Time Management — Documentation

Exalise Time Management is a working-time registration system built for Belgian SMEs. Employees clock in and out in one of two ways — by tapping a physical RFID badge on a reader, or by tapping their name and entering a 4-digit PIN on a shared tablet running the Kiosk webapp. Every clock event is logged automatically, matched against the employee's work schedule, and rolled up into a monthly overview that can be exported as a PDF.

This documentation is written for the person managing the system for your company — typically an office manager, HR contact, or business owner. It walks through every part of the admin interface: adding employees, setting up schedules, handling holidays and absences, and getting hours out as a report.

Access is controlled per company account (called a license), not per individual user role. Anyone who logs in under your company account sees the same navigation and can do the same things — there is no separate "read-only" or "manager" level.

• Company users — the people who log in to manage the system (you, colleagues, HR). They can add employees, edit schedules, handle overrides and holidays, and export reports.
• Employees — the people being tracked. An employee is a lightweight record (name, optional PIN, optional RFID badge) — not a login account. Employees never sign in to the web app; they only interact with the system through the Kiosk tablet or an RFID reader.

If Time management or Kiosk doesn't appear in your navigation, that feature hasn't been enabled on your license yet — get in touch and we'll switch it on.

Open Time management from the main navigation. This page shows a grid with one tile per employee, plus an Add Employee tile at the end.

Add a new employee

1. Click the Add Employee tile.
2. Enter the employee's first name and last name — these are the only two fields required to create an employee.
3. Save. A new tile appears on the grid immediately.

That's enough to get someone into the system — you can add their RFID badge, kiosk PIN, and work schedule afterwards (see the next sections).

Edit, archive, or delete an employee

Click an employee's tile to open their detail drawer. From there:

• Edit Employee — change the first or last name.
• Archive Employee — deactivates the employee. They disappear from the Kiosk tap screen and stop being counted, but their full history (sessions, schedules, overrides) is kept. Use this for someone who's left the company.
• Delete Employee — permanently removes the employee and their history. This asks for confirmation first and cannot be undone, so archiving is usually the safer choice.

Exalise doesn't manufacture or sell RFID hardware itself — the platform is hardware-agnostic and pairs with compatible network RFID readers over a secure connection. Employees still just tap a badge; everything else works exactly like the RFID flow described elsewhere in this guide.

Recommended reader

Exalise integrates with the Inveo RFID-IND-U4 — a compact, PoE-powered network reader (a single cable carries both power and network) that supports common badge standards and can securely push scan events straight to Exalise. If you don't have RFID hardware yet, this is the reader we recommend and help you set up.

How the connection works

1. Mount and power the reader. The Inveo IND-U4 is powered over Ethernet (PoE), so it only needs a single network cable to a PoE switch or injector near the entrance, workstation, or time clock location.
2. We issue dedicated credentials for your reader. Exalise generates a unique API key for that specific device and configures the reader to notify Exalise securely (HTTPS) every time a badge is tapped — no separate software or app is needed on the reader itself.
3. Link badges to employees. Once the reader is connected, tapping an unrecognized badge makes it appear as the most recent scan on the Time management page — from there, use Read RFID Card exactly as described below to assign it to an employee.

Once a reader is physically connected (see above), linking a badge to an employee takes a few seconds — this is a separate system from the Kiosk PIN described next.

1. On the Time management page, click the floating Read RFID Card button (bottom-right).
2. Tap the physical badge on your connected RFID reader — its Card UID and scan details appear on screen.
3. Select the employee to assign it to from the list.
4. Click Write to Card to link the badge to that employee.

The same panel has a debug list of all registered cards, with the option to delete a card if a badge is lost or reassigned.

Kiosk mode turns a shared tablet (e.g. an iPad at the entrance) into a self-service clock-in/out terminal — no RFID reader hardware required. It's a separate feature from your license and must be enabled before Manage kiosk devices appears on the Time management page.

Setting up a kiosk device

1. Click the floating Manage kiosk devices button on the Time management page.
2. Give the device a name (e.g. "iPad reception") and click Add kiosk device.
3. Step 1 — Install: on the tablet, scan the install QR code (or open the link directly) and add the page to the home screen. The kiosk must run as an installed, full-screen app — it won't accept credentials from a plain browser tab.
4. Step 2 — Connect: click Next to reveal a second QR code containing one-time setup credentials. On the tablet, open the installed app and scan this code (or paste the setup link) to pair it.

Daily use on the tablet

1. The tablet shows a grid of employee tiles — "Tap your name." Each tile shows a live IN/OUT dot and, if checked in, "In since {time}".
2. Tapping a name opens the PIN screen: "You'll be checked in" or "You'll be checked out" (the app already knows which, based on current status), then "Enter your PIN." The 4-digit keypad submits automatically on the fourth digit.
3. A result screen confirms "Checked in", "Checked out", or "Scan undone," then returns to the grid automatically after about two seconds.

The Kiosk PIN is a separate system from RFID badges — it's the 4-digit code an employee types on the Kiosk tablet after tapping their name (see Kiosk mode above). An employee can have a badge, a PIN, both, or neither.

Open the employee's detail drawer and find the Kiosk PIN card. It shows PIN set or PIN not set.

• Set PIN / Update PIN — choose a 4-digit code the employee will type on the Kiosk tablet.
• Remove PIN — disables kiosk clock-in for that employee until a new PIN is set.

