changes it when they move somewhere else. It’s still a single working day, and you see the hours for each project.
- Chosen at clock-in, changed without clocking in again On a computer or in the app. If you put a QR code up where the work is done, they scan it and confirm with a tap.
- Hours by project, reconciled with the clock-ins By project, by person and by time segment. You export it to Excel, or pull a project’s timesheet as a PDF to hand over.
- Called what you call them Projects, sites, communities, clients or services. And you group them by client, area or whatever you need.
- Which project each person is on, right now “Who’s in” shows it live. And if someone gets it wrong, you correct it yourself without touching the work-hour record.
Every payslip reaches the right person, and you know who has received it.
You upload the PDF your accountant sends you, Cleverfy splits it by person and everyone gets their own. Contracts, certificates and supporting documents are kept in the same place.
- Payslip distribution A single PDF with all of them. Cleverfy recognises each person by their NIF, you review it and the monthly payslip goes out with its hours summary.
- Acknowledgement of receipt Each person confirms they’ve received it. You see who has consulted it, who hasn’t yet and who to remind.
- Proof of delivery, with a fingerprint There’s a PDF per person with the exact version they consulted, the date and time, and the file’s fingerprint, which is used to check it hasn’t been changed.
- Each person’s file Payslips, contracts and certificates in their folders. If one is about to expire, Cleverfy sends a notice so it can be renewed.
- Documents for the whole team You share a protocol or a policy with all your staff and ask them to confirm they’ve received it.
And if you’d rather not set it up yourself, tell Cleverfy AI.
You explain how you work and it sets up schedules, breaks, annual leave and public holidays for you. After that, you ask it whatever you need.
- It sets up your account as you chat In your own words, with no endless forms.
- It answers and suggests You ask who’s done overtime or what you have pending, and it prepares the changes for you.
- You always confirm Nothing is applied without your go-ahead.
- Also from ChatGPT and Claude If you already use them, check who’s working and review requests from there. Your team can clock in too.
Basic covers the day-to-day. Pro adds projects, documents and multiple sites.
Clocking in, reminders, shifts, holidays, overtime and month-end close are in both plans.
| Feature | Basic From €1.20 per person per month | Pro From €2.00 per person per month |
|---|---|---|
| Clocking in and reminders | ||
| Clocking in via mobile app, browser and shared tablet | Included | Included |
| Phone widget and Chrome extension | Included | Included |
| Reminders, alerts and forgotten clock-out | Included | Included |
| On-site and remote work, optional location and team map | Included | Included |
| Corrections with approval and history | Included | Included |
| Organising your team | ||
| Schedules, shifts and weekly rota | Included | Included |
| Holidays, sick leave and other leave | Included | Included |
| Multi-level absence approval | Not included | Included |
| Sites | 1 | As many as you need |
| Departments | 1 | As many as you need |
| Closing the month | ||
| Overtime and compensation with time off | Included | Included |
| Reports and month-end close in PDF and Excel | Included | Included |
| Access for your accountant, with export to A3 and Sage | Included | Included |
| Record kept for four years | Included | Included |
| Pro plan modules | ||
| Projects: hours per project, client or job, with PDF timesheet and QR code | Not included | Included |
| Documents: payslip distribution, acknowledgement of receipt and each person’s file | Not included | Included |
| Help | ||
| Cleverfy AI | Included | Included |
| Premium support within 4 hours | Not included | Included |
During the trial you get the full Pro plan. No card needed.
Prices per person per month, billed annually, excl. VAT. See pricing in detail · More than 50 people, or specific needs? Get in touch.
And all of this while complying with the law, without having to know it by heart.
- Nothing is changed on the quiet Every clock-in keeps its time, and every correction records who requested it and who approved it.
- Kept for four years The period the law sets, with no filing cabinets.
- Ready for an inspection The record comes out as a PDF straight away.
Cleverfy is prepared for what the new Royal Decree on digital records proposes. What changes for work-hour records.
Start today. In 10 minutes, your team is already clocking in.
- The full Pro plan for 14 days
- Cleverfy AI sets up your account for you
- Clocking in from a phone, computer or shared tablet
- We help you move your clock-ins over
- No card, no lock-in
Your team clocking in within 10 minutes · No card needed
