For Employees

Basic user guide file for employees

I. Download Tanca app and log in to your account:

1.       Download the Tanca app from App Store or Google Play.

Step 1: App Store -> Access Google Play or App Store (image)

Step 2: Search: Type the keyword Tanca to search for and download the Tanca app to your phone.

2.       Log in to the app:

Step 1: Enter your phone number that you provided to the Admin -> Click on Log in (image)

Step 2: Enter the 6-digit OTP code sent to you and log in to the app.

II. Perform timekeeping:

1.       Clock In - Clock Out on the phone

Step 1: In the Work section -> Click on Clock In (image)

Step 2: Click on Allow -> OK -> Choose Allow while using the app or Always (image)

Step 3: Choose the shift you are working on -> Click on Confirm (image)

Note:

·         In case you clock in late/early, the system will ask you to enter a reason. You can choose not to enter and simply click on Confirm to complete.

·         Once you successfully clock in, the Clock Out button will appear.

·         Permission is only required the first time you clock in, or in case you uninstall and reinstall the app.

·         Tanca ensures that all Clock In/Out data that meets or does not meet the requirements is recorded in the Timetracking History. 

2. Attendance scenarios:

Below are some example scenarios:

Scenario 1: Individual Shift (image)

If an employee does not have any assigned shift, or they still come to work even without a work schedule (due to some reasons), the employee can still clock in, and the system will record the attendance data. When you rearrange the employee's work schedule (shift), the attendance data will be automatically recorded for you.

Scenario 2: Attendance via Wifi request (image)

If employee clocks in via Wifi, but not from the designated Wifi or using 3G, they will not be able to clock in. The system will notify the Wifi networks that employees can use for attendance.

=> Employees should access the Wifi networks mentioned in the notification or contact the manager for support.

Scenario 3: Attendance via GPS request (image)

In case an employee clocks in from a location further than the designated location, the system will notify the location of the employee compared to the designated location.

=> Employees should follow the instructions in the notification, click here, and reopen the App to successfully clock in.

Note: 

·         When clocking in, the data will be uploaded online. All attendance data will not be lost.

·         However, only valid attendance data will be displayed on the attendance board. For example, an employee who clocks in outside of allowed overtime or allowed leave will not appear on the attendance board. Or an employee who does not have a work shift but still clocks in will not be displayed on the attendance board and will not be counted as working hours.

·         Only employees who complete the clock-in and clock-out steps will be considered as having worked and their attendance will be counted.

III. Feature Directories:

1.       Checking Work Schedule:

Step 1: Go to the Work tab -> Select Work Schedule (screenshot)

Step 2: Click on the Calendar icon (upper right corner) to choose the time period to view (screenshot)

Step 3: The screen will display your Work Schedule and attendance status (screenshot)

Note: Work Schedule is the schedule assigned to you for work. You can only Clock In/Out when you have a Work Schedule.

2.       Attendance History:

Step 1: Go to the Work tab -> Select Attendance (screenshot)

Step 2: Choose the Calendar icon (upper left corner of the screen) -> Choose the time period you want to view (screenshot)

Step 3: Select the In/Out tab to view your attendance history (screenshot)

Step 4: Select the Timesheet tab to view your timesheet (screenshot)

Here, Tanca will report detailed Attendance and Work Hours based on your daily attendance. Depending on your salary calculation method, you can view either Attendance or Work Hours.

The report includes late hours, early departures, missed check-ins, etc. If you find any discrepancies, you can create Requests for changing clock-in/out hours.

Note:

The system keeps a record of your Clock In/Out history on all devices such as phone, time clock machine.

If someone edits your work hours, the system will also keep a record.

The system provides detailed time and location when you clock in/out via GPS or provides location-based positioning for Tanca.

In case the system cannot confirm your Work Schedule (Personal Shift), it will be displayed as: Phone Clock In/Out or Time Clock Machine Clock In/Out, etc. This attendance data will be attached to the Work Schedule if the Manager adjusts the work schedule for you.

3. Folder of Types of Requests:

Below are some basic types of requests:

3.1. Request for Changing Work Hours:

If for some reason your attendance is not recorded correctly with the actual working hours, you can request a change.

Method 1:

Step 1: Go to the Work Schedule section -> select the shifts that are marked in red, indicating the shifts that you forgot to clock In or Out (image)

Step 2: Click on Change (upper right corner) (image)

Step 3: Select the time frame for clocking In and Out for the changed shift (image)

Step 4: Click Send (image)

=> Your manager will receive a notification, and after approval, the changed time will be considered as valid attendance in your request.

Method 2:

Step 1: Go to the Work section -> select Requests (image)

Step 2: Click on the green + icon -> select Request for Changing Work Hours (image)

Step 3: Update the information in the request form (image)

Step 4: Click Send (image)

=> Your manager will receive a notification, and after approval, the changed time will be considered as valid attendance in your request.

3.2. Request for Leave:

Creating a leave request:

Step 1: Go to the Work section -> select (image)

Step 2: Click on the green + icon -> select Request for Leave (image)

Step 3: Update the information in the request form (image)

Step 4: Click Send (image)

Note:

You can create a leave request for a single day or multiple days. If you request leave by hours, you can choose to take 1/2, 3/4, or 1/4 day off.

Your manager will receive a notification. After approval, the days requested in the leave request will be considered as paid leave days (if the leave is of the Paid type).

Managing leave days:

Step 1: Go to the Account section -> select Leave Management (image)

Step 2: Select Remaining Leave Days (image)

Step 3: The screen will display a report of your leave days status (image).

3.3. Requests for Business Trips

When you go out or go on a business trip, you can submit a request for approval by your manager. You can request for the same day or multiple days. In case the request has been approved but you go beyond the requested time, your late hours will be deducted.

Step 1: Go to the Work section -> Select Requests (screenshot)

Step 2: Click on the green + icon -> Choose Business Trip/Going Out request (screenshot)

Step 3: Update the information in the request form (screenshot)

Step 4: Click Submit (screenshot)

=> Your manager will receive a notification. After the manager approves the request, the time in your request will be counted as either working hours or non-working hours, depending on your company's policy.

3.4. Requests for Overtime Work:

In case you work overtime upon the company's request or due to job demands, you can submit a request for overtime work to inform and report to your manager for overtime pay calculation.

Step 1: Go to the Work section -> Select Requests (screenshot)

Step 2: Click on the green + icon -> Choose Overtime Work request (screenshot)

Step 3: Update the information in the request form (screenshot)

Step 4: Click Submit (screenshot)

=> Your manager will receive a notification. After the manager approves the request, the time in your request will be counted as valid overtime.

3.5. Requests for Late Arrival/Early Departure:

In case you are unable to arrive at the company on time for any reason, you can submit a request for Late Arrival/Early Departure to request for permission or inform your manager.

Step 1: Go to the Work section -> Select Requests (screenshot)

Step 2: Click on the green + icon -> Choose Tardiness request (screenshot)

Step 3: Update the information in the request form (screenshot)

Step 4: Click Submit (screenshot)

=> Your manager will receive a notification. After the manager approves the request, the time in your request will be counted as either working hours or non-working hours, depending on your company's policy.

NOTE: Apart from the above request types, Tanca may have additional request types such as Shift Registration, Payment, Purchasing, etc. Whether you can use these request types or not depends on whether the manager has enabled these request types in the Admin settings (screenshot of the overall list of request types).