Overview

The WorkSight Flow mobile app is a resource for employees to easily view and manage their work time – anywhere, anytime.

Employees can

• Record their time and attendance

• View their work schedules

• Manage and request time off

This guide will walk the user through the following topics:

• Installing the mobile app

• Signing in & Signing out

• The mobile User Interface (UI)

  • My Schedule

  • My Timecards

  • My Time Off Requests

  • My Availability (future feature)

Installing the mobile app

When your WorkSight administrator invites you to use WorkSight, you will receive a Signup Confirmation email which will include links to install the mobile app on your preferred device as well as a link to get started by completing up your user profile.

• iOS users: Download from the iOS app store

  • Search the App Store for “WorkSight Flow”

• Android users: Download from the Google Play Store

  • Search the Play Store for “WorkSight Flow”
    
    

    

 

Completing your user profile

Clicking the ‘get started’ link in the Signup Confirmation email to complete your User Profile. A browser screen will open, where you can enter your name and create a password. Optionally, you may also enter your phone number and choose a profile photo. When done, click CONTINUE.

Your user profile is now activated and you can open the app from your device’s app menu and sign in using your email address and the password that you just created.

Signing in to the app

1. On your mobile device, tap the WorkSight Flow icon in your app menu to open the application.
   
   

   

2. Tap in the Email field and enter your email address.

3. Tap in the Password field and enter your password.

4. Tap the SIGN IN button

Signing out of the app

1. Tap the Menu icon (located in the top right corner)

2. Tap Sign Out

 

The mobile UI

The mobile app has 4 main modules, from which you can perform a number of tasks:

• My Schedule, where you can view your schedule by day, week, or month.

• My Timecards, where you can view, edit, and sign off on your timecards.

• My Time Off Requests, where you can submit and edit time off requests as well as view your time off balances.

• My Availability (future feature), where you can set your availability for shift coverage.

See the sections below for more details on each of these modules.

Mobile users with the appropriate permissions can access any of these modules by tapping on the button from the application’s home screen:

 

My Schedule

To open the ‘My Schedule’ module, tap on the My Schedule icon on the home screen:

In this module, you can view your schedule to easily see where you are supposed to be, when you are supposed to be there, and what you are supposed to be doing.

Note: Shift details will not appear in the mobile app until the schedule has been posted by the scheduler.

 

Switching between schedule views

1. Tap on the My Schedule icon on the home screen.

2. Tap on the view name at the top of the screen or swipe left/right on the screen to move between views:

   1. Agenda - shows you your schedule for the upcoming week, showing only days that you are scheduled to work.

   2. Daily - shows you your schedule for a 1-day span.

   3. Weekly - shows you your schedule for a 7-day span, showing days with a scheduled shift as well as days off.

   4. Monthly - shows you a monthly calendar with an icon on each day that you have a scheduled shift.

 

My Timecards

To open the ‘My Timecards’ module, tap on the My Timecards icon on the home screen: 

In this module, you can view and edit your timecard details as well as sign off on your completed timecards.

 

Navigating dates

• Tap on a day in the date bar to view that day’s timecard

• Swipe left/right on the date bar to navigate forward/back a week

• Tap on the calendar icon in the header to return to Today’s date

  

Edit existing timecard details

If a timecard is editable, there will be an ‘edit’ (pencil) icon on the right of each timecard segment. Tapping the icon will open the Edit Timecard Details screen.

If a timecard is non-editable, there will be an arrow icon on the right of each timecard detail. Tapping the arrow will open a view-only Timecard Details screen.

1. Tap on the edit icon on the right of the timecard segment that you want to edit. This will open the Edit Timecard Details screen.

2. Tap on any detail item in the Edit Timecard Details screen to make a change.

3. When you are finished with all your edits, tap SAVE in the top right corner of the screen.

4. If you do not want to save your changes, tap on the arrow in the top left corner of the screen to return to the previous screen without saving changes.

Delete existing timecard details

1. Tap on the edit icon on the right of the timecard segment that you want to delete. This will open the Edit Timecard Details screen.

2. Tap on the trash can icon next to SAVE in the top right corner of the screen

   

3. A confirmation dialog will pop up, asking if you’re sure you want to delete the timecard item. Click YES to delete or NO to cancel and return to the timecard.

Add new timecard details

You are able to add shift details to a day off, or to add new details to an existing day.

1. Tap on the Action button in the bottom right of the timecard screen. This will open the Add Timecard Details screen.

   1. Most of the timecard details will be pre-populated with details from your assigned job, if you have one.

2. Tap on any detail item in the Add Timecard Details screen to add or change a value.

3. When you are finished adding all details, tap SAVE in the top right corner of the screen.

4. If you do not want to save the new timecard details, tap on the arrow in the top left corner of the screen to return to the previous screen without saving changes.

