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employee guide

# Employee User Guide

## Complete Guide for Employees

This comprehensive guide covers everything you need to know about using Akoto Verify for clocking in, clocking out, and managing your work time.

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## Table of Contents

1. [Getting Started](#1-getting-started)
2. [Clocking In](#2-clocking-in)
3. [Your Dashboard](#3-your-dashboard)
4. [Clocking Out](#4-clocking-out)
5. [Viewing Your Work Logs](#5-viewing-your-work-logs)
6. [Late Arrivals](#6-late-arrivals)
7. [Missed Clock-Outs](#7-missed-clock-outs)
8. [Location Tracking](#8-location-tracking)
9. [Troubleshooting](#9-troubleshooting)
10. [Tips & Best Practices](#10-tips--best-practices)
11. [Getting Help](#11-getting-help)

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## 1. Getting Started

### 1.1 What You Need

Before you can clock in, you need:
- **Webcam** - Built-in or external camera
- **Web Browser** - Chrome, Firefox, Safari, or Edge (latest version)
- **Your photo on file** - HR must have uploaded your photo to the system

### 1.2 How Login Works

Akoto Verify uses **facial recognition** - no passwords or IDs to remember!

1. You simply look at your camera
2. The system recognizes your face
3. You're clocked in automatically

**Your face is your login** - it's matched against the photo your HR uploaded when they added you to the system.

### 1.3 Accessing the System

**URL Format:** `https://www.akotoverify.com/<company>/login`

**Example:** If your company is "Acme Corp", visit:
`https://www.akotoverify.com/acmecorp/login`

**Tip:** Ask your HR for the exact login URL, then bookmark it for quick daily access.

### 1.4 Browser Permissions

When you first use the system, your browser will ask for:
- **Camera access** - Required for face verification
- **Location access** - Optional (if your company uses geolocation)

**Important:** You must allow camera access to clock in.

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## 2. Clocking In

### 2.1 Step-by-Step Clock In

1. **Visit your company login page**
2. **Click "Start Face Verification"**
3. **Allow camera access** if prompted
4. **Look at the camera** - Keep your face centered
5. **Wait for verification** - Takes 2-5 seconds
6. **Success!** - You'll be redirected to your dashboard

### 2.2 Face Verification Tips

**For best results:**
- ✅ Face the camera directly
- ✅ Ensure good lighting (avoid backlighting)
- ✅ Remove sunglasses or hats
- ✅ Keep a neutral expression
- ✅ Stay still during verification

**Avoid:**
- ❌ Looking away from camera
- ❌ Dark or poorly lit rooms
- ❌ Covering part of your face
- ❌ Moving during verification

### 2.3 What Happens During Verification

1. **Camera activates** - You'll see yourself on screen
2. **Face detection** - System locates your face
3. **Liveness check** - Confirms you're a real person (not a photo)
4. **Face matching** - Compares with your stored photo
5. **Result** - Success or failure message

### 2.4 Verification Failed?

If verification fails, you'll see an error message. Common reasons:

| Error | Cause | Solution |
|-------|-------|----------|
| "No face detected" | Camera can't see your face | Move closer, improve lighting |
| "Face not recognized" | Face doesn't match stored photo | Try again, contact HR if persists |
| "Verification failed" | General failure | Retry with better lighting |
| "Spoofing detected" | System thinks it's a photo | Use live camera, not a photo |

**Tip:** If you fail 3 times, wait a moment and try again with better lighting.

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## 3. Your Dashboard

### 3.1 Dashboard Overview

After clocking in, you'll see your dashboard with:
- **Welcome message** - Your name
- **Clock-in confirmation** - Time you logged in
- **Colleagues online** - Who else is working (if enabled)
- **Clock Out button** - To end your shift
- **View My Work Logs** - See your history

### 3.2 Colleagues Currently Logged In

If your company has this feature enabled, you'll see:
- Names of colleagues currently working
- List updates automatically every 5 seconds

**Note:** You only see names, not login times or other details.

### 3.3 Important Warning

You'll see a yellow warning box reminding you to clock out. This is important because:
- Forgetting to clock out affects your hours calculation
- Your HR may need to manually fix your records
- It could affect your pay

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## 4. Clocking Out

### 4.1 How to Clock Out

**Method 1: Click the Button (Recommended)**
1. Click the red **"🕐 Clock Out"** button
2. Wait for confirmation
3. You'll see your hours worked

**Method 2: Close the Browser Tab**
- The system automatically records your logout
- Works even if you forget to click the button
- Less accurate than manual clock out

### 4.2 Clock Out Confirmation

After clocking out, you'll see:
- **Total hours worked** (e.g., "8 hours 30 minutes")
- **Confirmation message**
- **Link to clock in again** (for next shift)

