Key points
- In Kazeer, staff clock in and clock out from their phone with a selfie that's matched to their registered face. For roles that require a location check, the clock-in fails if their location doesn't match the outlet where they work.
- Write your rules on one page: when to clock in and out, what counts as late, shift swaps, missed clock-ins, and consequences.
- Tell your staff why the selfie and location are used, that in the app only the owner can see the records, and what they are used for.
- Once a week, compare attendance with the shift schedule to catch swaps nobody recorded.
Picture the attendance book on the cashier's counter. Arrival times are written by hand, sometimes by a coworker signing in for a friend who hasn't shown up yet. At the end of the month, you match that handwriting against your own memory. If you run more than one outlet, you can't even tell who has arrived at the other outlet this morning.
Attendance with a selfie solves part of this. The rest depends on the rules you write and how you introduce them to your staff. This article covers both, through the first week.
How attendance works in Kazeer
In Kazeer, staff clock in and clock out from their phone with a selfie, and the selfie is matched to the face they registered. You can turn this face matching off per role. If their role requires a location check, their location is also matched to the outlet where they work, and if it doesn't match, the clock-in fails. In the app, only the owner sees the attendance records, including the selfies and locations.
Those two things answer questions an attendance book can't:
- Who clocked in. The selfie shows the person's face, so signing in for a friend is no longer as easy as writing their name.
- Where they clocked in. For roles that require a location check, the location at clock-in is matched to the outlet where they work. An attendance book can never check that.
Staff access in Kazeer is also set per task and per outlet. For roles that require a location check, the clock-in location is matched to the outlet where each person works, so make sure every staff member's outlet is set correctly before they start clocking in, so their clock-ins don't fail. How to set roles and outlets is in the article on staff access.
Write your attendance rules before you start
The app records clock-ins, but you still set the rules. Keep them short, on one page, and apply them the same way to every staff member at every outlet.
Five things to cover, with examples you can adapt:
| Topic | Sample rule |
|---|
| When to clock in and out | Clock in after you arrive at the outlet, before you put on your apron. Clock out after tables and equipment are cleaned, before you leave the outlet. |
| Late | Clocking in after the shift's start time counts as late. |
| Shift swaps | Ask the owner on WhatsApp at least one day ahead. The swap stands once it's approved. Whoever actually works the shift clocks in. |
| Forgot to clock in, a failed clock-in, or phone trouble | Tell the shift lead right away. The shift lead writes down the arrival time in a backup book. |
| If it keeps happening | Late or missed clock-ins three times in a month mean a direct talk with the owner. |
A few things to keep in mind as you write them:
- Every shift needs a clear start time first. Without a schedule, you can't say who is late.
- Consequences for being late or missing a clock-in, such as a warning or a deduction, have to fit the employment agreement and the labor rules that apply to you.
- Use the same wording at every outlet. Rules that differ between outlets quickly feel unfair.
Explain it to your staff before day one
Staff accept a selfie and location more easily when they know why. Explain it in person, ideally with everyone together, then send the written version.
What to tell them:
- Why the selfie: to make sure the person clocking in is really that person. It's also fair to the staff who always arrive on time.
- Face registration: before their first clock-in, each staff member registers their face with a few photos, with their consent. At clock-in, the selfie is matched to that face.
- Why the location: if their role requires a location check, it matches each clock-in to the outlet where they work. A clock-in from anywhere else will fail. The location is only taken when they clock in and out.
- Who can see the attendance records: in the app, only you, as the owner.
- What the records are used for: matching attendance against the work schedule. Also say what you won't do, such as share selfies in a group chat or with anyone else.
- What to do if something goes wrong when they clock in.
Selfies and locations are your staff's personal data. Handle them with care: don't share them, and don't use them for anything other than attendance.
Before day one, also ask whether every staff member has a phone and enough mobile data to clock in. Sort out a solution for anyone who doesn't before the first day starts. The selfie and location also need camera and location permission on the phone, so help your staff allow them on their first try.
Example: A message for your staff WhatsApp group: "Starting Monday, clock in and out with Kazeer on your own phone, with a selfie. Before your first clock-in, register your face with a few photos. Your location is used to match your clock-in to the outlet where you work, so clocking in from anywhere else will fail. In the app, I'm the only one who can see the selfies and locations. Clock in when you get to the outlet, and clock out after cleanup. If your phone gives you trouble or your clock-in fails, tell the shift lead right away. The full rules are posted by the back door."
The first week
The first few days decide whether the new way sticks or gets dropped.
| When | What to do |
|---|
| Before day one | Make sure every staff member has access at the right outlet. Have each person register their face, then try clocking in once while you're at the outlet. |
| Days 1 to 3 | Keep the old attendance book running alongside. Each day, check that everyone who worked clocked in and out. |
| Days 4 to 7 | Use only selfie attendance. Ask anyone who missed a clock-in the same day, rather than waiting for the end of the month. |
| End of the week | Collect the problems that came up, fix any rule that confused people, then put the old book away. |
Problems you may see in the first week: forgetting to clock out in a hurry, a phone with a dead battery, camera or location permission not yet allowed, or a clock-in that fails because it was done before reaching the outlet. Your rule for missed clock-ins, failed clock-ins, and phone trouble covers each one. What matters is responding the same way every time.
If the problem is in the app rather than the staff member's phone, contact Kazeer's customer support, which comes with every plan: WhatsApp 24/7, answered by the team daily from 09:00 to 21:00 WIB. If you're on the Standard Monthly or Standard Annual plan, staff training is included in your plan too.
Connect attendance to your shift schedule
A clock-in at 07:05 only means something if you know when that shift starts. The schedule shows who should be working where and when. Attendance shows who actually came.
Once a week, compare the two:
- Who was scheduled but didn't clock in? Was there leave or a shift swap?
- Who clocked in but wasn't scheduled? Usually it's a swap that never made it onto the schedule.
- Is one shift often late? If it's different people each time, the start time may need to change, for example because it doesn't fit public transport times.
If you move a staff member to another outlet, update the outlet where they work in Kazeer before their first shift there. If their role requires a location check, their clock-in location is matched to that outlet, so without this update, their clock-in at the new outlet will fail.
How to build a schedule around your busy hours, including rules for shift swaps, is in the article on shift schedules.
Checklist to get started
- Write your attendance rules on one page: when to clock in and out, what counts as late, shift swaps, missed clock-ins, and consequences.
- Explain to your staff why the selfie and location are used, that in the app only the owner can see the records, and what to do if something goes wrong.
- Make sure every staff member has a phone they can use, and that their outlet is set correctly in Kazeer.
- Have each person register their face and try clocking in once, then keep the old attendance book running alongside for the first three days.
- At the end of the first week, fix the rules. After that, compare attendance with the shift schedule every week.