Sign off on your timecard

When you are finished making edits to your daily timecard, you can sign off on it so your supervisor knows it’s ready for their review.

1. Tap on SIGN OFF in the top right side of the screen.

2. A confirmation dialog will pop up, asking if you’re sure you want to change the status of the timecard. Click YES to continue with sign off or NO to cancel and return to the timecard.

3. After the timecard has been signed off, the status bar at the top of the timecard will change from Grey “Outstanding” to Yellow “Signed Off”. After it has been approved by your supervisor or payroll administrator, it will change to Blue “Approved”.

My Time Off Requests

To open the ‘My Time Off Requests’ module, tap on the My Time Off Requests icon on the home screen:

In this module, you can view and manage your time off details - view accrual balances, view upcoming and past time off requests, edit and create new time off requests.

 

Navigating time off types

When you open the My Time Off Requests module, you will see a list of all of your upcoming and past time off requests.

• The time off type names are listed at the top of the screen. Tap on the time off type name at the top of the screen or swipe left/right on the screen to view details for a specific time off type.

• Accrual details for specific time off types are displayed at the top of each time off type screen, so you can see how many units you have earned, used, planned, or are available to use.

Submit a new time off request

You are able to submit your time off requests directly through the mobile app.

Full Day / Multi-Day time off request

1. Tap on the action button in the bottom right corner of the screen. This will open the New Request screen.

2. Fill in the request details:

   1. All Day - By default, the All Day toggle will be set to ‘on’ to allow you to enter a full day or multi-day request.

   2. Start Date – Tap on the date to open the date selector. Select the first day of your requested time off.

   3. End Date – Tap on the date to open the date selector. Select the last day of your requested time off.

   4. Units – Tap on the right of the Units field to open the editor. Add the number of units (hours) you want to withdrawal from your time off balance for the requested time off.

   5. Reason – Tap reason for absence to open a list of absence reasons. Select the reason for your time off request and tap Done in the top right of the screen or Cancel in the top left to return to the previous screen.

   6. Preference (optional) – If you are submitting multiple time-off requests, you can rank your preference for the time off – e.g., 1 for 1st choice, etc.

   7. Comment (optional) – You can add a comment about your request that may help in the Approval process.

3. Tap SAVE in the top right corner to submit your request for review & approval.

Partial Day time off request

1. Tap on the action button in the bottom right corner of the screen. This will open the New Request screen.

2. Fill in the request details:

   1. All Day - By default, the All Day toggle will be set to ‘on’. Tap it to turn it ‘off’ so you can enter partial day details.

   2. Start Date – Tap on the date to open the date selector. Select the day of your requested time off.

   3. End Date – This will default to the Start Date selected and is not editable.

   4. Details – Tap on the arrow on the right of the Details field to open the Edit Time Details screen:

      1. Start Time – Tap on the time to open the time editor. Select the start time of your absence request.

      2. End Time – Tap on the time to open the time editor. Select the end time of your absence request.

      3. Units – Tap on the right of the Units field to open the editor. Add the number of units (hours) you want to withdrawal from your time off balance for the requested time off.

      4. Reason – Tap reason for absence to open a list of absence reasons. Select the reason for your time off request and tap Done in the top right of the screen or Cancel in the top left to return to the previous screen.

      5. Preference (optional) – If you are submitting multiple time-off requests, you can rank your preference for the time off – e.g., 1 for 1st choice, etc.

      6. Comment (optional) – You can add a comment about your request that may help in the Approval process.

3. Tap SAVE in the top right corner to submit your request for review & approval.

Edit a time off request

Time off Requests are editable as long as they are in the future and still in Requested status. Once the requested date has passed or it is reviewed by your supervisor or administrator, it will no longer be editable but you will still be able to view the time off request details. Editable requests will have a pencil icon on the right of the request details, non-editable requests will have an arrow on the right of the request details.

1. Tap on the pencil icon on the right of the time off request that you want to edit.

2. Update any applicable fields with your edits.

3. Tap SAVE on the top of the screen to save and resubmit for review & approval or tap the arrow on the top left of the screen to return to the previous screen without saving your changes.

Cancel a time off request

Time off Requests can be cancelled as long as they are in the future and still in Requested status. Once the requested date has passed or it is reviewed by your supervisor or administrator, you will no longer be able to cancel it.

1. Tap on the pencil icon on the right of the time off request that you want to cancel.

2. Tap CANCEL on the top of the screen to cancel the request.

3. A confirmation dialog will pop up, asking if you’re sure you want to change the status of the request to Cancelled. Click YES to cancel or NO to return to the time off request details.

My Availability

Future Feature – My Availability is not quite ready yet, but we’re working on it! Check back soon for documentation.