### 4.3 Location at Clock Out

If geolocation is enabled:
- Browser may ask for location permission
- Your clock-out location is recorded
- You can decline and still clock out

### 4.4 Don't Forget to Clock Out!

**Why it matters:**
- Accurate hours = accurate pay
- Helps HR track attendance
- Avoids manual corrections

**Tips to remember:**
- Set a phone reminder
- Make it part of your end-of-day routine
- Clock out before shutting down your computer

---

## 5. Viewing Your Work Logs

### 5.1 Accessing Your Logs

1. From your dashboard, click **"View My Work Logs →"**
2. Or visit: `https://www.akotoverify.com/<company>/mylogs`

### 5.2 What You'll See

Your work logs show:
| Column | Description |
|--------|-------------|
| Date | Work date |
| Clock In | When you started |
| Clock Out | When you finished |
| Hours Worked | Total time |
| Late Status | If you were late |

### 5.3 Search Range

You can view logs from:
- Last 30 days (default)
- Last 60 days
- Last 90 days
- Last 6 months
- Last year

**Note:** Your HR controls how far back you can search.

### 5.4 Face Verification for Logs

Some companies require face verification to view logs:
1. Click "Verify Face & View Logs"
2. Complete face verification
3. Your logs appear automatically

This prevents others from viewing your work history.

---

## 6. Late Arrivals

### 6.1 What Counts as Late?

Your company sets:
- **Start time** - When your shift begins (e.g., 9:00 AM)
- **Grace period** - Buffer time (e.g., 5 minutes)

**Example:** If start time is 9:00 AM with 5-minute grace:
- Clock in at 9:04 AM → On time ✓
- Clock in at 9:06 AM → Late ✗

### 6.2 Late Arrival Process

If you're late:
1. Complete face verification as normal
2. System detects you're late
3. **Late reason form appears**
4. Select a reason from dropdown
5. Click "Submit & Continue"
6. You're logged in

### 6.3 Late Reason Options

Common reasons include:
- Traffic
- Transportation Delay
- Family Emergency
- Medical Appointment
- Car Trouble
- Overslept
- Weather
- Other (type your own)

### 6.4 Tips for Late Arrivals

- **Be honest** - Your HR sees these reasons
- **Be specific** - If selecting "Other", explain briefly
- **Communicate** - Let your manager know separately if needed

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## 7. Missed Clock-Outs

### 7.1 What Happens If You Forget?

If you forget to clock out:
1. Your session stays "open"
2. Next time you try to clock in, system detects it
3. You'll see a "Missed Clock-Out" form
4. Submit your actual clock-out time
5. HR reviews and approves/rejects

### 7.2 Submitting a Missed Clock-Out Claim

1. **Enter actual clock-out time** - When you really left
2. **Select a reason:**
   - Forgot to clock out
   - Closed browser by accident
   - System issue
   - Emergency departure
   - Other
3. **Click "Submit Claim"**
4. **You're automatically clocked in** for today

### 7.3 What Happens Next?

- Your claim goes to HR for review
- HR approves → Your log is updated
- HR rejects → Original log unchanged
- Either way, you're clocked in for today

### 7.4 Tips to Avoid Missed Clock-Outs

- ✅ Always click "Clock Out" before leaving
- ✅ Set a reminder on your phone
- ✅ Make it part of your routine
- ✅ Don't just close the browser tab

---

## 8. Location Tracking

### 8.1 How It Works

If your company enables geolocation:
- Browser asks for location permission at clock-in
- Location recorded when you clock in
- Location recorded when you clock out
- HR can see where you worked from

### 8.2 Your Privacy Rights

**You can decline:**
- Click "Block" or "Deny" when browser asks
- You can still clock in without location
- Your location shows as "N/A" to HR

**Your data:**
- Only your company's HR sees your location
- Location is not shared with anyone else
- Used only for attendance verification

### 8.3 Why Companies Use This

- Verify remote workers are where they say
- Track field employees
- Ensure compliance with work-from-home policies

### 8.4 Location Accuracy

- **Mobile devices** - Usually very accurate (GPS)
- **Desktop/Laptop** - Less accurate (IP-based)
- **VPN users** - May show incorrect location

---

## 9. Troubleshooting

### 9.1 Camera Issues

**Problem: "Camera not found"**
- Check camera is connected
- Check browser has camera permission
- Try a different browser
- Restart your browser

**Problem: Camera shows black screen**
- Another app may be using camera
- Close other video apps (Zoom, Teams, etc.)
- Restart browser

**Problem: Camera permission denied**
- Click the camera icon in browser address bar
- Select "Allow"
- Refresh the page

**How to enable camera in Chrome:**
1. Click lock icon in address bar
2. Find "Camera" setting
3. Change to "Allow"
4. Refresh page

