How do I set up landline telephone clock-in?

With Clean Smarts, your cleaners can clock in with a telephone call. There are two different ways of setting up telephone clock-in. Different toll-free numbers are used for the two methods.

  1. METHOD 1: Dialing in via a whitelisted number. Use this method if you need to confirm that the cleaner is on site when they clock in. In order to use this method, the cleaner must have access to a landline telephone they can dial from. This method works by saving the on-site telephone number under the location profile in Clean Smarts. When the cleaner dials the Clean Smarts toll-free number from this telephone, Clean Smarts identifies the location from the number received (like caller ID).
  2. METHOD 2: Dialing in with a location PIN. This method can be used if the cleaner does not have access to an on-site telephone or if the work site has a telephone network where all calls are routed through a single dial-out number (making it impossible to identify exactly which phone the cleaner is dialing from). The disadvantage of this method is that you cannot confirm the location of the cleaner. The advantage of this method is that users may user their mobile phones to log time. This is particularly helpful for managers in the field that visit multiple locations or need to log their time to different cost-center type locations. This method works by prompting the cleaner to enter a location PIN.

by calling a toll-free number and providing their Clean Smarts ID and PIN. This feature is enabled by default and is available to all Clean Smarts customers in the U.S. and the U.K. Ideally, your cleaners clock in using landline telephone numbers originating from the facilities they service; however, users can also call using their mobile phones.

What are the toll-free numbers?

In order to prevent spam and robo-calls to our service lines, the toll-free numbers are not provided in these public support articles. Please e-mail [email protected], and our support staff will provide you with the toll-free numbers.

METHOD 1: DIALING IN VIA WHITELISTED NUMBERS

How to assign telephone numbers

To set up telephone clock in, you add telephone numbers to the locations where you want your cleaners to begin logging their time:

  1. Go to Admin > Manage Locations > Pencil icon for the location where cleaners will be dialing in.
  2. Scroll to the bottom of the form under Check In Phone Numbers. Click the "Add Phone Number" button.
  3. Type in the phone number originating from the location. You can add multiple phone numbers to a single location.

How cleaners dial in

  1. The cleaner dials the toll-free number specific to this Method 2.
  2. The cleaner will hear, "Welcome to Clean Smarts. Enter your employee number, followed by the pound sign."
  3. The cleaner enters their four-digit Clean Smarts User ID. This can be found in their user profile, and is automatically assigned and cannot be changed.
  4. The cleaner will hear, "Enter your employee PIN, followed by the pound sign."
  5. The cleaner enters their four-digit employee PIN. This number can be changed and is found in the cleaner's user profile.
  6. The cleaner will hear, "Thank you! You are clocked in at..."

Assigning telephone numbers from time detail

Users can clock in using a telephone number that has not been assigned to a location. In such cases, the system captures that time so that you can decide whether to assign the unknown number to a particular location.

  1. Go to Time Tracking > View Time Detail and set your location and date ranges.
  2. Click the golden button under the Location column for time that was called in from an unknown telephone number. The time may be incorrect as it will reflect the server's recorded time until a proper location is assigned. Select the location that the phone number should be attached to.

METHOD 2: DIALING IN WITH A LOCATION PIN

How to set up the location PIN

  1. Go to Admin > Manage Locations and click on the pencil icon next to the location where you want to enable location PIN clock-in.
  2. Scroll down to the section labeled "Check In Phone Numbers"
  3. Check the box labeled "Allow phone check-in with location PIN"
  4. Enter a unique 4-digit PIN for this location. We allow you to enter a PIN in the common case that you are migrating from another dial-in system and want to keep the same PIN numbers.

How cleaners dial in

  1. The cleaner dials the toll-free number specific to this Method 2.
  2. The cleaner will hear, "Welcome to Clean Smarts. Enter your employee number, followed by the pound sign."
  3. The cleaner enters their four-digit Clean Smarts User ID. This can be found in their user profile, and is automatically assigned and cannot be changed.
  4. The cleaner will hear, "Enter your employee PIN, followed by the pound sign."
  5. The cleaner enters their four-digit employee PIN. This number was selected by the cleaner or was set by an administrator.
  6. The cleaner will hear, "Enter the location PIN, followed by the pound sign."
  7. The cleaner enters the four-digit location PIN, as described in the setup instructions above.
  8. The cleaner will hear, "Thank you! You are clocked in at..."

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