Mobile employee time and attendance
Employee Clock-In App for Accurate, Easier Attendance Tracking
With WorkPilotAI, employees clock in and out on a supported phone, tablet or computer, while managers review attendance, exceptions and approved hours from one system — no paper sheets to collect and no times to re-type.
Optional verification checks, such as location and workplace Wi-Fi, can support your attendance policy. No technology removes every form of misuse, so managers still have the final say on every set of hours.
Card required to start. Nothing charged for 30 days. Your selected plan begins automatically unless cancelled.
Hello, Priya M.
Next shift
Today · 08:00 – 16:00
Harbourside Bakery · Front counter
Clock-in window: 07:45 – 08:15
Location check passed · workplace Wi-Fi recognised
Recent attempts
- Yesterday 07:52Accepted
- Mon 07:31Too early · not recorded
- Mon 07:48Accepted
The trouble with recording attendance by hand
Paper timesheets and signing-in books rely on people remembering. Times get written in at the end of the day, or the end of the week, and small differences quietly add up.
- Paper timesheets that go missing or arrive late
- Staff writing start and finish times from memory
- Missing clock-out times with no record of when someone left
- Early clock-ins that turn into extra paid time
- Unusually long recorded shifts nobody questions
- Managers checking every line of hours by hand
- Attendance kept separately from the rota
- Delays getting hours ready for payroll
- Several workplaces, each with its own way of doing it
None of this means anyone is doing anything wrong. It simply means the information arrives too late, and in too many places, to review properly.
How WorkPilotAI clock-in works
- 1A manager configures the permitted attendance settings.
- 2An employee signs into their own account.
- 3The employee clocks in or out using a supported device.
- 4WorkPilotAI records the time and any available verification result.
- 5Attendance is compared with the scheduled shift.
- 6Exceptions are presented to the manager for review.
- 7The manager approves the final hours before payroll export.
The app records and highlights; it does not decide. Managers remain responsible for reviewing attendance and approving the hours that go to payroll.
Flexible verification for each workplace
Every organisation works differently, so verification is a set of options rather than a fixed rule. Authorised managers choose what suits each site:
- Optional location-based verification
- A permitted radius you set around each workplace
- Site-specific Wi-Fi verification, where enabled
- Each workplace with its own authorised Wi-Fi details
- An optional photograph request after repeated failed attempts, where configured
- Early and late clock-in windows you control
- Settings changed only by authorised managers
A shop with one till point might use none of these, while a multi-site cleaning contractor might switch on location checks for every client building.
Privacy note: organisations should configure attendance checks proportionately, tell employees what is checked and why, and follow applicable privacy and employment requirements. Using WorkPilotAI does not by itself guarantee legal compliance. Read our privacy notice for how we handle data.
Attendance that lines up with the rota
Because clock records sit alongside the published staff rota, managers can see at a glance how each shift actually went:
- Scheduled start time
- Actual clock-in time
- Scheduled finish time
- Actual clock-out time
- Missed clock-outs
- Early clock-ins
- Late arrivals
- Unusually long shifts
- Approved adjustments
- Final payable hours
Only managers with the right permissions can make or approve attendance adjustments, and each change stays visible in the record.
Spot avoidable labour costs before hours are approved
A few minutes here and there rarely look significant on a single day. Across a team and a month, early clock-ins, unplanned overtime, missed clock-outs and exceptions nobody reviewed can all change what you pay.
- Early clock-ins highlighted against the shift
- Overtime visible before hours are signed off
- Missed clock-outs flagged instead of guessed
- Exceptions listed in one review queue
WorkPilotAI gives managers clearer attendance information before hours are approved. Actual savings depend on each organisation’s staffing arrangements, policies and decisions.
Built for employees and managers
For employees
- View scheduled shifts
- See when clock-in is permitted
- Clock in and out on supported devices
- View recent attendance attempts
- Access their own attendance information
- Request corrections through the workplace process
For managers
- Review attendance against scheduled shifts
- See accepted and rejected attempts
- Identify missing clock-outs
- Review early or late attendance
- Adjust times where authorised
- Approve hours
- Export payroll-ready attendance data
What the clock-in screens look like
These examples use an invented bakery and invented staff to show the employee and manager views. They are illustrations, not real records.
Hello, Priya M.
