Plans, prices and features

Plans available

CheckBiz360 is offered in two plans:

The Bronze plan's price is per employee and month: it is billed according to the employees registered, with no fixed entry fee and no implementation cost. All the employees on the workforce count, including inactive ones or those on leave, because they are still part of it; records pending completion and deleted employees do not count. The Enterprise plan is agreed with the sales team depending on volume and the integrations required.

For specific terms (volume, annual billing, bespoke integrations, minimum terms associated with a specific development), write to hola@encodebiz.com.

What the subscription includes

Both plans include the base modules described below. Inventory and Clock-in point are optional, separately billed add-ons, including on the Enterprise plan unless expressly agreed with sales.

Time tracking and clock records

• Entry and exit clocking from the mobile app (iOS and Android), with geolocation validation (geofence configurable per branch), schedule and device.
• Biometric verification and trusted devices, configurable per employee.
• Breaks and pauses (restin / restout) with configurable automatic deduction.
• Working off-site, for field teams and teleworking.
• Employee validation by QR, configurable per branch.
• Manual workday requests with manager approval, and an immutable change history.

Employee management

• Creation, editing and deactivation of employees, with employment statuses: active, inactive, holiday, sick leave, career break, paternity leave and maternity leave, plus the pending status for records that are only partly completed.
• Four levels of responsibility: Owner, Manager, Supervisor and Worker.
• Staff employees and external collaborators, who are left out of the working-time record report.
• Teams: templates with each person's responsibility, job and rate, which add a whole crew to a branch at once.
• Two-step verification (2FA), biometrics and trusted device management.
• Employees assigned to several organisations, with an organisation picker at sign-in.
• Employee import from CSV during set-up.

Branches and organisation

• Creation and configuration of branches with coordinates, clocking radius and their own time zone.
• Per-branch configuration: check zone, weekly schedule, breaks and workday mode.
• Cascading configuration inheritance: organisation → branch → employee.
• Management of several organisations from the same account.

Calendar and schedules

• Base schedules with one or several shifts per day and breaks within the shift.
• Three ways to organise the schedule: Standard week, By shifts, with shifts loaded week by week and copyable from one week to the next, or By tasks.
• Work calendar with public holidays and absences —by date range and with a paid mark—, applicable to organisation, branch or employee.
• Vacation and leave requested from the app and approved in the panel.
• Strict or flexible workday and strict or flexible break, which decide how hours and breaks are counted.
• Schedule templates to replicate a schedule across several branches.
• Availability board: coverage by branch and day, who is missing and why, and adding days off from the board itself.

Tasks

• Creation, assignment and tracking of operational tasks, with branch, deadline and expected start date.
• Own work site per task, with its margin, for work outside the branch.
• Duplicating a task to repeat the job without filling in the form again.
• Pausing and resuming tasks in progress, with the time paused in the report.
• Task history: who moved it into each status and when.
• Formatted description: lists, checklists, headings and links.
• Four priorities: low, medium, high and critical.
• Photo and video evidence, typed notes, validation and rating by the manager.
• Automatic warning if a task has not been started on time.

Documents

• Uploading of employment documents (payslips, contracts, announcements, policies, protocols, risk prevention and other types).
• Scope by organisation, branch or employee, and visibility by role.
• Read receipt signed from the phone, with document version control and a downloadable signature record.
• Downloadable signed PDF for PDF documents addressed to a single employee; group documents retain a record per signer without changing the shared file.
• Logical archiving: archived documents stop being displayed but are retained.

Incidents

• Opening and tracking of incidents from the back office and from the app.
• Types: working-time record, break record, configuration and others.
• Statuses: pending, under review and resolved, with a reply thread.

Reports

• Attendance report in PDF or Excel (XLSX), filterable by branch, employee and period.
• Task report in Excel (XLSX), filterable by branch, status and due period, with time spent and time paused; with inventory subscribed, also the material and its cost per task.
• RDL 8/2019 compliance report for inspections.

Inventory (paid add-on)

Subscribed separately from Subscriptions, with a 15-day trial.

