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Control the attendance and working hours within the company
In this very case, Where’s My Staff works through passing each smart phone onto the NFC / QR tag placed inside the company upon arriving and upon leaving the company. This NFC/QR tag is regarded as the company’s unique code where the employees can only register their attendance by passing their smart phones onto this tag. As soon as the application captures the company’s unique code it will automatically save the date and the time, then sends these data to the admin’s account via Internet. Yet, if the employee’s mobile phone is not connected to the Internet, the data will be safely saved -thanks to cloud storage, we can work anywhere and anytime- until it is connected to the Internet later on and then it sends them to the admin’s account. The same process takes place if the smart phones used don’t support NFC technique, however instead of passing the mobile phones onto the tag you simply orient the phone’s camera to the QR code found on the tag
Control the attendance and working hours outside the company
Where’s My Staff works in this case through the GPS technique where each employee swipes the “check-in” button in the application upon their arrival and then on “check-out” when they leave their location.
Note: According to our privacy policy, employees can’t be tracked unless they approve it.
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The accuracy of the application ranges between 96% and 99.9%, especially that we use Apple and Google locators in our application.
In case you wish to use this application to control the attendance and the working hours of the employees inside the company. However, in case of external employees, then this step is unnecessary.
In general, the NFC tag should be attached inside the company, and the best place to do that is at the closest point to the company’s entrance gates, you might as well want to consider the following:
- Never place the tag near an electrical source of power or near an electrical plug or even an electric wire of a high frequency
- Never place the tag near a magnetic field
- Never place the tag onto a chassis
Some smart phones do not support the NFC feature, so QR is the substitute. For more info about QR kindly review General Definition-What is QR technique?
We will print the UID of the NFC tag as a form of QR code and paste it on the NFC tag as shown below
To Print the QR code, please follow the following steps:
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- Go to the following link code generator
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- Choose Text from the list of options above
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- Enter the UID of your NFC tag
- Click on Create QR Code
- The QR code will appear to you on the right of the screen
- Click on Download and it will download your QR code as a .jpg format
- Print the QR code in a size not exceeding 1.5cm x 1.5cm
- Paste the QR code onto the NFC tag
Note: the QR code is rather sensitive, so we do recommend that you cover it with a transparent tape to avoid damaging it.
- The application will automatically open your smart phone’s camera as soon as you swipe “check-in” on the application in order to capture the photo of the QR code and analyze it
- The application will detect the location of the mobile when swiping “check-in” and that’s to ensure that the user has truly captured the QR code from inside the company. We don’t find this applicable when using the application with the NFC technique since it is impossible to find 2 tags having the same code; it is very possible to have same QR codes however. So, to avoid manipulating the system, the application will confirm the presence of the employee in the company as well as the QR code.
The admin’s account is the main account through which you can add, trace, save and edit information about employees’ work and attendance. You can also, demand several kinds of reports and monitor in real time the attendance and track work hours of the employees.*
*all users of the application must be connected to the Internet
The employees’ application is available to download on Google Play Store and App Store, through this application, employees can register their attendance. This application was designed in a user-friendly interface to ensure the ease of use for all the users. It also doesn’t require the permanent Internet access. Not to mention that this application doesn’t include any ads banners.
You may use the application offline, where the application saves the information and data on the employee’s device until it’s connected to the Internet. As soon as there’s an Internet connection the information and data is automatically transferred to the admin’s account.
It must be noted though, that the information will not be displayed on the admin’s account unless the employees’ devices are connected to the Internet.
Not to mention that while being offline, locating the position is usually less accurate than when it is actually connected to the Internet.
When using the application for the very first time, (i.e.; when activating the application) the smart phone must be connected to the Internet.
We have designed this application to be user friendly, so all the user can visualize is this one screen including the settings of the application 
at the top right of the screen. This screen displays a greeting phrase and the name of the user “Welcome John Smith” as well as the “check-in” button in the middle of the screen and an exist button on the bottom right of the screen 
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• Check-in button
It works by swiping right with your finger and not by clicking on it
After successfully checking in, the “check-in” button will turn to “check-out” button as you may see in the image below:
As long as you have “check-in” mode on the application, there will be a sign at the top of the screen of the phone 
to remind the employees that they need to check out as soon as the finish their work.
To finalize the operation of check-out or to register out of work, the users have to swipe to the left with their fingers as shown below:
Employee can check their timesheet & activities within the app.
Customer Support
Control the attendance and working hours within the company
In this very case, Where’s My Staff works through passing each smart phone onto the NFC / QR tag placed inside the company upon arriving and upon leaving the company. This NFC/QR tag is regarded as the company’s unique code where the employees can only register their attendance by passing their smart phones onto this tag. As soon as the application captures the company’s unique code it will automatically save the date and the time, then sends these data to the admin’s account via Internet. Yet, if the employee’s mobile phone is not connected to the Internet, the data will be safely saved -thanks to cloud storage, we can work anywhere and anytime- until it is connected to the Internet later on and then it sends them to the admin’s account. The same process takes place if the smart phones used don’t support NFC technique, however instead of passing the mobile phones onto the tag you simply orient the phone’s camera to the QR code found on the tag
Control the attendance and working hours outside the company
Where’s My Staff works in this case through the GPS technique where each employee swipes the “check-in” button in the application upon their arrival and then on “check-out” when they leave their location.
Note: According to our privacy policy, employees can’t be tracked unless they approve it.
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No, this application works only upon the users’ consent. So, no tracking can be done without the user’s approval.
Where’s My Staff is actually two systems in one application. The first system is an attendance recording application which works through NFC technology that’s already found in smart phones; and the second system is a location detector based on GPS technology and is used to locate the positions of employees who happen to work outside the company’s premises.