Next shift
Today · 08:00 – 16:00
Harbourside Bakery · Front counter
Clock-in window: 07:45 – 08:15
Location check passed · workplace Wi-Fi recognised
Recent attempts
- Yesterday 07:52Accepted
- Mon 07:31Too early · not recorded
- Mon 07:48Accepted
Attendance · Thu 8 October · Harbourside Bakery
| Employee | Scheduled | In | Out | Status | Review |
|---|---|---|---|---|---|
| Priya M. | 08:00–16:00 | 07:52 | 16:04 | On time | Approved |
| Leon F. | 08:00–16:00 | 08:14 | 16:00 | Late 14 min | To review |
| Maya J. | 12:00–20:00 | 11:58 | — | No clock-out | To review |
| Sam W. | 06:00–14:00 | 05:59 | 14:02 | On time | Approved |
Exceptions this week
4 need manager review- Missed clock-outReview
Maya J. · clocked in 11:58, no clock-out recorded
- Early clock-inReview
Tom H. · clocked in 06:20 for a 07:00 shift
- Late arrivalReview
Leon F. · 14 minutes after scheduled start
- Unusually long shiftReview
Ruth A. · 12 h 40 m recorded against an 8 h shift
Approved hours · 5–11 October
Export CSV| Employee | Scheduled | Recorded | Adjusted | Status |
|---|---|---|---|---|
| Priya M. | 40.0 h | 40.2 h | 40.0 h | Approved |
| Leon F. | 40.0 h | 39.5 h | 39.5 h | Approved |
| Maya J. | 32.0 h | — | 32.0 h | Awaiting approval |
| Sam W. | 24.0 h | 24.1 h | 24.0 h | Approved |
Only approved hours are included in the export. WorkPilotAI does not run payroll or make payments.
Where a clock-in app helps
Any workplace where people work shifts, move between sites or start at different times can benefit from clearer attendance records, including:
- Care homes
- Hospitality businesses
- Retailers
- Cleaning companies
- Security companies
- Healthcare teams
- Warehouses
- Salons
- Garages and workshops
- Multi-site organisations
Care providers can read more about care home rota software, and cafés, shops and salons may prefer our guide to small business rota software. You can also browse the full list of WorkPilotAI features.
Free plan, trial and pricing
- A limited Free plan for up to five active employees, which an account moves to if a payment fails after the trial
- A 30-day trial of the paid plan you choose
- Card required to start the trial
- Nothing charged during the first 30 days
- Your selected paid plan starts automatically unless cancelled
Current prices and plan limits are on the pricing page.
Frequently asked questions
What is an employee clock-in app?
An employee clock-in app records when people start and finish work on a phone, tablet or computer instead of a paper timesheet or a fixed time clock. In WorkPilotAI those records sit next to the rota, so managers can review them before approving hours.
What devices can employees use to clock in?
WorkPilotAI runs in a modern web browser, so employees can use a supported phone, tablet or computer. A shared tablet at the workplace can also be used where your organisation prefers it.
Can employees clock in using their phones?
Yes. Employees sign into their own account on their phone and clock in or out from there. The app can also be added to the phone's home screen.
Can managers restrict clock-ins by location?
Yes, if they choose to. Authorised managers can switch on location-based verification and set a permitted radius around each workplace. It is optional and is not required for every organisation.
Can each workplace use different Wi-Fi verification?
Yes. Where Wi-Fi verification is enabled, each workplace can be given its own authorised Wi-Fi details, so a clock-in is checked against the site the employee is working at.
What happens when location verification fails?
The attempt is not accepted and is recorded so the employee and manager can see it. The employee can try again, and if the workplace has configured it, repeated failed attempts can lead to an optional photograph request. Managers can review attempts and correct records where authorised.
Does the app take employee photographs?
Only if a manager has switched this on. Photographs are optional and, where configured, are requested after repeated failed verification attempts. They are not taken on every clock-in.
Can managers prevent employees from clocking in too early?
Yes. Managers can set how early and how late employees may clock in around a scheduled shift. Attempts outside the window are not accepted as normal clock-ins.
Can managers correct a missed clock-out?
Yes. Missed clock-outs are flagged as exceptions, and managers with the right permissions can add or adjust the time before approving hours.
Can WorkPilotAI compare attendance with scheduled shifts?
Yes. Each clock record is compared with the scheduled shift, so early clock-ins, late arrivals, missed clock-outs and unusually long shifts are highlighted for review.
Can approved hours be exported for payroll?
Yes. Once hours are approved, managers can export them as a CSV file to pass to their payroll provider or accountant.
Does WorkPilotAI process payroll?
No. WorkPilotAI prepares and exports approved hours. It does not run payroll, calculate tax or make payments to employees.
Can the clock-in app support multiple workplaces?
Yes. Plans with more than one site let each workplace keep its own location and Wi-Fi settings, and managers can review attendance for the sites they look after.
Is employee monitoring automatically legally compliant?
No software makes monitoring automatically compliant. Customers remain responsible for using attendance checks lawfully and transparently, including telling employees what is checked and why, and following applicable privacy and employment requirements.
Is there a free plan?
There is a limited Free plan for up to five active employees. An account moves to it if a payment fails after the trial; new workplaces start with the 30-day trial of a paid plan.
What happens after the 30-day trial?
Card required to start. Nothing charged for 30 days. Your selected plan begins automatically unless cancelled.
Something else to ask? Contact us.
Make attendance easier to review before payroll
Invite your managers to try WorkPilotAI with your own team, or book a demonstration and we will walk you through clock-in, exceptions and approved hours.
Card required to start. Nothing charged for 30 days. Your selected plan begins automatically unless cancelled.