Attendance & Time
Made Simple

Yes it tracks location, and yes it's legal - but only at specific clock in/out moments, not continuously: What Statixs does: Captures GPS coordinates when staff taps 'Clock In' button (one-time snapshot - 'clocked in from Sunnydale Care Home, 123 High Street'). Captures GPS when staff taps 'Clock Out' button (one-time snapshot - 'clocked out from same location'). Does NOT track continuously (no monitoring staff movements during shifts, no tracking during breaks, no location access when app is closed). UK employment law compliance: GDPR Article 6 - legitimate interest in verifying attendance at work location. Disclosed in employment contracts and privacy notices (staff must be informed). Proportionate to need (prevents time theft, verifies domiciliary care visits). Staff privacy: Location only accessed when app is actively used for clocking. Background location tracking is NOT enabled. Location data encrypted and access-controlled (managers see 'clocked in from Site A' not exact coordinates unless investigating discrepancy). Optional photo verification: Some care homes enable selfie-on-clock-in to prevent buddy punching (friend clocking in on your behalf). This is optional setting, not default. Domiciliary care use case: For home care agencies, GPS is essential - proves carer attended client visit at correct address, verifies visit duration (clocked in 10am, out 11am = 1 hour visit as scheduled), protects both agency and client. Transparency matters: Make sure staff know clocking captures location (include in contracts, mention during onboarding). Shouldn't be surveillance secret.

Timesheets auto-generate from clock data, managers review and approve (with edit capability for genuine errors): Automatic timesheet creation: When staff clocks out, Statixs creates draft timesheet showing: clock in time, clock out time, break duration (if breaks tracked), total hours worked, overtime hours (if exceeded contracted hours), shift it relates to (links to rota). Manager review: Managers see pending timesheets in approval queue (weekly view usually - all staff timesheets for that week), can filter by: staff member, site/department, status (pending, approved, rejected, queried). Approval options: Approve - timesheet is accurate, click approve, locks timesheet and marks ready for payroll. Reject - timesheet is wrong, provide reason ('clocked in 30 mins early without authorization'), sends back to staff for correction. Request revision - ask staff to clarify or amend ('did you work through lunch or take a break?'). Edit directly - manager can adjust times if obvious error. Manager editing capability: If staff forgot to clock out (shift ended 10pm but they forgot to tap 'Clock Out'), manager can manually add clock out time at 10pm. If clock in time wrong due to app glitch, manager corrects it. ALL edits require reason ('staff forgot to clock out, ended shift at usual 10pm time') and are logged in audit trail (who edited, when, why). Bulk approval: Manager can approve 20 timesheets at once if all look correct. Saves clicking through individually. Payroll export: Approved timesheets export to CSV for payroll processing (employee ID, total hours, overtime, pay period).

Full mobile app support, plus alternatives for staff without smartphones: Mobile apps: iOS app (iPhone/iPad) available on App Store, Android app available on Google Play, offline mode for poor signal areas, push notifications for shift reminders. Features in mobile app: One-tap clock in/out, view upcoming shifts from rota, request time off, view leave balances, check training status and expiry dates, receive notifications (approvals, rota changes, reminders). If staff don't have smartphones: Shared tablet/device - Mount iPad in staff room, staff use shared device to clock in with their login (common approach - costs £200-300 for tablet vs £0 if using own phones). Web portal on desktop - Staff can clock in via computer (less convenient but works). Manager clock-in on behalf - Manager records attendance manually for staff without devices (not ideal but option exists). Biometric clock-in devices - We can integrate with fingerprint scanners if you want (optional add-on). Reality in care homes: Most staff have smartphones these days (even older workers). For ~5-10% who don't, shared tablet in staff room works fine. They tap 'Sarah Jones' on screen, enter PIN, clock in. Cost comparison: Competitor systems charge £200-500 for proprietary clock-in terminals. With Statixs, staff use their own phones (£0 cost) or you buy one £250 tablet for staff room. BYOD policy: Using staff personal phones is common (Bring Your Own Device). You're not requiring smartphones - offering it as convenient option. Alternatives exist for those without.

