Employee Attendance

Overview

Attendance lets your staff clock in and out from their own phone by scanning a QR code at the POS. Each shift is logged against their Rewardly account, and you review the records — and void mistakes — from the admin portal.

It uses the same identity system as your members: a staff member is just a member on a hidden "Staff" tier with attendance access turned on. That keeps everything in one place and means staff can log in with the phone or email they already have.

Set up Membership first

Attendance reuses your Membership tiers. Make sure you have a Membership program live before turning this on.

How it works

There are four moving parts:

1. Outlet Register — has Employee Attendance Tracking enabled.
2. A Staff membership tier — a hidden tier (e.g. Staff) that members get moved to when they're hired.
3. Attendance Access — links the Staff tier to attendance, so anyone in that tier can clock in.
4. POS Attendance screen — shows a QR code; staff scan it from their phone to clock in or out.

Default setup

Bean & Brew example: let baristas clock in by phone scan.

1. Enable attendance on the outlet register

1. Outlet Registers → click the Edit icon on your register.
2. Expand Advanced Settings.
3. Turn on Enable Employee Attendance Tracking.
4. Save.

2. Create a staff membership tier

1. Programs → Membership → CREATE.
2. Fill in:
   • Name — Staff
   • Level — any unused level (each tier must have a unique level).
   • Is active — on.
   • Show on Member App — off (staff don't see member benefits).
   • Override Merchant Membership Rules — on.
   • Auto upgrade membership — off.
   • Allow member to skip level — off.
3. Save.

3. Grant the tier attendance access

1. Rewardly POS → Employee Attendance → Attendance Access.
2. + CREATE.
3. Fill in:
   • Access Type — Membership Tier.
   • Membership — Staff.
   • Is Active — on.
4. Save.

4. Sync the POS

Open the POS sell screen and tap Refresh so the new settings are pulled down.

Onboarding a new staff member

If the new hire's phone/email is not in Rewardly yet:

1. They scan the QR online-ordering QR code with their phone.
2. Pick Member Login → enter phone (or email, depending on your settings).
3. Tick the PDPA / T&C checkbox → Send OTP → enter the OTP.
4. Log in, tap < to open the profile form, fill in the mandatory fields, tick PDPA, and Update to register.

Then on the POS, the manager moves them into the Staff tier:

1. Tap Concierge on the POS.
2. Search the new staff by phone or name.
3. Tap the first matching member.
4. Change Membership Tier to Staff.
5. If they had any normal-member perks (vouchers, points), remove those.

Clocking in and out

At the POS:

1. Tap the Attendance button on the sell screen — a QR code appears.

On the staff phone:

1. Scan the QR with the phone camera.
2. Tap Log In (same method — phone or email — as members use).
3. Enter OTP or password; tick Remember me if you want it saved.
4. Tick PDPA / T&C and Log In.
5. On the clock-in / clock-out screen, tap Done, then close the member app.

Attendance report

In the admin portal expand Rewardly POS in the sidebar and open the attendance report. Filter by date or staff member. The merchant admin can void an erroneous record from here.

Related

• Membership — the tier system Attendance reuses.
• Concierge — used to move new staff into the Staff tier.
• POS Settings — the outlet-register settings home.