If you want real control over how much your team actually worked — who is late, who leaves early and where the deviations from the plan are — the RCP system is exactly that. With it you settle employees for their actual work time, compare it with the schedule, see the differences, and at the end of the month download a ready report with the total hours — fast and without counting by hand. Below you will go through setting up time tracking step by step: from choosing a clocking method, through turning time tracking on at the location and for employees, to publishing the schedule.

Choosing a work time tracking method

Before you set up time tracking, decide how employees are to "clock" their work time. You can choose one method or combine several.

KIOSK (PIN)

If you want employees to clock in at a KIOSK with a PIN code, you do not even have to activate their accounts. It is enough to hand them their PIN codes — you can download a ready list from the exports and pass it on straight away.

1. From the top toolbar choose "RCP System" and then "Exports".
2. Go to the "Employees" tab and download "Employee data records" as an Excel file — it also contains the employees' PIN codes.

As a manager you can also generate a new PIN code for an employee. You do that on the Team tab, when editing the user — on the "Settings" tab.

KIOSK (QR codes)

If employees are to clock in on a company tablet or phone but with QR codes, they need active accounts. You add their email address to Proplanum, send an invitation, and the system does the rest. How to add and invite an employee is described in Sending invitations and activating an account.

The mobile app

If you want employees to record work time on their phone, invite them to the system as well and turn that method on in the location settings. Go to Locations → edit location → the "Work time tracking" tab and turn on "Time tracking in the mobile app". From then on the employee clocks in directly on their phone.

The browser (on an employee's behalf)

If an employee forgets to clock in, the Location Manager or the Organisation Administrator can start their work time on their behalf from the records — with the "Start shift" button. The details are in An employee forgot to clock in — can I do it for them?.

Activating employee accounts — what for?

Active accounts are simply convenient for you and for the team. The employee sees the schedule and changes in the system, and you do not have to:

• call or write to everyone whenever a schedule is published or changed mid-month — the system sends the notifications for you,
• collect and enter leave and schedule requests by hand — employees submit them themselves and you see it in the schedule straight away,
• take constant phone calls about "who wants time off when" — an employee submits a request and you simply approve or reject it.

Turning time tracking on at a location

You turn time tracking on separately for each location. This is the master switch — without it the other time tracking settings will not work.

1. Go to the "Locations" tab and choose the location where you want to start time tracking. Click edit (the three dots on the right).
2. On the left go to the "Work time tracking" tab and turn the "RCP" switch on.

The same tab holds further work time tracking settings (among others time rounding, lateness tolerance, GPS location verification and automatic approval of entries).

Turning time tracking on for an employee

Once time tracking is on at the location, you decide who on the team is to record work time and who is not. Employees without time tracking will have records matching the schedule.

1. Go to the Team tab and open the employee for editing.
2. On the left open the "Settings" tab and turn on "Time tracking required".
3. Click "Save" (the button in the top right corner).

Publishing the schedule

The RCP system works best together with a planned schedule — that gives you a clear comparison: plan versus reality. Before you start recording work time, plan the shifts in the Schedule tool and then publish the schedule. How to create shifts is described in A basic shift in the schedule – creating and managing.

Once the schedule is published, entries of actual work time will start appearing in RCP System → Records. There you can look at the current day and check who is on shift, who is late and who is working to plan. More about the records and managing entries is in Work time records – getting started, and about settlement in Exports.

Updated on: 09/08/2026