Help Center

Ask your manager which method your workplace uses: scanning a QR code with your phone camera, tapping your name on a shared kiosk tablet, or a fingerprint/face scanner. Whichever it is, you'll pick your name and either enter a short PIN or use your fingerprint — no password needed for any of these.

If your browser allows it, a quick photo gets taken as part of clocking in, for audit purposes — you'll see a brief live preview right before it happens, then a small thumbnail confirming exactly what was captured. You can say no to the camera prompt and clocking in still works fine without a photo.

Yes — while you're clocked in, the Clock In/Out page shows a live-updating timer counting up from the moment you started this session.

Ask your manager or admin to reset it — from Team, they can set a new PIN for you in a few seconds.

Yes — if you step out and come back (a delivery run, a split shift, going home for lunch), just clock in again. Your total hours for the day add up across every session automatically.

Some workplaces turn on location checking (you need to be near the office) or Shift Control (you can only clock in near your actual shift start/end time). If you think this is wrong, talk to your manager — they can adjust it or clock the time in for you manually via Corrections.

Some workplaces round payable hours to the nearest 5, 10, or 15 minutes — this only ever affects paid time, never the exact time recorded, and never whether you're marked late. Only your very first clock-in and very last clock-out of the day are rounded, not breaks or extra sessions.

A free, no-hardware way to clock in: your employer prints a QR code and sticks it up at the entrance. Scan it with your own phone's camera, pick your name, enter your PIN — no shared device needed, and it uses your phone's own GPS if location checking is on.

The day the shift started. Clock in at 22:00 and out at 06:00 and you get one day with the full hours, on the start day. Breaks after midnight count on the same shift. The clock page and live board show you as clocked in until you clock out.

Yes — on any day with more than one session, Timesheets shows a "view all" link next to the clock-in time. It lists every individual clock-in/out for that day with exact times and source, so a summarized "first in, last out" figure never hides what actually happened — useful especially since not every workplace bothers setting up formal Shifts, and this works regardless of whether they have.

Yes — Approvals brings together every pending leave request, correction, shift swap, overtime approval, and manual adjustment in one list, oldest first, admin/manager only. It's not a separate approval system — clicking Approve or Decline there runs the exact same checks as doing it from Leave, Corrections, Shift swaps, or Timesheets directly; it's just one place to see and act on all of it instead of checking four pages.

Sick leave is 36 days over a 3-year cycle, which is 12 days a year. The whole 36 days are available at any time, so a person who needs all of it in one year can take it. Each year's balance is 36 days minus the sick leave taken earlier in the same cycle. The cycle starts in the year the person started work (or was added) and a new cycle starts every 3 years, with a fresh 36 days. To change this, go to Leave > Leave types and edit Sick leave: Days per year (or per cycle) and Cycle in years. Set the cycle to 0 for a normal yearly entitlement. A medical certificate can be required after a number of days you choose.

Go to Leave > Leave types and press Add South African statutory types. This adds Maternity, Parental, Adoption, Commissioning parental, Study, Unpaid and Other leave if you do not have them. Study leave starts at 5 days (change it to match your policy). Unpaid leave and Other leave have no set limit: the days taken are recorded and never run out, and approvers are not warned about a negative balance. You can tick No set limit on any leave type you add yourself.

Go to Working-time rules > Rule sets and add a rule set (for example '12-hour shift'). Set Overtime after (hours per day) to 12 and Paid at the overtime rate after (hours per day) to 9. Save, then on the Who it applies to tab assign it to the company, a department, a site, a contract type or one person, with the date it starts. On the timesheet all 12 hours then show as Normal hours and only time after 12 hours shows as Overtime. For pay, hours 9 to 12 are paid at the overtime rate (the multiplier in Settings > Pay rules, 1.5 by default). The labour-cost reports use this automatically. In the payroll export, a new column Normal-day hours paid at the overtime rate appears, and the Regular hours pay code then covers only the first 9 hours. On the Pay codes tab give the overtime-rate hours their own code. Use Recalculate on the rules page to apply a new rule to days that are already recorded.

Timesheets > Print this timesheet (or Print selected for one page each). Each employee's sheet shows their Employee No., name, the number of days worked, and for every day the clock in and out, Normal hours, Overtime and Total worked, with the totals for the period at the top. Below the days there is a Notes box and then the signature lines for the employee and the manager. Add a note by typing in the Notes box on the timesheet page and pressing Save notes; it prints in the box above the signatures. Employees can add a note to their own timesheet. The Employee No. comes from the employee record in Team.

It's still approved — Pixel Time doesn't block it, since there are legitimate reasons to allow it (an agreed advance, a special exception). But you'll see a clear warning both on the pending request itself, before you approve it, and again in the confirmation after — so it's never silent, even though it's allowed.

Corrections > Fix a day — applies immediately, no separate approval step needed, since you're doing it directly. Picking a date shows which day of the week it is and which Timesheets week it falls in, so it's clear exactly what you're changing before you submit; after applying, you're taken straight to that week in Timesheets to confirm it looks right. Dates in the future, impossible times, and a clock-out that is not later than the clock-in are refused with a plain message. If you give only a clock-out for a day that has an open clock-in, the original clock-in is kept.