• Items that get used up (consumables) and that are lent out (operables, by unit), in warehouses linked to branches.
• Material assigned when the task is created; issue and consumption from the app; leftovers settled on validation.
• Calendar for each unit with a clash warning between tasks.
• Alert minimums per warehouse and discrepancy flags.
• Consumption report and movement ledger in CSV.
• Documents and inspections per equipment unit, with expiry warnings.
• Equipment and PPE handovers to workers, with associated documents, signed confirmation or disagreement and return condition.
• Equipment and PPE report in Excel with handovers and inspections to prepare documentary evidence for an inspection.

Clock-in point (paid add-on)

Subscribed separately from Clock-in point, with a 15-day trial on your first subscription.

Only active clock-in points are charged, not the branches you have.

• A fixed device at each site, a tablet or a phone, for people who do not want to clock in with their phone.
• Identification with a QR card or a 6-digit code, and a photo with each clock-in.
• Only works near the site and on one device at a time.
• Photo review with bursts of clock-ins in a row at the top.
• No biometrics.

It is explained in Clock-in point.

Storage

Every company has 2 GB included for what it uploads: documents, task photos, signatures, reports and clock-in point photos. Above that, each full GB is added to the monthly invoice at €0.25. With 2.8 GB you pay nothing; with 3.1 GB you pay for 1 GB.

In Organisation → Subscriptions you can see how much each thing takes up and what would be billed this month. Right there is the Extra storage above 2 GB box, ticked by default:

• Ticked: whatever goes over 2 GB is charged as above.
• Unticked: nothing is charged, but once you reach 2 GB no more documents can be uploaded. Task photos, signatures, reports and the clock-in point keep working: a clock-in never fails for lack of space.

On reaching 90% of what is included, the panel warns you in that same block and the owner receives an email.

Operational intelligence

• Operations dashboard by monthly period, with three views: branches, employees and analysis.
• Three indices over the history: reliability, site effect and dependency of the operation.
• Operational assessment per employee, with a promotion-candidate signal.
• Cost analysis based on the hourly rate configured per employee.
• Detection of clock records with anomalous patterns.

AI assistant (Merlin)

CheckBiz360 includes an artificial intelligence assistant that interprets the operational data and turns it into an actionable narrative. It is available in the operations dashboard, in the branch detail and in the employee detail.

The assistant narrates and prioritises using the figures the screen already shows: it does not recalculate or generate data of its own, so its reading can never contradict the dashboards.

Merlin also accompanies the back office onboarding guide, which takes each new account through the subscription, the schedule, the workplace, the first employee and the clock-in test.

Differences between Bronze and Enterprise

The Enterprise plan includes everything in the Bronze plan and adds:

Features in development (roadmap)

The following features are planned and are not available in the current version:

• Automatic version history for documents.
• Bulk document download in a single file.
• Automatic reports by email: scheduled sending of the reports already available.
• Configurable notification preferences per employee or branch.
• Automatic "overdue" status on tasks: today the overrun is reflected in the time-compliance indicator, not as a change of task status.
• Rotating shifts with automatic alternation: today these are covered with one branch per shift or with an employee-specific schedule.
• Employee directory export: importing from CSV is available.
• Offline mode with synchronisation: recording clock records with no connection and synchronising them when it returns.
• Configurable cost alerts by threshold.
• Document-type attachments on tasks (PDF, Word, Excel): today evidence accepts photo and video.

How to subscribe or change plan

Before subscribing, the organisation has to have its legal details and a payment method complete. The back office warns if either is missing and links directly to the relevant screen.

1. Sign in to the back office with your Owner account.
2. Go to Organisation in the side menu and complete the Company details and the Payment methods.
3. Go to the CheckBiz plans screen.
4. Review the current plan and the options available.
5. Select the plan and complete the payment process.
6. The modules become available immediately on completing the process.

To cancel, use the cancel subscription option on the active plan's card. The subscription remains active until the cancellation date the card itself shows; the service is not interrupted at the moment the cancellation is requested.

Role note

Managing the subscription is exclusive to the organisation's Owner. Managers and the other roles have no access to the subscription screen.