Automatic overtime calculation and real-time Working Time Regulations monitoring built in: Overtime calculation: You set contracted hours for each employee (37.5 hours/week, 40 hours/week, whatever). When timesheets show hours exceeding contract, Statixs flags overtime automatically: 40-hour contract, worked 45 hours = 5 hours overtime. Platform splits regular hours (40) vs overtime hours (5) for payroll. Calculates overtime pay (if you've set overtime multiplier - e.g., 1.5× for weekends, 2× for bank holidays). Weekly vs monthly overtime: Configure how you track (weekly rolling, monthly aggregate, annual hours contract). Working Time Regulations monitoring: 48-hour weekly limit (averaged over 17 weeks): Statixs tracks rolling 17-week average for all staff. Yellow warning at 45-hour average ('approaching limit'), red alert at 48+ hours ('exceeding WTR limit - staff must opt out or reduce hours'). 11-hour daily rest between shifts: If timesheet shows someone clocked out 10pm then clocked in 6am next day (only 8 hours gap), platform flags WTR breach. Managers get alert to investigate. 24-hour weekly rest: Flags if staff working 7+ consecutive days without full day off. Night worker protections: Special rules for staff working 11pm-6am regularly - Statixs tracks and alerts if limits exceeded. Opt-out management: Staff can opt out of 48-hour limit by signing agreement (stored in Statixs). Platform still monitors hours even with opt-out (health and safety concern if someone's regularly doing 60-hour weeks). Why this matters: Employment tribunal claims for WTR breaches can cost £10,000-30,000. Statixs prevents breaches by alerting managers in real-time rather than discovering problem 6 months later.

Yes, specifically built to help care homes comply with Working Time Regulations 1998 and related employment law: Working Time Regulations 1998 compliance: Regulation 4(1) - 48-hour average working week: Statixs tracks and alerts before breach. Regulation 10 - 11 hours daily rest: Platform blocks scheduling or flags timesheet violations. Regulation 11 - 24 hours weekly rest: Alerts if staff working excessive consecutive days. Regulation 12 - Rest breaks (20 mins per 6 hours): Tracks break compliance in timesheets. Regulation 13 - Annual leave entitlement (28 days): Manages balances and accrual automatically. Audit trail for compliance: Every shift, timesheet, overtime hour, rest period breach, opt-out agreement, manager override, WTR warning - all logged with timestamps and user attribution. If employment tribunal or HMRC investigates working time compliance, you export complete audit trail showing proactive management. Health & Safety at Work Act 1974: Excessive hours create fatigue risk. Statixs alerts prevent managers accidentally creating unsafe working patterns. Equality Act 2010: Leave and attendance data helps identify discrimination patterns (if certain staff consistently denied leave requests). Employment Rights Act 1996: Holiday pay calculations from accurate attendance records. National Minimum Wage compliance: Accurate time tracking prevents underpayment claims (staff worked 45 hours but only paid for 37.5). Why care homes need this: Healthcare sector has complex shift patterns (nights, weekends, on-call, split shifts). Easy to accidentally breach WTR. Statixs automates compliance monitoring so managers don't need to be employment law experts.

Export approved timesheets to CSV format compatible with virtually all UK payroll providers: Payroll systems supported: Sage Payroll (most common in UK care sector), Xero Payroll, QuickBooks Payroll, BrightPay, IRIS, Moneysoft, 12Pay, or any system accepting CSV import. Export process: Select pay period (weekly, bi-weekly, monthly - whatever your payroll cycle), click 'Export Approved Timesheets', Statixs generates CSV containing: employee ID/payroll number, basic hours worked, overtime hours (regular overtime, weekend overtime, bank holiday overtime - separated if needed), leave taken (paid annual leave, sick leave, unpaid leave), total pay hours, total deduction hours. Takes 30 seconds to export. Then import CSV to your payroll software. Automatic calculations included: Regular hours at standard rate, overtime hours at premium rates (if configured), night shift differential (if applicable), on-call hours (if tracked separately), break time deductions (if unpaid breaks). Custom export fields: Configure which columns appear in CSV to match your payroll system's import requirements. Some payroll systems want specific column headers - you can customize. Scheduled exports: Set up automatic weekly/monthly exports that generate and email to payroll admin on specific date. Removes manual step. Variance reports: Before exporting to payroll, run variance report comparing: scheduled hours (from rota) vs actual hours (from timesheets). Identifies discrepancies (staff worked 2 hours more than scheduled - investigate why). Historical exports: Export any previous pay period for corrections or audits. Why CSV is fine: Some competitors charge £500-2,000 for 'direct payroll integration.' Realistically, CSV export + import takes 60 seconds and works with any payroll system. Direct API integration is marketing fluff for most care homes.