Clocking in and out
How cleaners clock in on their phone with a private link, and how location works.
Cleaners clock in and out on their own phone, using a private link. They don't need a password, and there's nothing to download from an app store.
Giving a cleaner their link
- Open the worker's page from Workers.
- Find the Clock-in link box and click Copy, or open Show as a QR code for them to scan.
- Send the link to their phone, for example by text message or WhatsApp.
Putting it on their home screen
When a cleaner opens their link, there's a Put this on your home screen box with the steps for iPhone and Android. After that it has a RotaProof icon and opens like an app, straight to their shifts.
- iPhone: in Safari, tap Share, then Add to Home Screen.
- Android: in Chrome, tap Add to home screen on the page, or the ⋮ menu, then Install app.
If you make them a new link, they need to add the new one to their home screen; the old icon stops working.
No signal at the site
Once a cleaner has opened their link with signal, it keeps working without it. If they tap Clock in or Clock out with no signal, the time (and location, if they allow it) is saved on their phone and sent as soon as they have signal again and the page is open.
The time recorded is when they tapped, not when it was sent, and it's correct even if the phone's clock is wrong. The timesheet shows “Clocked in with no signal” with the time the phone sent it, so you can see it came in later. Times more than 7 days old aren't accepted; the cleaner is asked to tell you instead.
What the cleaner sees
- Their shifts around the current time, with the site, address and any notes.
- A big Clock in button, from 30 minutes before a shift starts until it ends.
- A Clock out button once they've clocked in. They can clock out up to 6 hours after the shift was due to end.
If their right-to-work check isn't in order, they can't clock in and are asked to speak to you. The page doesn't say why, to keep their details private.
Location
When a cleaner taps Clock in or Clock out, their phone asks whether to share its location. If you've set the site's location, the timesheet shows how far away they were, and flags it if they were further than the distance you set (200 metres unless you change it).
Phone locations aren't exact, especially indoors, so a flag is a prompt to check, not proof of anything. Cleaners can say no to sharing; the timesheet notes that too.
This guide explains how to use RotaProof. It isn't legal advice. For the rules themselves, the Home Office's employer's guide to right to work checks is the final word.