Create an account and set up the organisation
Before any employee can clock in, you have to build the base structure of your organisation in CheckBiz360. It is a one-off process that lays the foundations everything else rests on: schedules, branches, employees and control policies.
This article walks the path from registration to having the first operational branch and the first employee invited.
Concepts to know first
Three terms structure the platform:
- Organisation: your company. It holds the global configuration —legal details, language, address and time zone— that applies across the whole organisation.
- Branch: each operational unit (store, office, site, project). It inherits the organisation's configuration, but can have its own time zone, check zone, schedule and public holidays.
- Employee: linked to one or several branches. Each link defines their responsibility, their position and their rate. They inherit their branch's calendar, unless they have one of their own.
Step 1. Create the account
Registration takes place in the back office itself, at saas.encodebiz.com.
- Open
saas.encodebiz.comin any browser. - From the sign-in screen, go to the registration form.
- Fill in the fields, all of them required:
- Full name
- Email address
- Phone
- Password and its confirmation
- Accept the terms and the privacy policy.
- Submit the form.
There is no intermediate email verification step: on completing registration, the system takes you straight to the organisation creation screen.
Step 2. Create the organisation
This is the screen you reach right after registering. If you are already inside the back office, you get there from Organisation in the side menu.
| Field | Required | Description |
|---|---|---|
| Company name | Yes | Trading name, the one your team will see on the platform |
| Primary language | — | Spanish or English. German and Portuguese are in development |
| Legal name | Yes | Legal denomination, the one that appears on documentation |
| Billing email | — | Address the invoices are sent to; the registration one is proposed |
| Tax ID (NIF / CIF) | — | Tax identification of the organisation |
| Address | Yes | Company address. Selecting it resolves the coordinates and the time zone, which acts as the default for branches that do not have one of their own |
Save to continue.
Step 3. Activate CheckBiz
With the organisation created, the service has to be activated. In the side menu, go to CheckBiz and review the available plans.
Before subscribing, the system checks two requirements and warns you if either is missing, linking to the relevant screen:
- Company details complete.
- Payment method configured.
Remember that the first subscription includes a 45-day trial. See Plans, prices and features.
Step 4. Create the first branch
In the side menu, inside CheckBiz, go to Branches and create one.
| Field | Required | Description |
|---|---|---|
| Name | Yes | Identifier of the operational unit: "City Centre Store", "Madrid Office" |
| Address | Yes | The system geocodes it to obtain the site's coordinates and time zone |
| Check zone in metres | Yes | The radius within which a clock-in is accepted. Between 50 and 200 metres depending on the size of the site |
| Tax ID | — | Only if the site has its own tax identification |
| Status | — | Active by default |
Save. You will then be able to configure its weekly schedule from Calendar.
Step 5. Create the first employee
In Employees, create a new one.
- Fill in the required details: full name, email address, phone and relationship type (internal or contractor).
- Save. The system creates the profile and automatically sends the welcome email with the activation instructions.
- Open the employee's record and link them to the branch you have just created. It is in that link that their responsibility —worker, supervisor, manager or owner—, their position and their hourly rate are defined.
If the employee does not receive the email, see the relevant section in Common problems and solutions.
Step 6. Install the app
The employee needs the CheckBiz360 app on their phone in order to clock in. It is available free of charge for iOS and Android.
When they open it for the first time, they will sign in with the email and password they set when activating their account from the welcome email.
Where you stand at the end
On completing these steps your organisation has:
- An organisation with its legal details and its time zone.
- The CheckBiz service active.
- An operational branch with its check zone.
- An employee created, linked to that branch and with access to the app.
From here you can repeat steps 4 and 5 for the rest of the sites and people, or move on to the quick start guide to make the first test clock-in.