Frequently asked questions

Implementation and set-up

1. How long does it take to get CheckBiz360 up and running?

A company can have the platform fully operational in under one working day. The process consists of: creating the organisation, configuring the branches with their coordinates and schedules, creating the employees and inviting them to download the app. Companies with large headcounts or multiple branches may need between two and five days to complete the initial configuration, especially if data is being imported from a previous system.

2. Do I need to install anything on my company's servers?

No. CheckBiz360 is a fully cloud-based platform (SaaS). It requires no software installation on your own servers, and no infrastructure maintenance by your company. The back office works from any modern web browser, and employees use the mobile app available on the App Store and Google Play.

3. What happens to the data if I cancel my subscription?

On cancelling, the subscription remains active until the cancellation date shown on the plan's card in the back office: the service is not interrupted at the moment the cancellation is requested. From the effective end date, your data is retained for 90 calendar days, a period in which you can request a complete export of your records. After the 90 days it is deleted permanently in line with the retention policy and the GDPR.

4. Can I import data from my previous system?

CheckBiz360 accepts employee data imports in CSV format. If you have attendance histories from a previous system, contact the support team at hola@encodebiz.com to assess the migration options based on the format of your current data. Imports of complex historical data may require a file adaptation process.

Coverage and compatibility

5. Does it work for employees working in different countries?

Yes. CheckBiz360 supports multi-country configurations. Each branch can have its own time zone, an effective calendar with local public holidays and its own clocking radius configuration. The system calculates working-time records correctly while respecting each branch's time zone, regardless of where the server is hosted.

6. Can employees see their colleagues' data?

No. Each employee with the Worker role can only see their own attendance data, documents and tasks from the app. The system does not allow a Worker to access another employee's profile, clock records or documents. The Supervisor, Manager and Owner roles access several employees' data, always within the limits of the branches assigned to them.

7. Can it be used without a smartphone (employees with no mobile)?

Clocking through the mobile app is CheckBiz360's main method. However, managers can record workdays manually from the back office for employees who do not have a smartphone. If all or part of the headcount works without mobile devices, contact support to learn about the alternative recording options.

8. What happens if an employee loses their phone?

If an employee loses their device, the Manager or Owner has to go into the back office, open the employee's profile and revoke the lost device from the trusted device list. This prevents anybody who finds or steals the phone from making clock records on the employee's behalf. Then, when the employee has a new device, the Manager can authorise the new device from the same panel.

Integrations and technical compatibility

9. Can it be integrated with payroll software?

With the Enterprise plan, yes: it includes webhook integrations and bespoke development against payroll, ERP or CRM systems, agreed case by case. With the Bronze plan you can export attendance in PDF or Excel (XLSX) and tasks in Excel, and process them in your payroll software. If you have a specific integration need, contact support to assess it.

10. Does the platform comply with the GDPR?

Yes. CheckBiz360 processes employees' personal data in accordance with the European Union's General Data Protection Regulation (GDPR). Data is stored on servers located within the European Economic Area. Technical and organisational measures are applied to guarantee data security, and the customer company acts as controller, while EncodeBiz acts as processor. The data processing agreement is available on request.

Attendance management

11. What happens if a workday was not recorded correctly?

The Manager or the Owner can correct any workday through the manual workday function, available in the attendance section of the back office. This function allows a retroactive check-in or check-out to be added, a recorded time to be corrected or a complete workday to be added for a day on which there was no record. Every manual correction is logged with the name of the manager who made it, the date of the modification and the reason.

12. Can different schedules be configured for each employee?

Yes. CheckBiz360 allows schedules and shifts to be configured at branch level, and also exceptions at individual employee level. If a worker has a different schedule from the rest of their team, they can be assigned their own shift in their effective calendar without this affecting the branch's other employees.

Price, limits and capacity

13. How many employees can I manage and how much does it cost?

There is no employee limit per plan. The Bronze plan is billed per employee and month, from €2: the cost follows the real size of the headcount, with no fixed entry fee and no implementation cost. For large organisations —indicatively from 100 employees— or those with integration needs, the Enterprise plan is agreed bespoke with the sales team. See Plans, prices and features for the detail.

14. Can I manage several companies from a single account?

Yes. The same account can administer several companies or legal entities, with completely independent employees, configuration and data per organisation. The back office organisation picker allows switching between them, and the same employee can belong to more than one organisation.

Security

15. Is the data secure in the cloud?

CheckBiz360 applies encryption in transit (TLS 1.2 or later) and at rest for all stored data. The system uses multi-factor authentication for back office access and audit logs for all critical operations. The servers are hosted on certified infrastructure with high availability and security standards.

16. How do I know that clock records are authentic and not being made by somebody else?

CheckBiz360 combines several mechanisms to guarantee the authenticity of clock records:

• Geolocation: the clock record is only accepted if the device is within the branch's geofence.
• Biometrics required: if enabled, the employee has to authenticate with their fingerprint or facial recognition before the record is accepted.
• Trusted devices: only explicitly authorised devices can make clock records.
• Anomaly detection: the system automatically identifies suspicious patterns, such as excessive time precision or static geolocation.

Portability and changing platform

17. Can I export all my data if I decide to change software?

Yes. From the back office you can export attendance in PDF or Excel (XLSX) and tasks in Excel (XLSX). Exporting the employee directory is on the roadmap; in the meantime, and for a complete extraction of all the organisation's data —including documents and histories— contact support at hola@encodebiz.com.

Specific uses

18. Can CheckBiz360 be used for part-time employees?

Yes. The platform handles part-time employees correctly. You can configure shifts of any duration and schedule for each employee, including reduced hours, split shifts or employees who work only some days of the week. Reports and hour calculations adapt automatically to each worker's assigned shift.

Trial version and support included

19. Is there a free trial version?

Yes. Each organisation's first subscription includes a 45-day trial, with the complete platform and no reduced employee limit. The trial does not apply again to subsequent subscriptions by the same organisation. To start a trial or ask about specific terms, write to hola@encodebiz.com.

20. What technical support is included in the plan?

All plans include access to this documentation (knowledge base), email support at hola@encodebiz.com and incident management through the back office. Response times vary according to the incident's priority: critical incidents have 24-hour cover and a response in under an hour; low priority incidents have a response time of up to 24 working hours. The Enterprise plan adds priority support channels. See the article Contact technical support for the complete table of response times.

Role note

This article is aimed mainly at Owners and at people evaluating the platform before contracting it. It can also be useful for Managers who want to understand the system's general capabilities.