A punch with an impossible time (over a day ahead, or over a year old, usually a terminal with a wrong clock) is refused and shown in the device log with the reason. Nothing is counted twice. A punch that arrives again, or a second touch within a minute of the first, is ignored and shown in the device log as already received. If a terminal was offline and sends its backlog in the wrong order, Pixel Time reads the punches in the order they actually happened, so clock-ins and clock-outs stay the right way round. Hikvision terminals that send the face picture together with the event are read as well. Punches that cannot be used (an unknown Device ID, for example) are kept in the device log so you can see why.

Devices > People found on devices. ZKTeco, eSSL, Realtime and Biomax terminals send each new person (Device ID, name, card) there. Press Create employee to add them as a clock-only employee, or Link to the selected employee if they are already in Team. Tick the consent box first, as POPIA requires. Press Ask now to make a device send everyone enrolled on it. Any brand: someone who punches with a Device ID nobody has also appears there. Hikvision terminals do not announce people when they are enrolled, so each person appears the first time they clock in (with their name if the terminal sends it) and the full list builds up over the first day; face data stays on the terminal. To skip accepting people one by one, add them in Team first with the same number as the terminal's Employee No. A bridge for another brand can send its full list. Other-brand devices (Dahua, Suprema, Anviz and others) each get their own Push URL in Devices, like Hikvision, which accepts JSON, a form post or plain lines such as 12,2026-10-19 08:00:00.

New companies start with the shifts most businesses use (Day, Office Hours, Early, Late, Night, Retail and Weekend) so the list is never empty. Open Shifts to change the hours or days, or delete any you do not use. Missing some? Press Add the standard shifts on the Shifts page: shifts you already have are skipped.

Yes. Alert checks and scheduled reports run by themselves; there is nothing for you to set up. System health shows when each last ran. If one stays red, contact Pixel Plus support.

Team > Employee records in the menu (admin only): press Open record on the person. It is also under Team > Everyone > Edit > Employee record. It holds the employee number (unique in your company), ID/passport number, address, emergency contact, contract start and end dates, contracted hours and days per week, hourly rate and status. Changes are logged, and private details are logged as "changed" without the value.

In Employee record, set Status to Suspended or On leave, add a note and optional dates. It shows as a badge on the Team list and in Reports > More reports > Suspended and on-leave employees. It does not stop the person clocking in; to remove access use Offboard.

Leave requests > Leave types (admin only) > Add South African statutory types. It adds annual, sick, family responsibility, maternity, parental, adoption and commissioning parental leave if you do not already have them. The days are starting points: check them against your own policy and contracts, and edit them there.

Each leave type has its own settings under Leave requests > Leave types: paid or unpaid, earned at the start of the year or monthly (1/12 per month), a carry-over limit, and whether a document is needed after N days. New-year balances are created automatically with the carry-over added, up to the limit.

Settings > Pay rules (admin only): set the overtime, Sunday, public holiday and night multipliers and the date they start from. Defaults are the BCEA: overtime 1.5, Sunday and public holiday 2. Set each person's hourly rate in Employee record. They feed the labour-cost estimates in Reports > More reports; payroll remains the authority on pay.

Reports > More reports has a picker with over 60 reports grouped by topic: attendance, hours, overtime, leave, workforce and audit. Labour-cost reports show pay rates, so only administrators and auditors can see them; managers see their own department's hours and attendance only.

A manager only sees and acts on people in their own department — their team, their team's timesheets/leave/corrections/approvals. Reports and Payroll export are available to managers too, but both stay scoped to their own department for anything person-specific; broad trend/comparison views show company-wide context. Managers can't touch company-wide settings, Shifts, Holidays, Billing, or the Audit log — those need either configuration access or company-wide visibility that doesn't fit a department-scoped role.

Reports > Leave — every active employee's current-year balance per leave type, plus a summary of leave taken by type overall. Managers see their own department; admins and auditors see everyone.

A genuinely read-only role for compliance purposes — an auditor can see everything an admin can (company-wide, not department-scoped), across Dashboard, Reports, Audit log, Timesheets, and Payroll export, but can't create, edit, approve, or delete anything anywhere. Set someone's role to Auditor from Team when adding them.

Team > edit an employee > Manager/supervisor — a specific person, separate from the department-scoped Manager role. It's informational (shows on the employee's profile) and doesn't change what anyone can see or approve — that's still controlled by role and department.

Two auto-detected statuses alongside Present/Late/Absent: Early Departure means someone clocked out meaningfully before their shift ended (and wasn't also late — late arrival takes priority if both apply). Missing Clocking flags a day in the past where someone clocked in but never clocked out — today's still-in-progress sessions are never flagged this way, only genuinely past unclosed days.

Not Scheduled means the employee has no shift assigned at all — there was never a schedule to miss. Rest Day means they DO have a shift, but today falls outside that shift's working days (set in Shifts). Both are different from Absent, which means they were expected to work and didn't show up.

Settings > Company profile — both optional and off by default. Once set, Timesheets shows an "Under minimum" or "Over maximum" badge on any day outside the range you configured. It's a flag for review, not something that blocks clocking in or out.

Yes — Timesheets > "Set status" next to any day, admin/manager. This overrides whatever would otherwise be auto-computed from clock data (or the lack of it) for that specific day, and takes priority until you clear it. You can also add a short note explaining why.