A work schedule defines when an employee is expected to work, day by day. Schedules are set per employee — there's no shared "company default" schedule, though you can copy the same times to each new hire.

Create a schedule

1. Open the employee's detail drawer and find the Work schedule card.
2. Click Create schedule (or Add new schedule if one already exists).
3. For each weekday (Monday–Sunday), enter a start time and end time. Leave both blank for a day the employee doesn't work.
4. Set Effective from — the date this schedule starts applying.
5. Save.

Schedule history and future changes

Schedules shown in the card are listed in an accordion labelled "Valid from {date} - Valid until {date}". You can have several schedules for one employee — the system always uses whichever one has the latest effective-from date that isn't in the future for the day being checked. This means you can create a new schedule ahead of time (e.g. a switch to part-time starting next month) without disturbing the current one.

• Edit schedule times — change the day-by-day times of an existing schedule.
• Delete schedule — only available on the most recent schedule; older schedules are kept as history.

A few settings apply to the whole company rather than one employee. Find them under Account → Work-time settings.

• Working hours — general working-time settings for the license.
• Work breaks — define break windows (e.g. a 30-minute lunch break). These minutes are automatically subtracted from worked and planned time everywhere hours are totalled: employee tiles, the monthly overview, and the PDF export.

An override represents a planned change of status for one employee on a specific day — a public holiday, sick day, leave, or a manually adjusted working window. Overrides are managed from the employee's detail drawer, or directly from their monthly calendar page.

Override types

Every override has a type: Working, Off, Holiday, Sick, Leave, or Parental leave.

Creating a one-off override

1. In the employee's detail drawer, find the Create override card.
2. Choose a Type.
3. Tick Full day, or leave it unticked and enter a Start time / End time for a partial-day override.
4. Pick a start and end date — selecting a range creates one override per day in that range.
5. Save.

Use the Overrides calendar date picker to review, Edit override, or Delete override for any existing day.

Recurring override rules

For a pattern that repeats every week, use the Recurring overrides card instead of creating one-off entries manually: pick a type, full-day or start/end time, the weekdays it applies to, and an Effective from date (with an optional end date, or leave it running until cancelled). Typical uses: parental leave every Thursday and Friday afternoon, or a permanent half-day on Wednesdays.

• Set end date — close an open-ended recurring rule.
• Delete recurring override — remove the rule entirely (past overrides it already generated stay as history).

How overrides interact with the schedule

An override changes a planned status; a work session is the actual clock-in/clock-out record. If an employee forgets to tap in or out, or a scan fails, correct it directly.

From the employee drawer

The Work session card shows the current state. If the employee is checked in, you can set/adjust the Check-in time, or use Close session with a chosen close time to check them out manually. If they're not checked in, Check in employee starts a new session at a time you choose.

From the monthly calendar

Open the employee's monthly overview (View month overview) and click any day to see its sessions. From there you can:

• Add session — log a check-in/check-out pair that was missed entirely.
• Edit session — correct the check-in or check-out time of an existing session.
• Delete session — remove an incorrect session (e.g. a duplicate or accidental scan).

Company-wide closure days — public holidays, a Christmas shutdown, a company trip — are managed once, centrally, instead of per employee.

1. Go to Account → the Hollidays tab.
2. Use the year selector to pick the year you're configuring.
3. Click Add new holliday, then fill in a From date, a To date, and a free-text Reason (e.g. "Christmas break" or "Public holiday — Armistice Day").
4. Save. Use the row-level edit/delete icons to correct a mistake, or the trash icon to clear every holiday for the selected year.

The Time management grid is your at-a-glance dashboard. Each tile shows:

• An IN / OUT badge — solid green if the employee is currently checked in.
• An orange "Absent" warning icon if the employee is scheduled to be working right now but has no open session — a quick way to spot who hasn't shown up.
• Today and Tomorrow rows with a colour-coded status (Working, Off, Holiday, Sick, Leave, Parental leave) and the scheduled time window when working.
• A footer line showing either "Checked in: {time} · {elapsed duration}", or the last recorded session if not currently checked in.

Click a tile to open the full employee drawer for that person.

Other tools on this page

Floating buttons in the bottom-right corner give access to:

• View logs — a paginated log of every RFID scan (card UID, event type, timestamp).
• Alert settings — per company-user toggle for who gets notified when an employee shows as "Absent" (scheduled but not clocked in).
• Manage kiosk devices — only shown if Kiosk is enabled on your license (see the Kiosk mode section above).

Click View month overview on any employee to open their monthly calendar — a day-by-day breakdown for a chosen month, with prev/next month arrows.

Exporting a PDF

1. Open the employee's monthly overview and navigate to the month you need.
2. Click Export PDF in the top-right toolbar.
3. A file named {FirstName}-{LastName}-{YYYY}-{MM}.pdf downloads immediately — no server round-trip, so it works even if the data is only visible to you.

What's in the PDF

• A summary row: Total worked, Total planned, Difference, and Total breaks for the month.
• One table row per calendar day, with columns for Date, Scheduled hours, Override (type and window, if any), Sessions (all check-in/check-out pairs that day, or "Open" for a session still in progress), Break, and Worked minutes.
• A "Generated on {date/time}" footer.