WhatsApp Self-service

Specific actions that employees can perform on WhatsApp related to Time & Attendance

This section is focused on specific actions that employees can perform on WhatsApp to help them manage their information.

Timesheets

Employees can view their timesheet activity for the last seven days, plus the current day, directly within WhatsApp. This feature is designed to give employees full transparency of their recorded hours, allowing them to validate their time and report any discrepancies to their manager before the pay run.

Proactively identifying and correcting issues helps reduce payroll queries at the end of the pay period.

Employees must be authenticated on WhatsApp before they can use this feature: WhatsApp Employee Registration

How to View a Timesheet

1. The employee initiates a conversation by sending "Hi" to the official Agrigistics WhatsApp number.

2. From the main menu, they select the

   "Time Sheets 📊" option.

3. Their timesheet will be displayed, showing their activity for the last seven days and the current day. The timesheet includes:

   • Leave: Displays the leave type and the number of hours taken (e.g., 🧾 SICK Leave: 8.0 hours).

   • Absent Days: Indicates any day an employee was scheduled to work but was marked as absent (e.g., ⚠️ ABSENT).

   • Clocking Details: Shows clock-in and clock-out times, along with the total hours worked for the day (e.g., ✅ Total: 7.0 hours → IN: 07:00 → OUT: 15:00).

   • Missing Clocks: Clearly flags if a clock-in or clock-out transaction is missing for a required workday (e.g., Clock In Missing).

   • Optional Days: Shows days where no shift was scheduled.

   • Current Day: Displays today's clocking status, such as current clock-in time and expected hours for the day.

Allowing employees to proactively review this information can significantly reduce payroll-related queries.

Shift Schedules

Providing employees with visibility of their upcoming shift schedules significantly reduces administrative queries and communication. All adjustments made to an employee's schedule are reflected in real-time, ensuring that both you and your employees have access to the most current information.

Shifts are defined by the Clock Template assigned to an employee. A Clock Template dictates the work pattern, which can be either a fixed weekly schedule (e.g., Monday to Friday) or a cyclical pattern (e.g., 4 days on, 2 days off). More information here: Clock templates

How Employees View Their Schedule via WhatsApp

Employees can easily check their upcoming 14-day schedule using WhatsApp.

1. The employee initiates a conversation by sending "Hi" to the official Agrigistics WhatsApp number.

2. Select "Shift Schedule 📅" from the menu.

3. The employee will be presented with their schedule for the next 14 days. The schedule includes:

   • Shift Details: Information on whether a shift is required on a specific day.

   • Duration: The total length of the scheduled shift.

   • Start and End Times: The start and end times for the shift.

   • Leave: Details of any upcoming leave within the 14-day period, including the approval status of the leave request.