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Employee Mobile App: A Complete Guide for Your Team¶

Overview¶

The 4Geeks Payroll mobile app puts workforce management in your pocket. Clock in and out with GPS validation, view and download payslips, request time off, and update your personal information — all from your phone.

This guide is written for employees who use the app day-to-day. Share it with your team during onboarding.

In this tutorial, you will:

• Download and install the app
• Log in for the first time
• Clock in and out with GPS
• View your time records and request corrections
• Request time off and track your balance
• View and download payslips
• Update your profile and upload documents

Prerequisites¶

• A smartphone (iPhone with iOS 14+ or Android 8+)
• An active 4Geeks Payroll account (invitation from your employer)
• Your work email address
• Internet connection (for initial setup)

Step 1: Download and Install the App¶

iOS (iPhone/iPad)¶

1. Open the App Store
2. Tap the Search tab
3. Search for “4Geeks Payroll”
4. Look for the app with the 4Geeks logo
5. Tap Get → Install
6. The app downloads and installs automatically

Android (Phone/Tablet)¶

1. Open Google Play Store
2. Tap the Search bar
3. Search for “4Geeks Payroll”
4. Look for the app with the 4Geeks logo
5. Tap Install
6. The app downloads and installs automatically

Web Browser (No Installation)¶

If you prefer not to install the app:

1. Open Chrome, Safari, Firefox, or Edge
2. Visit app.4geeks.io/payroll
3. Bookmark the page for quick access

Step 2: First-Time Login¶

Sign In with Magic Link¶

1. Open the 4Geeks Payroll app
2. Enter your work email address
3. Tap Send Login Link
4. Check your email inbox (and spam folder) for an email from 4Geeks
5. Tap the Secure Login Link in the email
6. The app authenticates you automatically

If the link doesn’t work: - Make sure you tap it within 15 minutes (links expire) - Request a new link from the login screen - Check your spam folder

Set Up Biometric Login (Optional)¶

Once logged in, you can enable faster access:

1. Go to Settings → Security
2. Toggle Enable Face ID (iPhone) or Enable Fingerprint (Android)
3. Follow your device’s prompts to confirm
4. Next time you open the app, you can use your face/fingerprint instead of email

Complete Your Profile¶

1. After first login, you may be prompted to complete your profile
2. Review your personal information and update if needed:
3. Phone number
4. Emergency contact
5. Address
6. Tap Save

Step 3: Clock In and Out with GPS¶

Clock In¶

1. Open the app
2. You’ll see a large Clock In button on the home screen
3. Tap Clock In
4. If prompted, Allow Location Access — the app needs GPS to verify your location
5. Wait 2-3 seconds for GPS to capture your position
6. You’ll see a confirmation: “Clocked In at [time]”

Clock Out¶

1. Open the app
2. The button now says Clock Out
3. Tap Clock Out
4. The system captures your location again
5. You’ll see a confirmation: “Clocked Out at [time]”

What Happens Behind the Scenes¶

When you clock in: - The app captures your GPS coordinates (latitude/longitude) - It records the timestamp - If geofencing is enabled, it checks you’re at an approved location - The entry appears in your manager’s dashboard in real time

Offline Mode¶

If you’re in an area with no internet:

1. Open the app
2. Tap Clock In (or Clock Out) — it works without connection
3. The app stores the timestamp locally
4. When you regain internet, the record syncs automatically
5. You’ll see a “Synced” notification once complete

Step 4: View Your Time Records¶

Daily View¶

1. Tap Time Tracking from the bottom menu
2. Select Daily at the top
3. You’ll see:
4. Clock-in time
5. Clock-out time
6. Total hours worked
7. Break duration (if you clocked out for lunch)
8. Location map showing where you clocked in/out

Weekly View¶

1. Tap Time Tracking → Weekly
2. See a summary of each day this week:
3. Monday: 8.5 hours
4. Tuesday: 8.0 hours
5. Wednesday: 9.0 hours (1 hour overtime)
6. Total: 25.5 hours

Monthly View¶

1. Tap Time Tracking → Monthly
2. Full month summary:
3. Total hours this month
4. Overtime hours
5. Days worked
6. Comparison to previous month

Correct a Time Entry (Request Correction)¶

If you forgot to clock in or made an error:

1. Go to Time Tracking → My Timesheets
2. Find the day with the error
3. Tap the entry
4. Tap Request Correction
5. Enter the correct time:
6. Correct clock-in time
7. Correct clock-out time
8. Reason for correction (e.g., “Forgot to clock in after lunch”)
9. Tap Submit
10. Your manager receives a notification to approve or deny

Step 5: Request Time Off¶

Submitting a Time-Off Request¶

1. Tap Time Off from the bottom menu
2. Tap New Request
3. Select the request type:

1. Select:
2. Start Date (tap to open calendar)
3. End Date (tap to open calendar)
4. Half Day? Toggle if you only need the morning/afternoon off
5. Add a Note (optional but helpful):
6. “Family wedding, will be out Friday–Monday”
7. “Doctor’s appointment, returning after lunch”
8. Tap Submit Request

What Happens Next¶

Your request status updates as follows:

You’ll receive a push notification when your manager responds.