Break types (admin) lets you define named breaks (like "Tea break" or "Lunch") and mark each as paid or unpaid. A paid break's time counts as worked hours; an unpaid one doesn't, same as breaks always worked before this existed. Off by default — with no break types defined, every break is treated as unpaid.

A lightweight record-keeping button, admin-only, per employee per week — it just documents that someone actually looked at the whole week. It doesn't block or change anything: payroll export already respects the individual overtime/adjustment approval statuses regardless of whether a week's been marked reviewed.

Yes — Break types lets you set an optional maximum length (in minutes) per break type. If a break runs over, it's flagged live in Timesheets (not stored permanently, so it's never out of date) — a heads-up, not something that blocks anyone from ending their break late. Break types itself also shows how many times each type's limit has actually been exceeded, so you can see at a glance whether a limit you set is realistic without checking Timesheets day by day.

Shown on an employee's profile: of the days they actually worked in the last 30 days, what percentage had no lateness, early departure, or missing clock-out. Approved leave, public holidays, and rest days don't count against it either way — only days they were actually expected to be at work.

Reports > Exceptions has a "Worked on a day off" section — flags anyone who clocked in on a public holiday or a rest day (a day outside their shift's scheduled working days). Not automatically a problem — sometimes it's a genuine business need — just something worth a quick look.

With Job Costing turned on (Jobs), employees get a Time type option (Billable / Non-billable) alongside the job picker at clock-in on the web app. Reports > By job shows the billable/non-billable split for the month. Kiosk, QR, and device clock-ins don't currently offer this picker — only the web Clock In/Out page does.

Team > Add employee. Most people don't need a login — just a name, and either a Device ID (for fingerprint/face devices) or a Kiosk PIN. Adding many people at once? Use Bulk import on the same page — upload a CSV, download the template first if you're not sure of the format.

Team > Bulk import (admin only). Upload a CSV — Department and Shift are matched by name, so an unmatched name still adds the person, just without that field set. The template also has columns for Job Title, Employment Type, and Start Date if you want those filled in too. Nobody gets an automatic login email from a bulk import — grant that individually afterward if someone needs it.

Yes — a search box above the Everyone list filters instantly by name or department as you type.

Team > Departments tab — add as many as you need. Managers can then be scoped to just their own department for everything they see and approve. If you have multiple branches, you can optionally scope a department to a specific Site — the same department name (like "Sales") can then exist once per branch instead of once for the whole company.

Yes — Team, either when adding someone or from their "Job details" edit section. Employment type is full-time, part-time, contract, or temporary. Start date is their actual employment start date, not when their account was created in the system — those can differ if they were hired before being added here.

Yes — Custom fields (admin only) lets you define your own fields (text, number, or date) for anything Pixel Time doesn't have built in, like an ID number or bank details. Set values per employee from Team's edit panel.

Team > Everyone tab, find them, click Offboard. Their login is disabled but their history is kept (required by law for a minimum period) — you can reinstate them later if needed, from "Show former employees".

Devices > Register a device. ZKTeco covers ZKTeco, eSSL, Realtime, and Biomax terminals (same underlying protocol). Hikvision is separate — different setup steps, shown once you pick it. For Suprema, Anviz, Dahua, or anything else, use "Other brand": each device gets its own push address under Your devices to set in the terminal or its software, and software that cannot send to an address can use the downloadable connector template.

1) Devices > Register a device, choose Hikvision, enter a name and the serial number. 2) Under Your devices press Download setup file and save it on a Windows PC that is on the same Wi-Fi or network as the terminal (needed once only). 3) If the PC has no Python, install it free from python.org and tick Add Python to PATH. 4) On the terminal find its IP address: menu > Communication Settings > Wi-Fi. 5) On the PC open the folder, click the address bar, type cmd and press Enter, type python pixel_time_terminal_setup.py and press Enter. Enter the terminal's IP address, admin user and admin password. It should say Done. 6) On the terminal switch ISUP off (Communication Settings > ISUP) and check its date and time. 7) Add each person on the terminal (User Management > Add) with an Employee No. of digits only, their name and face, and enter the same number as their Device ID in Team. 8) Have someone clock in: the terminal shows Online in Devices and the clocking appears in Team and Timesheets. After this one-time setup the terminal works from any network with internet, and the PC is not needed again.

Devices that send to their own push address (shown under Your devices) turn Online as soon as they send anything. If you use the connector template instead, include the device's serial number as device_serial in each request, otherwise clocking still works but the status stays "Never connected".

Team > edit that employee > "Device enrollments" (only shown once you have more than one device registered) — set up a device-specific pin there instead of relying on the general Device ID field. Each physical device numbers its own enrollments independently, so the same number can mean different people on different terminals; a device-specific mapping tells Pixel Time exactly which device's "23" you mean, so both people can be represented correctly at the same time.

Devices > Your devices shows a "Pins already in use" table once you have more than one device — check it before enrolling someone new, and pick a number that isn't already taken. This can't stop a device from assigning a number during enrollment (that happens on the hardware, before Pixel Time ever sees it), but it lets you plan around what's already in use instead of only discovering a collision after the fact.

Settings > Locations & kiosk — set a Kiosk PIN, then open kiosk.php on the shared device. Employees tap their name and enter their own personal PIN to clock in.