Where’s My Staff in fact supports all smart phones operating on Android 4.4 systems or later and all Apple smart phones operating on iOS 8.0 or later. It’s also noteworthy that the application automatically switches to QR technique when using smart phones that do not support the NFC technique.
Review list of smart phones supporting NFC technique. .
NFC stands for Near Field Communication which is a technique that enables devices (like smart phones and NFC tags) to communicate without any physical contact within close proximity. NFC technique operates within a frequency of 13.56 MHZ. Tapping the smart phone upon the paying machine is among the widely known and used purposes of NFC technique. Not to mention that this technique enables smart phones to exchange information through osculation or “Android Beam”.
NFC stands for Near Field Communication. Essentially, It operates within a radius of about 4 cm and provides a wireless connection between your device and another.
QR technique or what so called “Quick Response Code” is a code the somewhat resembles the regular Barcode that comes in a squared shape or two dimensional shape. Any smart phone’s camera is able to detect this code and decode it as well.
The GPS or Global Position System is a satellite-based navigation system made up of at least 24 satellites. The GPS technique is already found in all the smart phones, where its primary task is to detect the location of the phones through satellites or transmitter towers by telecommunication providers.
To use the application as an attendance and work control system INSIDE the company you will need:
- Create an admin account for your company or organization on the official website of the application Where’s My Staff
- An NFC tag to be attached inside of your company, onto which the employees must pass their phones to register the time of their attendance and that of their departure
- Download the application onto the employees’ phones from Google Store or App Store so that they can convert their smart phones into unique identification cards
To use the application as an attendance and work control system OUTSIDE the company you will need:
- Create an admin account for your company or organization on the official website of the application Where’s My Staff
- Download the application onto the employees’ phones from Google Store or App Store so that they can convert their smart phones to unique identification and tracking cards
To use the application as an attendance and work control system OUTSIDE and INSIDE the company at the same time you will need:
- Create an admin account for your company or organization on the official website of the application Where’s My Staff
- An NFC tag to be attached inside of your company, onto which the employees must pass their phones to register the time of their attendance and that of their departure
- Download the application onto the employees’ phones from Google play Store or App Store so that they can convert their phones to unique identification and tracking cards
You can purchase the NFC tag from any specialized store, it must be noted that tag’s characteristics are as follow:
The exterior specifications of the NFC tag are:
- It is made up of PVC material to insulates the chips from external factors
- The back side of the tag is actually an adhesive material made by 3M Company. It has a very high tolerant capacity and defies the external factors
- The front side of the tag is designed in such a modern and elegant way that makes it suitable to be placed anywhere and has a QR code
- It comes in different sizes:
- Rectangular 8.5cm X 5.4cm
- Rectangular 4.25cm X 2.7cm
- Circular of diameter 2.5cm
- The thickness of the chip is approximately 1mm.
The technical specifications of the NFC tag are:
- Mifare Ultralight
- 13.56 MHZ contactless smart card
- ISO/IEC 14443 Type A
This application is supported by all sorts of smart phones that operate on Android 4.4 or later systems. As for Apple users, the application supports iOS 8.0 or later.
Download Employee App from the links below:
The accuracy of the application ranges between 96% and 99.9%, especially that we use Apple and Google locators in our application.
The employees’ application is available to download on Google Play Store and App Store, through this application, employees can register their attendance. This application was designed in a user-friendly interface to ensure the ease of use for all the users. It also doesn’t require the permanent Internet access. Not to mention that this application doesn’t include any ads banners.
Privacy
No, this application works only upon the users’ consent. So, no tracking can be done without the user’s approval.
Privacy is of crucial importance so we took that into consideration when designing this application, whether the information was related to the company or the admins’ accounts or even the employees and users. So, we assure and guarantee all users of “Where’s My Staff” that their information are confidential and coded on private servers and no party, whether it’s the producing company or any judicial, civil, security, can access the data unless it has the direct permission of the account’s owner.
The employees and users of the application can rest assured that their information will be fully safe and no one has the rights to access it unless the user clicks on Check-in. The application will alarm the user that he/she are being tracked throughout the usage of the application when clicking on check in.
The producing company has collaborated with a company named Iubenda specialized in formulating and establishing privacy policies on the Internet to revise the applications’ permissions and that of the website of the application and establish a privacy policy to the application.
For more info about “Where’s My Staff “Privacy Policy please click here
Just like the rest of the applications, “Where’s My Staff” requires some permissions from the employee’s phone in order for it to work properly. In the following, is a list of the permissions the application requires and the reason for requiring each:
| PERMISSIONS | THE REASON |
|---|---|
| ID Searching for accounts on the device |
In order to activate the employee’s account |
| Location The precise location (related to the GPS) |
In order to locate the position of the employee when turning GEO and QR features ON.Note: detecting the employee’s location can be done only upon their consent when they click on Check in. Consequently, the admin cannot track the employees without their consent. |
| Camera To capture photos and videos |
When using the application through QR, the application requires accessing the camera in order to capture the QR image. This image will not be saved whatsoever but will be analyzed to decode the QR code. |
| Receive Internet Data | In order to activate the application and edit any data entered by the admin on the employee’s account. |
| The full access of the network | In order to send the data saved on the application the admin’s account. |
| Display the connections of the network | In order to ensure whether or not there is a connection with the network and based on this you’ll be able to edit some of the properties. |
| Control Near Field Communication | In order to interact with the NFC tag attached in the location. |
| Never put the device on silent mode | In order to alarm the employees and remind them to check out when leaving their work. |
| To use accounts on the device | It is one of the most important permissions, in order to allow the application to use google maps to track the locations as well as access google’s services. |
or have any suggestions or special inquiries? Please get in touch with us, and we'll be happy to assist you!