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Employee Mobile App¶

Give Your Team an Experience They’ll Actually Love.

The 4Geeks Payroll mobile app puts workforce management in your employees’ pockets. From viewing payslips to requesting time off to GPS-validated clock-in, everything they need is available on iOS and Android.

Overview¶

What is the Employee Mobile App?¶

The Employee Mobile App is a self-service portal that empowers employees to manage their own professional data from anywhere, anytime. It eliminates the need for HR to handle routine requests and gives employees instant access to their information.

Key Benefits:

• Self-Service: Employees handle routine tasks themselves
• Instant Access: View payslips, request time off, clock in from anywhere
• Reduced HR Workload: Automate common requests and inquiries
• Improved Accuracy: Employees enter their own data, reducing errors
• Real-Time Updates: Instant notifications for approvals and changes

Supported Platforms¶

The app is available on:

• iOS: iPhone and iPad (iOS 14+)
• Android: Phones and tablets (Android 8+)
• Web Browser: Access via any modern browser (Chrome, Safari, Firefox, Edge)

Getting Started¶

Download and Installation¶

For Employees:

1. iOS Users:
2. Open the App Store
3. Search for “4Geeks Payroll”

4. Tap “Get” to download and install

5. Android Users:

6. Open Google Play Store
7. Search for “4Geeks Payroll”

8. Tap “Install”

9. Web Access:

10. Visit app.4geeks.io/payroll
11. No installation required

First-Time Login¶

1. Open the app
2. Enter your company email address
3. Tap “Send Login Link”
4. Check your email for the secure login link
5. Tap the link to authenticate
6. Set up your profile and preferences

Security Features:

• Passwordless Login: Secure email-based authentication
• Biometric Login: Use Face ID or fingerprint (optional)
• Device Binding: App is linked to your device for added security
• Automatic Logout: App logs out after period of inactivity

Dashboard¶

Home Screen¶

The dashboard provides a quick overview:

Quick Actions¶

Common tasks are just one tap away:

• Clock In/Out: Start or end your workday
• Request Time Off: Submit vacation or leave requests
• View Payslips: Access your payslip history
• My Profile: Update personal information

Time Tracking¶

GPS Clock In/Out¶

Perfect for remote and field teams.

How to Clock In:

1. Open the app
2. Tap the large “Clock In” button
3. Allow location access (if prompted)
4. System captures your GPS location
5. You’re clocked in!

How to Clock Out:

1. Open the app
2. Tap “Clock Out”
3. Confirm your location
4. You’re clocked out!

Features:

• Location Verification: Ensures you’re at an approved work location
• Offline Mode: Clock in/out even without internet—syncs when connection is restored
• Photo Verification: Optional selfie capture for additional validation
• Break Tracking: Clock out for breaks and back in when returning

Location Accuracy:

• The app uses GPS, Wi-Fi, and cellular data for accurate location
• Accuracy is typically within 5-10 meters
• If GPS is unavailable, the app uses network-based location

Viewing Time Records¶

Access your time tracking history:

Daily View:

• Clock-in and clock-out times
• Total hours worked
• Break duration
• Location where you clocked in/out

Weekly View:

• Summary of hours worked each day
• Total weekly hours
• Overtime hours (if applicable)

Monthly View:

• Complete monthly summary
• Comparison to previous months
• Export to PDF for personal records

Correcting Time Entries¶

Made a mistake? Request a correction:

1. Go to Time Tracking → My Timesheets
2. Select the day with the error
3. Tap “Request Correction”
4. Enter the correct time
5. Add a note explaining the correction
6. Submit for manager approval

Time Off Management¶

Requesting Time Off¶

Submit vacation or leave requests in seconds:

1. Tap Time Off → New Request
2. Select request type:
3. Vacation: Paid time off
4. Sick Leave: Medical absence
5. Personal Day: Personal business
6. Unpaid Leave: Leave without pay
7. Other: Custom leave types
8. Choose start and end dates
9. Add a note (optional)
10. Tap “Submit Request”

Request Status:

Time Off Balance¶

Track your available time off:

• Vacation Days: Remaining paid vacation days
• Sick Days: Available sick leave
• Personal Days: Personal days remaining
• Used Days: Days already taken this year
• Pending Requests: Days awaiting approval

Balance Calculation:

• Accrual based on company policy
• Pro-rated for part-time employees
• Carryover rules applied automatically
• Real-time updates as requests are approved

Calendar Integration¶

Sync approved time off with your calendar:

Supported Calendars:

• Google Calendar
• Microsoft Outlook
• Apple Calendar (iCloud)

How to Enable:

1. Go to Settings → Calendar Sync
2. Select your calendar provider
3. Grant permission to access calendar
4. Choose which calendars to sync
5. Approved time off automatically appears on your calendar

Payslips¶

Viewing Payslips¶

Access all your payslips in one place:

1. Tap Payslips from the dashboard
2. View list of all available payslips
3. Tap any payslip to view details

Payslip Details:

• Pay Period: Start and end dates
• Pay Date: When you’ll be paid
• Gross Pay: Total earnings before deductions
• Deductions: Taxes, social security, benefits
• Net Pay: Take-home amount
• Year-to-Date: Cumulative totals for the year

Downloading Payslips¶

Save payslips for your records:

1. Open the payslip
2. Tap the download icon
3. Choose format:
4. PDF: Standard format for printing and sharing
5. Image: Quick view format
6. Save to your device or cloud storage

Payslip Notifications¶

Get notified when new payslips are available:

• Push Notification: Instant alert on your device
• Email Notification: Email with link to payslip
• In-App Notification: Badge on the Payslips icon