Check Your Time Off Balance¶

1. Tap Time Off from the bottom menu
2. Your balances are displayed:
3. Vacation Days: 12 remaining
4. Sick Days: 5 remaining
5. Personal Days: 2 remaining
6. Used: 8 days taken this year
7. Pending: 3 days awaiting approval

Sync with Your Calendar (Optional)¶

Approved time off can automatically appear on your personal calendar:

1. Go to Settings → Calendar Sync
2. Tap Connect Calendar
3. Choose your calendar provider:
4. Google Calendar
5. Microsoft Outlook
6. Apple Calendar (iCloud)
7. Grant permission
8. Approved time off now appears as events on your calendar

Step 6: View and Download Payslips¶

View Your Payslips¶

1. Tap Payslips from the bottom menu
2. You’ll see a list of all your payslips:

1. Tap any payslip to see the full detail

Read Your Payslip¶

The payslip detail shows:

Earnings: - Regular Hours (80 hrs × $25/hr) = $2,000.00 - Overtime (5 hrs × $37.50/hr) = $187.50 - Bonus — Performance = $500.00 - Total Earnings = $2,687.50

Deductions: - Income Tax = -\(300.00 - Social Security = -\)200.00 - Health Insurance = -\(80.00 - Uniform Deduction = -\)25.00 - Total Deductions = -$605.00

Net Pay: - Net Pay = $2,082.50

Employer Contributions (Informational): - Social Security (Employer) = $300.00 - Health Insurance (Employer) = $100.00 - Aguinaldo Provision = $166.67

Download a Payslip¶

1. Open the payslip
2. Tap the Download icon (arrow pointing down)
3. Choose format:
4. PDF — Best for printing, emailing, or saving
5. Image — Quick screenshot-style view
6. Save to your device or cloud storage (iCloud, Google Drive, etc.)

Enable Payslip Notifications¶

Get notified when new payslips are available:

1. Go to Settings → Notifications
2. Toggle New Payslip Available
3. Choose notification methods:
4. Push Notification — Alert on your phone
5. Email — Notification to your email

Step 7: Manage Your Profile and Documents¶

Update Personal Information¶

1. Tap Profile from the bottom menu
2. Tap Edit Profile
3. Update editable fields:
4. Phone number
5. Personal email
6. Emergency contact name and phone
7. Address
8. Tap Save

Read-only fields (contact HR to change): - Employee ID - Hire date - Department - Position - Manager

Upload Documents¶

If HR requests documents:

1. Tap Profile → Documents
2. Tap Upload Document
3. Select document type:
4. ID / Passport
5. Tax Forms (W-4, local tax forms)
6. Bank Details (for direct deposit)
7. Certifications
8. Other
9. Take a photo or select from your gallery
10. Review and tap Submit

Document Status:

App Preferences¶

1. Go to Settings → Preferences
2. Customize:
3. Language — Choose your preferred language
4. Notifications — Turn specific notification types on/off
5. Quiet Hours — Silence notifications during off-hours

Step 8: Use Manager Features (If You Manage a Team)¶

If you have direct reports, you’ll see additional options:

Team Overview¶

1. Tap Team from the bottom menu
2. See:
3. Who’s working today
4. Who’s on leave
5. Pending approval requests
6. Team attendance summary

Approve Time-Off Requests¶

1. Tap Approvals → Time Off
2. Review pending requests:
3. Employee name
4. Dates requested
5. Type of leave
6. Team coverage impact
7. Tap Approve or Deny
8. Add a comment (optional)
9. Employee receives instant notification of your decision

Review Timesheets¶

1. Tap Approvals → Timesheets
2. View pending timesheet approvals
3. Check hours worked, overtime, and any corrections
4. Approve or Request Changes

Troubleshooting¶

Can’t Log In¶

1. Check you’re entering the correct work email
2. Request a new magic link (links expire after 15 minutes)
3. Check your spam folder for the login email
4. Contact your HR team if the issue persists

Can’t Clock In¶

1. GPS not working? — Ensure location services are enabled in your device settings
2. Outside geofence? — Move to an approved work location
3. No internet? — Clock in anyway (offline mode) — it syncs later
4. Account inactive? — Contact your manager

Payslip Not Appearing¶

1. Pull down on the payslip list to refresh
2. Check if the pay period has ended (payslips appear after payroll is run)
3. Contact HR if it’s been more than a few days after payday

Notifications Not Working¶

1. Check notification permissions in your phone settings
2. Verify notifications are enabled in the app (Settings → Notifications)
3. Check if “Do Not Disturb” mode is on
4. Restart the app

App Running Slowly¶

1. Close the app completely and reopen
2. Check for app updates in the App Store/Play Store
3. Restart your phone
4. If still slow, uninstall and reinstall the app

Best Practices¶

Daily Habits¶

• Clock in when you arrive — Make it the first thing you do
• Clock out when you leave — Ensures accurate pay
• Enable GPS before clocking in — Wait for the GPS icon to appear
• Check your time records weekly — Catch errors early

Time Off¶

• Request early — Submit vacation requests at least 2 weeks in advance
• Check your balance before requesting — Ensure you have days available
• Add notes — Help your manager understand the reason for your request
• Sync with calendar — Never double-book yourself

Payslips¶

• Review each payslip — Check hours and deductions match your records
• Download and save PDFs — Keep records for tax filing
• Enable notifications — Know instantly when new payslips arrive

What’s Next?¶

• Learn how to Set Up Time Tracking for Your Team (for managers/admins)
• Learn about Managing Compliance Documents with the Vault
• Review the Mobile App reference documentation

Need Help?¶

• In-App Help: Settings → Help & Support
• Contact HR: Message your HR team directly from the app
• Email Support: support@4geeks.io
• Documentation: docs.4geeks.io/en/payroll

Still questions? Ask on Discord or explore tutorials