Settings has a QR code section with a printable poster link, or use the guided setup wizard when you're new. It's a clean, print-only page — big QR code, simple instructions, nothing else.

A short guided flow for brand-new companies: pick a clock-in method, add a few employees, done. New admins see it automatically after signup, but it's reachable any time from the "Run guided setup" link on the Dashboard onboarding card.

Shifts (admin only) — set a name, start/end time, grace period before someone's marked late, and tick which days it applies to. Any day left unticked becomes a rest day for anyone on that shift, rather than counting as an absence. Assign a default shift per employee from Team, or override it for one specific day from Roster.

Rotations let you define a repeating pattern (e.g. "Day shift 7 days, then Night shift 7 days, repeat"), assign employees to it, and click Generate to auto-fill the Roster for however many weeks ahead you choose — instead of manually scheduling every day by hand. Genuinely safe to re-run any time: it only ever overwrites days it generated itself, and never touches a day you've manually set via Roster, even for someone also on a rotation.

Everyone assigned to it falls back to their own default shift going forward, and any already-generated future roster days from that rotation get cleared too. Past roster days that were already generated are left untouched — they're historical data, not something deleting a rotation should retroactively change.

Roster is for one-off shift overrides on a specific day — someone covering a different shift than usual. For an ongoing repeating pattern, use Rotations instead.

Sites — for businesses with more than one location, each site can have its own geofence, IP restrictions, and QR code. Employees without a site assigned fall back to your company-wide settings.

An optional, stricter setting (off by default, in Settings) that actively blocks a clock-in or clock-out outside someone's assigned shift window — rather than just flagging it as late afterward. Applies everywhere, including fingerprint devices. Most businesses don't need this on.

South African public holidays load automatically — every new company gets this year's and next year's the moment it's created, and existing companies get next year's added automatically each December. Nobody needs to click anything, though a manual reload option exists in Holidays if you ever need it. The Holidays list groups entries by year, with a "Remove all" option per year if you ever load one you didn't need.

If you have managers, their approval is a first step, not the final word — an admin still needs to give final sign-off before it actually counts (for payroll, corrections, or manual adjustments). If you're admin-only with no managers, your approval is always final immediately.

Timesheets > Adjust, next to any day. Add or subtract minutes with a reason — the original clock-derived time is never overwritten, the adjustment sits alongside it. If a manager proposes one, it needs admin approval before it actually changes anything.

Timesheets — lock a week once payroll's been run for it, so corrections/adjustments can no longer silently change numbers you've already paid out. Unlock it again if something genuinely needs fixing.

An optional feature (off by default, in Jobs) that lets employees pick a job/project at clock-in on the web app, so you can see hours per project in Reports > By job. Only turn it on if you actually bill or report by project.

Yes — both optional, set when adding a job. With a rate set, Reports > By job shows an estimated cost (hours × rate) for that job, plus a running total across all rated jobs for the month. A job with no rate set shows no cost at all, not zero — it's simply not being costed.

Reports has 6 tabs: 7-day trend, 8-week trend, by department, by job (if job costing is on), a punctuality grid, and Exceptions (missed clock-outs, no-shows, and short shifts in one place). Every tab has Print and Export CSV buttons.

Yes — Report builder lets you pick columns, filters, and a date range, save it with a name, and even schedule it to email itself to someone automatically on a daily, weekly, or monthly basis.

Saved reports > "Send test now" (only shown once you've saved a recipient email) — sends an immediate copy without waiting for the schedule, so you can catch a typo'd address or a mail delivery issue right away instead of finding out weeks or a month later. It doesn't affect the real schedule at all.

Payroll export downloads a CSV for a date range. A summary above the Download button — employee count, total regular and overtime hours, late/absent days — updates automatically when you change the dates, so you can check it looks right before downloading. If your payroll system needs specific column names (Sage, PaySpace, etc.), build a Column profile once (on the same page) and reuse it every time — there are quick-start presets to save typing. If your system wants one row per employee per day instead of a period total (Sage Pastel's "Clock Card Batch" is like this), use Report builder's daily-transaction preset instead.

Audit log — every meaningful action (approvals, exports, deletions, logins) is recorded with who and when. Filterable by action type, and exportable as a full CSV.

Yes — Reports, Timesheets, Audit log, Visitors, Leave, Corrections, and Shift swaps all have a Print button that produces a clean printout (no sidebar or navigation), not just your browser's raw page print.

Visitors — a separate log from employee attendance. Set up a tablet at reception with the visitor check-in screen (same kiosk-PIN unlock as employee Kiosk mode); visitors sign themselves in with their name and who they're visiting, and their host gets notified the moment they arrive. A search box above the list filters by name, company, or who they're visiting.

Photos — browse clock-in photos as a grid, filterable by date and employee, instead of opening each one individually. Click any thumbnail to view it full-size. Only appears for clock-ins from the web app where the camera was allowed and photo capture is on.

Settings > Branding — upload a logo and pick a brand color, applied throughout the app for your company.

Settings > Locations & kiosk — set your office coordinates and an allowed radius. Leave it blank to disable this entirely (the default). For multiple branches, use Sites instead.

Settings > WhatsApp — this uses your own Twilio account, not a shared one, so you sign up and pay for your own usage directly with Twilio. Full sign-up steps are right there on the page: create a free Twilio account, grab your Account SID and Auth Token from their console, and paste them in. Then add employee phone numbers in Team. Used for things like leave/correction approval updates.