**How to enable camera in Firefox:**
1. Click lock icon in address bar
2. Click "Connection secure"
3. Click "More information"
4. Go to "Permissions" tab
5. Allow camera

### 9.2 Face Verification Issues

**Problem: "No face detected"**
- Move closer to camera
- Improve lighting
- Remove obstructions (hat, sunglasses)
- Face camera directly

**Problem: "Face not recognized"**
- Ensure good lighting
- Remove glasses if possible
- Try different angle
- Contact HR if persists (may need new photo)

**Problem: "Spoofing detected"**
- Don't use a photo of yourself
- Don't use a video
- Use live camera only
- Ensure good lighting

### 9.3 Login Issues

**Problem: "Face not recognized"**
- Ensure good lighting
- Face the camera directly
- Ask HR if your photo is up to date
- HR may need to upload a new photo

**Problem: Page won't load**
- Check internet connection
- Try refreshing page
- Clear browser cache
- Try different browser

**Problem: "No employees found" or similar**
- Your photo may not be in the system yet
- Contact HR to confirm you've been added

### 9.4 Clock Out Issues

**Problem: Clock out button not working**
- Check internet connection
- Try refreshing page
- Close tab (auto-logout will trigger)

**Problem: Hours showing incorrectly**
- Check if you missed a clock-out
- Contact HR to review your logs

### 9.5 Browser Issues

**Recommended browsers:**
- Google Chrome (latest)
- Mozilla Firefox (latest)
- Microsoft Edge (latest)
- Safari (latest)

**Not recommended:**
- Internet Explorer
- Very old browser versions

**Clear cache instructions:**
- **Chrome:** Ctrl+Shift+Delete → Clear data
- **Firefox:** Ctrl+Shift+Delete → Clear Now
- **Safari:** Cmd+Option+E

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## 10. Tips & Best Practices

### 10.1 Daily Routine

**Start of day:**
1. Go to your company login page
2. Ensure good lighting
3. Click to start face verification
4. Clock in promptly

**End of day:**
1. Save your work
2. Click "Clock Out" button
3. Wait for confirmation
4. Close browser

### 10.2 Best Practices

**For smooth clock-ins:**
- Use the same device daily
- Bookmark the login page
- Allow camera permission permanently
- Ensure consistent lighting

**For accurate records:**
- Always click Clock Out (don't just close browser)
- Submit missed clock-out claims promptly
- Check your logs weekly for accuracy

### 10.3 What NOT to Do

- ❌ Don't let others clock in for you
- ❌ Don't use photos/videos to verify
- ❌ Don't ignore missed clock-out prompts
- ❌ Don't clock in for someone else

### 10.4 Security Tips

- **Your face is your password** - Don't let others use your account
- **Log out when done** - Especially on shared computers
- **Report issues** - If someone else clocks in as you, tell HR immediately

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## 11. Getting Help

### 11.1 Self-Service Resources

Before contacting support:

1. **This Guide** - Search for your issue above
2. **FAQ Page** - Visit `/faq` for common questions
3. **How It Works** - Visit `/how-to-use` for overview

### 11.2 Contact Your HR

For company-specific issues:
- Not yet added to the system
- Need to update your photo
- Questions about your hours
- Late arrival disputes

### 11.3 Contact Akoto Verify Support

For technical issues:
- Visit `/contact`
- Fill out the help form
- Include:
  - Your company name
  - Description of issue
  - Browser you're using
  - Screenshots if possible

### 11.4 Common Questions

**Q: Can I clock in from my phone?**
A: Yes, if your phone has a camera and modern browser.

**Q: What if I work from different locations?**
A: You can clock in from anywhere with internet access.

**Q: Can I see my colleagues' hours?**
A: No, you can only see your own work logs.

**Q: What if my face changed (beard, glasses, haircut)?**
A: Minor changes are fine. Major changes may require a new photo from HR.

**Q: Is my data secure?**
A: Yes, all data is encrypted and only your company's HR can access it.

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## Quick Reference

### Key URLs

| Page | URL |
|------|-----|
| Clock In | `/<company>/login` |
| My Logs | `/<company>/mylogs` |
| FAQ | `/faq` |
| Contact | `/contact` |

### Keyboard Shortcuts

| Action | Shortcut |
|--------|----------|
| Refresh page | F5 or Ctrl+R |
| Open in new tab | Ctrl+Click |

### Status Meanings

| Status | Meaning |
|--------|---------|
| Clocked In | Currently working |
| Clocked Out | Shift ended |
| Late | Arrived after start time |
| Open Session | Forgot to clock out |

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*Last updated: February 2026*

*Need more help? Visit `/contact` to reach our support team.*