Questions and Answers
Q. What is TAPs?
A. TAPS is the S4labour feature that enables employees to Tap in when they arrive for work and Tap out when they leave within the S4labour mobile app. This is a popular time and attendance alternative to using your tills or sign in and out sheets.
Q. How do I start using TAPs?
A. Speak to someone within your organisation to find out if they want to start using TAPS and ask them to get in touch with us at S4labour@s4labour.co.uk to see if it's included as part of your current subscription.
Q. My team can't seem to TAP out after midnight?
A. The business has open and closing times which can be entered into S4labour by a level 5 user within the site's general settings, if your team doesn't seem to be able to tap out after midnight it might be because the business close time is set to that. Ask your level 5 user to update your site's closing time. How to can be found here
Q. Some of my team have problems Tapping in or out?
A. The TAPs function requires both mobile signal (or wifi) and location serves to be able to tap in and out. Check your location serves are on for the APP, find our handy TAPs troubleshooting guide here
Q. Some of my team don't have smartphones, how do they tap in or out?
A. TAPs is app-based and without use of a smartphone that can download the app and enable GPS services, it sadly will not be able to work for these team members. Team members without a smartphone will need to have their hours updated in the rota manually by a manager.
Q. Can someone tap out at home if they have forgotten to do it before they leave?
A. TAPs is location-based so the employee can only TAP in when they arrive on site and TAP out when they are still on site. If they have left without Tapping out a manager can select a finish time for them.
Q. Can I TAP my team out?
A. When you 'Run Taps' you will see those employees that have 'incomplete shifts' you can then select the end time. See this guide on handling TAPS as a user.
Q. Do I need to do anything to ensure the data is taken off the phone?
A. Best practice would be to 'Run Taps' at the end of each evening or at a shift hand over time. This will ensure you are able to manage your team's time and attendance in the moment, rather than relying on memory or yesterday's handover information. See this guide on the actions you need to take. If you don't Run Taps on the same day the information will still pull through to the rota the following morning to be reviewed.
Q. Why does the budget figure say £NaN%?
A. This will happen when you have employees that have TAP in but not out, your S4labour can not calculate the shift length or cost for that employee so creates an error on the page. It is important that this information is updated ASAP as this can have a knock-on effect on your reporting and also you will not be able to close the week for payroll. This shift could appear as '10:00 - NA' for example, simply click on the NA and update it with the actual time the employee finished and this will resolve the issue.
Q. What happens if someone TAPs in but doesn't Tap out?
A. When you 'run taps' at the end of the evening you will see this shift is in the 'incomplete shifts' section. You should action it within that screen. However, if 'Run Taps' wasn't completed the following day this will display as a 'na'. This shift could appear as '10:00 - NA' for example, simply click on the NA and update it with the actual time the employee finished and this will resolve the issue.
Q. Should my team TAP in and out for breaks?
A. If your organisation has not opted for automatic deduction of 20 or 30 minute breaks, your team members should tap out when going on break and then back in when their break has completed.
Q. When my team are working elsewhere can they TAP in/out?
A. As long are you have set them up as a transfer and also they are scheduled to work at the away site they will be able to tap in and out at the new location.
Q. My team keep forgetting to TAP in and out, what can I do?
A. It can be difficult to introduce something new, try putting up these notices to help jog your employee's memories. Download here
Q. Do salaried employees need to TAP in and out?
A. While this is not strictly necessary to calculate their pay, we would nonetheless recommend that they do. Salaries are a major cost to any business and these team members will likely still impact your site's deployment. By asking them to tap in and out, you will have a record of the true hours being worked each week.
Q. Does my mobile's location settings impact my ability to tap in or out ?
A. Yes, Taps relies on GPS data to function as this ensures team members are on site when tapping in and out. It will not be able to function without location settings enabled. Navigate to your settings on your phone, go to App settings, locate the s4labour app, tap on App permissions, select location and then set to always. If using iOS then turning off the precise location setting will help with the time taken for TAPs to connect to location services.
Find this handy guide here: Troubleshooting Taps