Employee self-service app
Set up and manage the employee app from the office
What HR prepares on the web before employees use the app - work sites, the location rule, phones, permissions - and the screens where app punches, leave and permissions arrive.
4 min readLast updated
In this article
The employee app needs little setup, but a few decisions made by HR beforehand decide whether the first morning goes smoothly. This page lists them and tells you where in the web system each app action lands.
Before employees start
Link every employee to a user. An employee signs in with their Rocket ERP user. A user that is not linked to an employee record is refused with "This account is not linked to an employee record."
Grant the permissions. Give employees the self-service permission in their permission group. Give managers the manager self-service permission as well; without it the Team tab does not appear, even if they may approve leave on the web.
Set up work sites. In People › Time & Attendance › Work Sites, give each site its location on the map and a radius. Employees are measured against their own site, else their branch's site, else the fallback office location. A site with no location cannot be checked. See work sites.
Choose the location rule. In People › HR Admin › Settings, decide whether the location is enforced and what happens When someone punches outside their work site:
Reject the punch: the employee is told how far away they are and nothing is recorded (the default);
Accept it and flag for HR review: the punch is recorded with the distance and appears in punch review.
The settings screen warns you which employees have no work location and would be refused while enforcement is on.
Decide on proof of presence. A site can require a rotating code shown at the entrance, which a phone far away cannot fake.
Decide how phones are linked. By default the first phone an employee punches from is linked to them. If you require registered phones, each new phone waits for your approval.
Tell employees the company code and where to download the app.
Where app actions land
In the app | On the web |
|---|---|
Clock in, clock out | People › Time & Attendance › Attendance Management: one row per day, with the clock-in and clock-out locations as map links. See attendance management. |
Punch outside the site, late offline punch, failed site code | People › Time & Attendance › Punch Review: accept, or reject with a reason. Rejecting cancels the attendance day. See punch review. |
A new or changed phone | People › Time & Attendance › Attendance Devices: approve, remove or block. See attendance devices. |
Leave request, approval or rejection | People › Time & Attendance › Leave Management. See leave requests. |
Hourly permission | People › Time & Attendance › Hourly Permissions. See hourly permissions. |
Payslips and documents shown in the app | People › Payroll › Payslips and the documents on the employee file. See payslips. |
Everyday support
"I changed my phone." Remove the old phone in attendance devices; the new one is linked at the next punch.
"The app says my site has no location." Set the site's location in work sites, or assign the employee to a site that has one.
"My punch could not be recorded." The employee can show you the refused punch on the phone with its time and reason. Record it by hand in attendance management if it was genuine.
"I don't see the Team tab." Check that the manager's permission group includes the manager self-service permission.
Common questions
Can employees who refuse location still record attendance? Not from the app, which requires a location for every punch. HR can record their attendance on the web.
Do employees need the app to see payslips? No. The same payslips are available in the web self-service screens. See employee self-service.