Settings — set a default language (English, Afrikaans, or isiZulu) for the screens employees actually clock in on (Clock In/Out, Kiosk, QR clock-in). Admin screens stay in English.

Settings > API & billing — a per-company key for the read-only REST API (employees, attendance, leave) and for the generic device webhook if you're bridging a non-standard biometric brand.

Settings > Data & privacy — permanently deletes everything. Read the retention warning shown first: South African law (BCEA, SARS) requires certain records to be kept for 3–5 years, so export your data first if you're not certain it's safe to delete yet.

Whole-installation backups (covering every company on the platform) are handled by whoever operates this Pixel Time installation, not by individual company admins — ask them about their backup schedule if you need to know.

Settings > Company profile — your company name, timezone, default workday start time (used as a fallback for lateness calculations when someone has no shift assigned), and the daily/weekly hour thresholds after which time counts as overtime.

Open Clocking integrity (Time & leave). Exceptions checks every raw clocking in time order and lists duplicates (a double tap or retried device message), conflicting sources (the same clocking from a device and a phone), out-of-sequence clockings (clock out with no clock in, clock in while already in, break problems), a clock-out earlier than the clock-in, and device clockings that arrived late after the device was offline. Event history shows every raw clocking for a person and day, with where it came from and when it was received; these are never edited. Devices & sync shows each device's last contact and how many clockings arrived late. Contract expiry lists contracts ending in 90 days. Fix mistakes in Corrections; a new Clocking exception alert tells you when one is found.

Open Report audit (Reports & money). Delivery history lists every emailed report per recipient, sent or failed with the reason; a failed scheduled report also raises an alert. Audit trail shows who generated which report, for which period, and how many rows. Reconcile totals compares the hours in the payroll export and in reports with the attendance records for any period and tells you if they differ. In Report builder you can also schedule a report on the payroll cut-off day: it is sent for the pay period that just ended (set the cut-off day on the Alerts page).

Open Roster planning (Scheduling menu, or the link at the top of the Roster page). Coverage & staffing shows who is on each shift for a week, two weeks or a month and flags shifts below the minimum or over the maximum you set. Availability records which weekdays a person can work and any days off they asked for; the Roster page warns you if you roster someone on a day they cannot work. Publish tells every employee working that week that their roster is ready. Change history lists every roster change: who, which day, from what to what. A shift that is short in the next few days also raises an Uncovered shift alert.

Open Timesheet sign-off (Time & leave), or Approvals, where submitted weeks appear with leave and overtime. To approve lists submitted weeks: press Approve, or type what needs fixing and press Send back. Week overview shows every employee's status for a week, and flags a week whose hours changed after it was approved. History lists every submission, approval, rejection and reopening with who did it and the hours at the time. Admins use Levels & deadlines to choose whether a manager's approval is final or needs an admin (separately for timesheets and overtime requests), whether employees must submit, the submit deadline, and how many days approvers have. An admin can Reopen an approved week with a reason; if the week is in a locked payroll period, unlock the period on Timesheets first. The Alerts page has Timesheet not submitted and Timesheet approval overdue.

Open Reports > More reports and look under the Management group. Payroll variance compares each person's estimated cost with the period just before. Staffing shortage lists dates and shifts under the minimum or over the maximum. Staff availability and Forecast against actual compare the plan with who turned up. Cost per working hour, Labour cost, last six months and Labour budget against actual show the money; only admins and auditors see money. Time correction resolution time shows how long corrections took to decide. Admins set monthly budgets (whole company or a department) on the Labour budgets page. Costs are estimates from clocked hours and pay rules; payroll stays the authority.

Open Reports > More reports > Employee hours reconciliation, choose the same dates you will export, and press Show. Each person shows clocked hours, payroll hours and the last export for those dates, with a Check column that flags missing clockings, unapproved overtime, pending adjustments, a missing employee number and hours changed since the export. Data retention review (admins and auditors) shows how many records are held, the oldest, and how many are over 3 and 5 years old; nothing is deleted automatically. Any report with more than five rows has a Search box above the table.

Open Working-time rules (Scheduling menu). On Rule sets create a set: when overtime starts each day, a weekly limit, a meal interval (with automatic deduction if it was not taken), flexi-time with a daily target and core hours, and the bargaining council or agreement it comes from. Anything left empty uses your company settings. On Who it applies to assign the set to a person, a contract type, a department or everyone, with the date it starts; the most specific rule in force wins (person, contract, department, company) and earlier days keep the rule that applied then. After changing a rule or assigning one from a past date, use Recalculate to work hours and overtime out again for up to 62 days (locked payroll periods are skipped). History keeps every change. Reports under More reports > Working-time rules show the rule in force per employee, flexi balances, meal interval compliance and weekly limits.

Open System health (Reports & money). Health shows your records, when the automatic alert checks and scheduled reports last ran, quiet devices, failed report emails and slow pages. Only your own company's information is shown. Slow pages lists pages that took longer than your slow-page limit. Retention & audit lets an admin choose how long audit-log entries (12 to 240 months) and read notifications are kept, and remove records past that; attendance, leave, timesheets and payroll history are never removed there. Two alerts help: Weekly hours near the limit and Scheduled job not running. If an automatic check stays red, contact Pixel Plus support.

