Quick start guide

Follow the ten steps in order. Each one builds on the previous one.

Estimated time: 10-15 minutes.

Prerequisites:

• An internet connection.
• An Android (5.0 or later) or iOS (13 or later) device.
• A corporate email address for the Owner account.

The back office onboarding guide

In addition to this article, the back office itself walks you through the first time with an onboarding guide narrated by Merlin. It is not a separate tutorial: each step takes you to the real screen where the action is carried out and points to the specific control.

The guide has five steps:

1. Activate your subscription: the company's tax details, payment method and choice of plan, in that order. If something is missing, it takes you to the screen where it is completed.
2. The schedule: considered done when the week has at least one shift.
3. The workplace: the branch's address and check zone, with a suggestion of 100 to 200 metres.
4. The first employee.
5. The clock-in test: considered done as soon as a clock record exists; if you have already done it from the app, you can mark it as done.

The first two steps are blocking: without an active subscription the CheckBiz360 screens do not open, and without a schedule there is no way of knowing whether someone arrived late or worked extra hours. While they are missing, a warning appears that cannot be closed, except on the screen where they are resolved. The remaining steps can be postponed and resumed from the progress indicator.

The guide looks at the real state of the account, not at a counter: if the schedule already exists, that step does not appear; if someone deletes it, it comes back. Only the organisation's owners see it —not administrators— and never someone whose invitation is still pending. When it finishes, it says goodbye and suggests carrying on with tasks and documents.

The 10 steps

Step 1. Create the account and the organisation

Go to saas.encodebiz.com and register with your corporate email, your phone number and a password, and pass the form's verification challenge. When you submit it, the system takes you straight to creating the organisation: company name, legal name and address are required; the tax ID and the billing email are optional.

The time zone is resolved from the address and serves as the default for branches.

Step 2. Create the first branch with a geofence

When the service is activated, a first branch is created with the company details: open its record and review the address and the check zone. If it does not appear, go to Branches and create one:

• Name of the branch (for example, "Head Office").
• Full address of the site; the coordinates and the time zone come from it.
• Check zone in metres: start at 100 if you have no reference point.

Save the branch.

Step 3. Configure the branch schedule

Go to Schedules and open the General settings tab. The schedule you define there is inherited by every branch; if this branch needs a different one, it is configured afterwards in its record.

1. Switch on the working days (for example, Monday to Friday).
2. Set the start and finish time for each day (for example, 09:00-17:00).
3. Choose the workday mode: strict, if the official schedule governs; flexible, if the time actually worked governs.
4. Press Save calendar.

This schedule is the reference against which the system validates every clock-in.

Step 4. Create the first employee

Go to Employees and create a new one with the required details: full name, email address, phone and relationship type (staff or collaborator).

Save. Then, from the employee's record, link them to the branch: that is where you choose their responsibility —for this set-up, *worker*—, their position and their hourly rate.

Step 5. The employee receives the welcome email

The system will automatically send the employee an email with:

• The link to activate the account and set their password.
• The instructions for downloading the app.

Step 6. The employee downloads the CheckBiz360 app

The employee downloads the application from the official store for their device:

• iOS: App Store — search for "CheckBiz360".
• Android: Google Play — search for "CheckBiz360".

Installation takes under a minute on most devices with a WiFi connection.

Step 7. The employee signs in to the app

With the app installed, the employee:

1. Opens the CheckBiz360 app.
2. Enters their email address and the password they set when activating the account.
3. Selects the organisation if more than one appears (common when an employee works for several companies).
4. Reaches the main clocking screen.

Step 8. The employee sets up two-factor authentication (2FA)

Although optional, activating 2FA at the first sign-in is recommended. The employee activates it from the security section of their profile, following the on-screen instructions to link their account with an authentication app.

Step 9. First clock-in from the app

With the employee already at the branch or nearby:

1. The employee opens the CheckBiz360 app.
2. Taps the Clock in button.
3. The app validates the GPS location against the branch geofence.
4. If the location is correct, the clock-in is recorded and a confirmation message appears.

If the location is not valid, the app will indicate that the device is outside the defined perimeter.

Step 10. Check the record in the back office

In the back office, go to Attendance.

Check that:

• The employee's record appears with status valid.
• The time matches the clock-in that was made.

If the record appears as failed, the detail indicates the reason code —outside the check zone, outside the schedule— which you can look up in Complete error codes.

Result after completing the 10 steps

At the end of this guide, your CheckBiz360 account has:

• An organisation and a branch configured.
• An active employee with access to the app.
• The first attendance record validated and visible in the back office.

From this point on, you can repeat the process for the rest of the branches and employees, or explore the advanced modules: cost analysis, regulatory compliance reports and document management.