Time tracking for hair salons, with a clock-in app for staff

Clocking in on the phone, only at the salon

The time clock card is at the top of Today in Stamly Business. It says “Clock in”, and once she is in, “Start break” and “Clock out”. That is all of it.

The app checks where the phone is before she taps. If she is further from the location than the limit the salon has set (200 metres if nobody has changed it), the button is greyed out and the card tells her how far away she is, for example 1.2 km from Holtegata. Nobody clocks in from the tram.

The distance is saved with the entry, and you can see it in the timesheet. A determined person can fake a phone’s location, so we show you the number rather than calling it proof.

When someone forgets to clock out

It happens in every salon. The last customer leaves, the lights go off, and the phone is in a coat pocket.

In the portal, under Settings → Time tracking, you pick a time of day. If an entry is still open at that time, Stamly closes it, marks it as clocked out automatically and lets the staff member know. Next morning she taps the day under My hours and enters when she actually left. The correction goes to the owner or manager, and the original entry stands until someone says yes.

If she never clocked in at all, she uses “Log hours” instead. The form is already filled in with her shift from the rota for that day, so she only changes what was different.

What the timesheet shows you

Staff → Timesheet in the portal has one row per staff member for the period you pick: this week, last week, this month or last month. Four totals sit at the top: Worked, Rota, Difference and For approval.

The difference is shown by colour alone. Under the rota is the normal colour, over it is yellow, and more than an hour over on a single day is red. Anything within a quarter of an hour counts as on time, so nobody turns yellow for staying seven minutes to sweep up.

Click a row and you get every entry with date, start, finish, break and time worked. You can edit or delete an entry there, and the salon’s log keeps a record of how it looked before.

Who approves hours, and who sees what?

Clock-ins count straight away. Hours logged by hand and corrections wait. The owners and managers who share a location with that staff member get a notification and answer in the portal, or in the app under Profile → Approve hours. The staff member hears back once it is decided.

Only owners and managers see the timesheet. The owner sees everyone; a manager sees the staff at their own locations. Stylists and receptionists see their own hours under My hours, week by week or month by month, going back a year.

• Automatic break deduction: the salon can take off, say, 30 minutes on long days. If she logged a longer break herself, hers applies.
• Once the day’s rota has been worked, “Clock in” is switched off. Extra time goes in under My hours and is approved.
• On a day with no shift on the rota she can clock in as normal, for example when you call someone in on a day off.
• No entry runs past midnight, and none can be longer than 16 hours.

The CSV file, and what Stamly leaves to payroll

“Download CSV” gives you the approved entries for the period. Anything still pending is left out, so the file you pass on matches what you signed off.

Stamly does not calculate pay, overtime supplements or holiday pay. The file is what you give your accountant, or import into the payroll system you already use.

The salon decides how long clock-ins, hours and absence are kept: anywhere from one to ten years, five if you leave the setting alone.