Open ID cards (Team menu). Choose the employee, click in Card number and scan the card with a USB card reader (or type the number printed on it), then press Register card. Each person can have up to 3 active cards. At the kiosk, the person scans their card in the name box and is clocked in, out or on a break straight away; admins can tick a setting to also ask for their PIN. Terminals that push card numbers (such as ZKTeco readers) work once the card is registered. If a card is lost, press Lost (or Disable): it stops working immediately but its history stays, and Reactivate switches it back on. A person without a card can still clock with their PIN. Failed scheduled report emails are also retried automatically up to 3 times.

Open Leave balances (Time & leave). Balances shows what everyone had earned, taken and left on any date you pick. History lists every change for one person, leave type and year: yearly days or monthly earnings, carry-over, adjustments, leave taken and expiry, with the balance after each line. An admin can add or remove days there; a reason is required and is kept. Carry-over & expiry shows days carried into this year and when unused ones expire. Reconciliation checks that the days recorded as used match the approved leave and lets an admin correct a difference. Forecast shows leave booked for the next 6 months and projected year-end balances. Liability (admins and auditors) estimates the value of unused leave from each person's hourly rate. Rules sets, for each leave type, how many months of service make someone eligible, when carried-over days expire, and whether the type counts in the liability. The Alerts page has a new Leave about to expire check.

Open Overtime (Time & leave), or Approvals, where overtime requests appear with leave and corrections. On Requests press Approve or Decline (add a reason when declining), or change the hours with a reason: the change is kept in the history and the employee is told. Limits & budget (admins) sets the most overtime one employee can use or request in a month, and a monthly overtime budget for the company and for each department; it shows used versus budget for the month. Approver performance shows how many requests each approver decided and how long they took. The Alerts page has two new checks, Overtime near monthly limit and Overtime budget warning, and the Pending approval reminder now includes overtime requests nobody has decided.

Go to Alerts in the menu (Reports & money). Alert rules lets you switch each check on or off, set the number (for example 30 minutes after shift start), choose who is told (manager and admins, admins only, or the employee), and how (in the app, email, or both). You can add an extra email per rule and set an escalation time so an alert nobody resolves goes to every admin again. Open alerts lists what needs attention, with a Resolve button and Run checks now. Delivery history shows what was sent and to whom. Checks run every 15 minutes and raise each alert once per person per day.

Payroll export > Pay codes: type the code your payroll system uses for regular, overtime, Sunday and public holiday hours, then pick 'One line per pay code' as the file layout. Before you download, the page lists anything that would break the import (a missing or duplicated employee number, hours with no pay code) and anything to check (unapproved overtime that is left out). Fixes are required for the first group; the file will not download until they are sorted.

A period that was already exported asks for a reason before it will export again, and the repeat is recorded. Payroll export > Export history lists every download with who made it and the totals. 'Check for changes' compares the saved numbers with today's, naming each employee whose hours were corrected after the file went to payroll, so you can tell payroll.

Recently added: a full employee record (contract, emergency contact, status), South African leave types with carry-over and cancellation, pay rules and labour-cost estimates, over 60 extra reports, and payroll export controls (pay codes, warnings, export history). Step-by-step guides with screenshots are on the Help Center.

On the Help Center: the Complete Training Guide, the Full Training Manual and the What's New manual (all PDF, with screenshots), plus a training video and step-by-step guides for every new feature.

Yes. Upload your logo under Settings > Branding and it is used on printed reports and lists, PDF downloads (such as the attendance statement), ID cards, the QR poster, the biometric consent form and the emails Pixel Time sends to your people. Spreadsheet and CSV downloads are data files, so they carry no logo. Without a logo, the Pixel Time mark is shown instead.

Open Mappings & history (Reports & money, admin) and use the Payroll mapping tab. Type the code your payroll system uses for each department, leave type and contract type. Cost centre and category then appear as two extra columns in the "one line per pay code" payroll export, and the Pay codes tab has a download of approved leave days with each leave code. Leave a row blank if your payroll system does not need it.

Open Mappings & history > Audit events and tick Tell me for the kinds of event you want to hear about, such as rules and settings, payroll or ID cards. Administrators get an alert within 15 minutes of it happening. Every event is still always recorded. Less sensitive kinds can be kept for a shorter time than the overall audit retention; sign-in, payroll, rules and export events are always kept in full.

Yes. Mappings & history > Settings history keeps a version each time company settings, pay codes, payroll mapping or audit-event settings change, with who changed it and what changed. Choose Restore on a version to see exactly what would change, then confirm. Keys, tokens and PINs are never stored in the history.

Yes. On Reports (including More reports) press Export PDF next to Export CSV and Export Excel. You get a landscape A4 document with the report title, company, dates, a repeated header row and page numbers.

Yes. Reports > More reports > Audit & security > Failed sign-in history (administrators and auditors) lists wrong passwords, unknown e-mail addresses and attempts on locked accounts, with the address they came from. Unknown e-mail addresses are partly hidden. You are also alerted when many failures arrive in an hour (Burst of failed sign-ins on the Alerts page).

