Getting Started

Prerequisites

Before getting started with Innclock AI, ensure the following requirements are met:

1. Company Registration with Innclock AI: Your organisation must be registered with Innclock AI. This registration is handled by the Inncircles team, who will provide admin-level access to designated individuals within your company.

2. Devices:

   • For Admins/Managers: Access to the Innclock AI mobile app on an iPhone or iPad to set up projects, locations, and crews. The web app can be used for setting up data in bulk, such as importing large rosters.

   • For Employees: Employees can clock in and out using their manager’s device or a kiosk. If they prefer, they can also use their own iPhone or iPad with the Innclock AI app to log their attendance.

3. Authentication Setup: Employees will need valid company email addresses to receive invitations and complete their account registration. For NFC-based clock-ins, employees will only need NFC tags, as Innclock AI will provide the scanner for use with the manager's device or the kiosk.

4. Geolocation Access: Geofencing is always enforced. Employees must allow location access to the Innclock AI app on their iOS devices to ensure clock-ins and clock-outs are properly registered within designated work locations.

5. Permissions: Ensure Admins have access to employee data, project details, and the ability to set up location access rules.

Access and Setup

Once the prerequisites are in place, the process to get started is straightforward:

1. Admin Access:

   • The designated Admin will receive an invitation email from the Innclock AI support team with instructions on how to access the web app.

   • After logging in, the Admin will be prompted to complete the initial setup process by adding members, crews, and project information. Additional admins can also be added during this process.

2. Inviting Team Members:

   • From either the web or mobile app, Admins can add employees to the system by manually entering their details or importing them in bulk via an Excel file.

   • Employees will receive an email with a registration link to set up their accounts and download the iOS app.

3. Setting Up Projects and Locations:

   • Admins can start by defining projects and linking them to specific locations using GPS coordinates (latitude, longitude, and radius), which serve as geofences for controlling access and clock-ins within those areas.

   • Each project must have at least one active location before employees can clock in or out.

4. Setting Up Crews:

   • Crews can be created by grouping employees under specific managers. This hierarchical setup makes it easy to manage attendance for different teams or departments.

5. Authentication Methods:

   • Admins can choose the appropriate authentication method(s) for their team: face recognition, NFC tags, QR codes, or direct clock-in/out.

   • Custom authentication packages can be configured based on company preferences.

Initial Configuration (Admin Setup)

Once the basic setup steps are complete, Admins can fine-tune the configuration to match their organisation’s specific needs. Here’s an overview of key actions:

1. Define Projects and Assign Locations:

   • Set up individual projects and assign one or more geographic locations (using geofencing parameters). This ensures that clock-ins/outs are location-restricted if desired.

2. Add Employees to the Roster:

   • Admins can add employees individually or bulk import them from an Excel spreadsheet. Once added, each employee will receive an email invitation to register and download the Innclock AI iOS app.

3. Create Crews and Assign Managers:

   • Crews help organise employees into groups managed by specific team leaders. Admins can create crews based on departments, projects, or locations, assigning managers who oversee these groups.

4. Configure Authentication Packages:

   • Depending on the company’s preference, Admins can select a pre-configured authentication package or customise their own by choosing the desired methods (e.g., face recognition, QR codes, NFC).

5. Send Out Invitations:

   • After the setup is complete, Admins can send registration invitations to all employees via email. Employees will follow the registration link to set up their accounts, download the iOS app, and configure their devices for clock-in/out.