Managing Staff Clock-In / Clock-Out on Kayana Partner Admin

This guide walks you through how to manage your team’s attendance, create work shifts, and organize staff into groups using Kayana Partner Admin.

You’ll learn how to:

• Enable the Clock-In / Clock-Out feature
• Create and edit staff shifts
• Manage staff groups
• Add new staff members
• Download staff reports
• Track attendance and work hours

1. Log In to Kayana Partner Admin

1. Go to the Kayana Partner Admin portal.
2. Log in using your registered email and password.
3. Once logged in, you’ll arrive at your Partner Dashboard.

2. Access the Staff Management Section

1. From the left-hand menu, select Staff Management.
2. You’ll now see the Staff Clock-In / Clock-Out page.

3. Enable Staff Clock-In / Clock-Out

1. Locate the Staff Clock-In / Clock-Out toggle button at the top of the page.
2. Click the toggle to turn it ON.
• When enabled, it turns blue.
• You’ll also see a toast notification saying “Updated successfully.”

Tip: Turning this feature on allows your staff to clock in and out directly from your EPOS or connected devices.

4. Configure Additional Staff Settings

On this page, you can also manage scheduling, staff groups, reports, and new staff additions.

4.1 Staff Scheduling

1. Click the Schedule (Calendar) icon to open the Staff Scheduling screen.
2. Here, you can add, edit, or view existing shifts.

View or Edit Existing Shifts

When you click an existing shift, you’ll see the following details:

• Shift Name: Example – “Morning”
• Start Time: e.g., 01:28 AM
• End Time: e.g., 02:29 AM
• Select Days: Choose applicable days (All / M / T / W / T / F / S / S)
• Group: Assign to a specific group or user (e.g., “1 user selected”)

You can then Update or Delete the shift as needed.

Add a New Shift

To create a new shift from scratch:

1. Tap the Add Shift button (with the plus icon).
2. Enter all shift details, including name, time, days, and assigned group.
3. Click Save or Add Shift to create it.

View Shift Overview

This page also provides a clear view of all upcoming or active shifts, making it easy to manage team schedules at a glance.

4.2 Manage Groups

The Manage Group option lets you organize your staff into teams or categories.

1. Tap Manage Group to open the Group Management screen.
2. Click the Create Group button (with the plus icon).

You’ll see the Create a New Group screen, where you can enter:

• Group Name
• Description
• Group Colour: Select a colour to easily identify this group across the system.

Click Create Group to save, or Cancel to go back.

4.3 Download Staff Report

You can download staff attendance and performance reports in different formats.

1. Tap the Download Staff Report button.
2. A pop-up window will appear titled “Download Staff Report.”
3. Choose your preferred Start Date and End Date.
4. Select the desired format:
• Download CSV
• Download XLSX
• Download PDF

Click the button for your chosen format, and your report will download automatically.

4.4 Add a New Staff Member

1. Click the Add Staff button to open the Add a New Staff Member pop-up.
2. Fill out the following details:

Basic Details

• First Name*
• Last Name*
• Role* (choose from dropdown)
• Group (select from dropdown)

Contact Information

• Email*
• Phone Number* (+44 code prefilled)
• Address
• Emergency Contact Name
• Emergency Contact Number (+44 code prefilled)

Employment Details

• Start Date
• Employee PIN* (6-digit code for clock-in)
• Hourly Rate*
• Notes (optional)

Once completed, click Add Staff to save the new team member.

Tip: The PIN is used by staff to clock in and out from the EPOS system.

5. View Staff Statistics

At the top of the Staff Management screen, you’ll see key statistics for quick reference:

• Active Now: Number of staff currently clocked in.
• Hours This Week: Total hours worked by all staff this week.
• Groups: Total number of staff groups created.
• Pending Clock-Ins: Number of staff who haven’t yet clocked in for their shift.

These stats update automatically as staff clock in and out.

6. Search for Staff

Use the Search Bar to quickly find staff members by name. Type any part of a name, and results will appear instantly.

7. Apply Filters and Customizations

You can fine-tune your view using the dropdowns at the top:

• Break Start: Filter staff based on break timing.
• All Groups: Filter by group or department.

8. View Staff in Table Format

Depending on your filters, you’ll see staff details displayed in a table below.

Each row represents one staff member, showing their role, assigned group, and current clock-in status.

At the bottom of the table, you can adjust how many records to view per page — for example, 10, 25, or 50 results per page.

By setting up these features, you’ll ensure your business runs efficiently, with accurate staff attendance tracking and easy scheduling.