Reports > More reports has Device synchronisation and failures, Device failures and Attendance by device. They show when each device last made contact, how many punches arrived, and which were skipped, rejected or came from a Device ID that matches nobody. The Alerts page can tell you when failures pile up. Device records start from the day this feature is switched on.

Reports > More reports > Leave liability shows days still owed for each employee and, using their hourly rate and an 8-hour day, the Rand value. Employees without an hourly rate are flagged. Leave ledger lists every movement (opening, accrual, taken, adjustments) behind the balance.

Yes. Approval rules (Reports & money, admin) > Approval rules tab: tick that a manager's roster changes wait for an administrator. A manager who saves the roster is told the changes were sent for approval; nothing on the roster changes until an administrator approves them on the Roster changes tab (one by one or Approve all). Employees are told only after approval. Administrators' own changes apply straight away.

Yes. In Approval rules tick that a manager's approval of leave also needs an administrator (HR), and choose from how many days it applies (0 means all leave). The manager's approval is recorded and the request shows Waiting for second approval; an administrator then approves or declines it. Days and balances only change at the final approval.

Open Approval rules > Allowances and add a rate: a name, what it is paid for (night hour, Sunday hour, public holiday hour, or per day worked), the Rand rate and the date it starts. The report Allowances payable (Reports > More reports > Labour cost) adds up the allowance for each employee for any dates. A later start date replaces the rate from that date; earlier dates keep the old rate. Administrators and auditors only.

Yes, from this update on. When a correction is approved, or someone sets a day's times directly, the punches that were there are copied away first. See Reports > More reports > Audit & security > Original clockings before correction: it shows each punch, its source, who replaced it, when and why. Corrections made before the update cannot be recovered.

Yes, as a starting point. On Working-time rules > Rule sets use Start from the BCEA to add a ready-made set: 9 ordinary hours a day for a 5-day week or 8 for a 6-day week, 45 hours a week and a one-hour meal interval after 5 hours. It is not assigned to anyone until you do that on the Who it applies to tab. Sector determinations and bargaining council agreements can differ, so check it against your contracts.

Yes. In Approval rules tick that a pay period must be approved before it can be exported. A manager or administrator then presses Ask for approval on the Payroll export page, and an administrator approves it there. By default the person who asked cannot approve their own request (untick that if you have only one administrator). Approval can be withdrawn, and the Payroll export approvals report lists every request and decision.

Yes. Team > Onboarding & offboarding. A checklist starts by itself when you add an employee or offboard one, using your standard steps (edit them on the Standard steps tab). Tick each step as it is done; who ticked it and when is kept. You are alerted when steps stay open after their due date (7 days for onboarding, 3 for offboarding).

Open Overview > Live board. Cards show how many are in, on a break, over their daily hours, late, expected but not in, on leave or finished. Press a card to list those people, or a department or site name for its headcount. It refreshes every minute and can be downloaded as CSV, Excel or PDF. Managers see their own department; auditors can view it.

When adding one employee, use the optional Photo box on the Add employee form. For many people, open Team > Bulk import > Upload many photos at once and choose photos named after each person's employee number or Device ID (for example E1042.jpg). Each photo is matched to the person with that number in your company only, and a results table shows which were saved. A CSV import cannot carry photos, so import the people with their employee numbers first, then upload the photos.

Yes. In the Report builder press View beside a saved report. A report grouped by department, employee, site, day or month shows totals per group; press Show rows to see the lines behind one. CSV, Excel and PDF download what is on screen. Administrators can Edit, Duplicate and tick that managers and auditors may see a report (managers see only their own department). Managers and auditors open them under Shared reports.

Yes. On Timesheets, next to Export this view (CSV), press Excel or PDF (attendance statement). They hold the same lines as the CSV for the week and people you are viewing.

Open Time & leave > Calculation breakdown, pick the person and dates. Each day shows the shift, every clocking, breaks, worked, regular and overtime time, and the rule that applied, with a warning on days that look incomplete (no clock-out, clockings out of order, an open break, over 16 hours, work on a day with no shift). Employees see their own under My hours explained. The Calculation warnings report lists every warning in a period.

Yes. On Overtime > Requests, press Approve all that are fine, or tick some and press Approve ticked. A request is fine when the person worked at least that much overtime, stays inside their monthly limit and the date is not in a locked pay period. Others are left for you to check.

Yes. Open Team > ID cards > Print ID cards with a barcode, tick the people, choose an A4 sheet (ten cards) or one card per page for a card printer, and press Preview and print. Each card has the photo, name, job title, department, employee number, your logo and a Code 128 barcode of the card number. People without a card number get one automatically, so the barcode works at the kiosk with a USB barcode scanner straight away. A lost card can be marked lost and a new one printed.

Yes. Open Team > Clocking methods (administrators). Switch on or off web or phone, kiosk with name and PIN, ID card or barcode, QR poster, and fingerprint, face or card devices. You can also make exceptions for named people, for example to make factory staff clock at the kiosk only. A refused clocking is not recorded and is written to the Audit log. Keep at least one way on, and check the Devices page after switching devices off, because their punches are refused.

Yes. When a finished day is calculated again and its figures change, the earlier figures are kept. Open My hours explained, choose the person and the dates, and look at Earlier figures that were replaced. Administrators, managers (own department) and auditors can also open Reports > More reports > Calculation history. History starts from the day the feature was installed.