Notification Settings:

1. Go to Settings → Notifications
2. Enable “New Payslip Available”
3. Choose notification method (push, email, or both)

Profile Management¶

Personal Information¶

View and update your personal details:

Editable Fields:

• Phone number
• Personal email
• Emergency contact
• Address
• Bank account (for direct deposit)

Read-Only Fields:

• Employee ID
• Hire date
• Department
• Position
• Manager

Document Upload¶

Upload required documents:

1. Go to Profile → Documents
2. Tap “Upload Document”
3. Select document type:
4. ID/Passport
5. Tax forms
6. Bank details
7. Certifications
8. Other
9. Take photo or select from gallery
10. Review and submit

Document Status:

Preferences¶

Customize your app experience:

Language:

• Choose your preferred language
• App interface and notifications in your language

Notifications:

• Enable/disable push notifications
• Set quiet hours (no notifications during off-hours)
• Choose which events trigger notifications

Security:

• Enable biometric login (Face ID/fingerprint)
• Set auto-logout timeout
• View login history

Manager Features¶

For Employees with Direct Reports¶

If you manage a team, the app provides manager tools:

Team Overview:

• Who’s working today
• Who’s on leave
• Pending approval requests
• Team attendance summary

Approvals:

• Approve or deny time-off requests
• Review timesheet corrections
• Approve overtime requests
• Add comments to decisions

Team Calendar:

• View team availability
• See who’s on vacation
• Plan coverage for absences

Approval Workflow¶

Approving Time Off:

1. Receive notification of new request
2. Tap notification or go to Approvals
3. Review request details:
4. Employee name
5. Dates requested
6. Type of leave
7. Team coverage impact
8. Tap “Approve” or “Deny”
9. Add a comment (optional)
10. Employee receives instant notification

Reviewing Timesheets:

1. Go to Approvals → Timesheets
2. View pending timesheets
3. Check hours worked, overtime, corrections
4. Approve or request changes
5. Approved timesheets flow to payroll

Offline Functionality¶

What Works Offline¶

The app works even without internet connection:

• Clock In/Out: Timestamps are stored locally and sync when online
• View Cached Payslips: Previously viewed payslips are available
• Draft Requests: Create time-off requests and submit when online
• Profile Updates: Update personal info and sync when connected

Syncing Data¶

When internet connection is restored:

• Offline clock-ins/outs automatically sync
• Draft requests can be submitted
• Profile updates are saved
• New payslips are downloaded

Sync Status:

• Check the sync icon in the top bar
• Green checkmark = up to date
• Spinning icon = syncing in progress
• Red exclamation = sync failed (check connection)

Security and Privacy¶

Data Protection¶

Your data is protected with enterprise-grade security:

• Encryption: All data encrypted in transit and at rest
• Secure Storage: Sensitive data stored in secure enclave on device
• Automatic Logout: App logs out after inactivity
• Remote Wipe: IT can remotely wipe app data if device is lost

Privacy Controls¶

You control your data:

• Location Access: Only used when clocking in/out
• Camera Access: Only for document uploads and photo verification
• Contacts Access: Not required
• Data Export: Request export of your personal data

Compliance¶

The app complies with:

• GDPR: European data protection regulation
• CCPA: California Consumer Privacy Act
• Local Privacy Laws: Compliant with privacy regulations in 50+ countries

Troubleshooting¶

App Won’t Open¶

1. Force close the app and reopen
2. Check for app updates in App Store/Play Store
3. Restart your device
4. Uninstall and reinstall the app

Can’t Clock In¶

1. Check GPS/location services are enabled
2. Verify you have internet connection (or offline mode is available)
3. Ensure you’re within an approved work location (if geofencing is enabled)
4. Contact your manager if issue persists

Payslip Not Showing¶

1. Check if payslip has been uploaded by HR
2. Pull down to refresh the payslips list
3. Check your internet connection
4. Contact HR if payslip is missing

Notifications Not Working¶

1. Check notification permissions in device settings
2. Verify notifications are enabled in app settings
3. Check if “Do Not Disturb” mode is active
4. Restart the app

Biometric Login Not Working¶

1. Ensure biometric authentication is enabled in device settings
2. Re-enable biometric login in app settings
3. Use email login as fallback
4. Contact support if issue persists

Best Practices¶

For Employees¶

• Clock In/Out Consistently: Make it a daily habit
• Check Location: Ensure GPS is accurate before clocking in
• Submit Requests Early: Request time off well in advance
• Review Payslips: Check payslips when they arrive
• Keep Profile Updated: Update personal info when it changes
• Enable Notifications: Stay informed about approvals and payslips

For Managers¶

• Review Requests Promptly: Approve or deny time-off requests quickly
• Check Team Calendar: Plan coverage before approving time off
• Monitor Attendance: Use team dashboard to track attendance
• Communicate Clearly: Add comments when denying requests
• Lead by Example: Use the app consistently yourself

Support and Help¶

Getting Help¶

If you need assistance:

• In-App Help: Tap Settings → Help & Support
• FAQ: Browse frequently asked questions in the app
• Contact HR: Message your HR team directly from the app
• Email Support: support@4geeks.io

Providing Feedback¶

Help us improve the app:

• Rate the App: Leave a review in App Store/Play Store
• Send Feedback: Use the in-app feedback form
• Report Bugs: Report issues through the help menu
• Feature Requests: Suggest new features for future versions

Next Steps¶

• Learn about Time Tracking
• Explore Local Compliance
• Review the Employee Stream

Still questions? Ask on Discord or explore tutorials