Open Settings > Company and choose the timezone from the list. The current time there is shown beside it so you can check it. A timezone that is not on the list is refused and the old one is kept.

Yes. On Team > Everyone, use the lists beside the search box to pick a department, site, employment type or access level. The number beside them shows how many people match.

Go to Shifts and add or edit a shift. Enter the start and end time (a night shift can end the next morning, for example 18:00 to 06:00). Under Overtime window, enter from and to times, for example 15:00 to 18:00. Time worked inside that window is paid at the overtime rate. Tick Time after the shift ends is also overtime if work after the shift end should count as overtime too. Leave the window empty to keep the normal hours-based overtime rule. The timesheet, payroll export and cost reports use these times automatically. Use Recalculate on the working-time rules page to apply a change to days already recorded.

Open Timesheets, pick the person and set the dates (for example 22 Sep to 21 Oct, or the whole month). Press Print this timesheet. The printed sheet fits a full month on one A4 page and shows the Employee ID, name, title, department and start date, every day with In and Out, Normal hours, overtime on weekdays, Saturday and Sunday, and public holiday hours. Totals and the total hours worked for the period are at the bottom, then the Notes box and the employee and supervisor signature lines. Press Preview printed sheet to see it on screen first.

In Pastel Payroll set up a batch layout listing the items to import in order (for example Normal hours, then Overtime hours). In Pixel Time open Payroll export > Pay codes, find Sage Pastel Payroll batch file, enter your Pastel company code and batch number, and choose the same items in the same order as Value 1 to Value 6. Save. Then on the Export tab set File layout to Sage Pastel Payroll batch file, choose the dates and download. The file is a text file (.txt) that you import in Pastel Payroll as a batch. Every person needs an Employee No in Pixel Time that is the same as their employee code in Pastel (up to 8 letters or numbers); anyone without one stops the export so nobody is left out silently. Test with one person in a test company first.

Go to Settings, find Clock rounding, choose 30 minutes and Nearest, and save. The first clock-in and the last clock-out of each day are then rounded to the closest half hour: 06:29 becomes 06:30 and 06:59 becomes 07:00 (06:14 becomes 06:00, 06:15 becomes 06:30). Timesheets, the printed monthly sheet and paid hours all use the rounded times; hold the mouse over a rounded time to see the exact punch. The exact punches are always kept. Use Recalculate on the working-time rules page to apply a new setting to days already recorded.

Open Reports > More reports. Use Excessive hours warning for long days and weeks, and Rest-period exceptions for shifts that started less than 12 hours after the previous one finished. Managers see their own department. The limits are guides, so check them against your own policy and labour law.

Open Reports > More reports > Unauthorised overtime. It lists overtime that was worked but has no request, was declined, or is still waiting for approval.

Open Reports > More reports > Paid and unpaid hours per employee. It shows time at work, paid hours, unpaid time such as unpaid breaks, and unpaid leave days.

Open System health > Retention & audit. You can set how long sent e-mail records, resolved alerts and calculation history are kept, and clean them out. Former employees who left longer ago than your review period are listed, and an administrator can press Anonymise to remove their personal details. Their hours, leave, overtime and pay records stay under a neutral name because those must be kept. Anonymising cannot be undone.

Yes. Open Team > Manager access, choose the manager, choose a branch or a department and press Add access. That manager then sees those people in the Team list, approvals, reports, rosters and alerts. Remove it from the same page. Changes are written to the Audit log.

Open Working-time rules, choose the rule set, set Applies to as Branch (site), pick the branch and the start date, and press Assign. The most specific rule wins: employee, then contract type, then branch, then department, then the whole company.

Yes. Open Overtime > Limits and budget and set Approve automatically up to (minutes). Requests up to that length are approved at once. You can also set a length above which only an administrator can give the final sign-off. Use 0 to switch either rule off.

Yes. ID or passport numbers, home addresses and emergency contacts are stored encrypted. Open System health > Data protection to see how many values are protected and to encrypt existing ones with one button. For a stronger key add APP_ENC_KEY to config.php and keep a copy safe.

Yes. On Team > Bulk import tick Check the file only (nothing is saved) and press Import. You get a list of the rows that would have problems. Fix the file and check again, then import for real.

Open Reports > More reports. Overtime and which rule applied shows the rule in force on each overtime day. Workforce utilisation by department compares scheduled hours with ordinary hours, overtime, Sunday and public holiday hours and leave. Possible duplicate employees finds people entered twice.

Open System health > Data checks and press Run the checks. It rebuilds each finished day from its clock punches and compares it with the stored hours, compares the payroll export with attendance, and lists open days, unapproved items in locked periods, overdrawn leave, duplicate numbers and leftover test data. Nothing is changed. Run it before locking a pay period.

Yes. Settings shows your API key. Send it as an X-Api-Key header to /api/v1/payroll.php?start=YYYY-MM-DD&end=YYYY-MM-DD (up to 92 days). You get one line per person with regular, overtime, Sunday and holiday hours, cost centre and category, plus a checksum and whether the period is locked. It only reads: nothing is changed or duplicated.

Open Time & leave > Leave balances > Personal rules, pick the person and the leave type, enter their own days per year (and, if needed, their own carry-over limit or months of service before they may take it) and say why, for example the contract clause. This year's balance changes straight away and the change is on the person's history. Clear all three boxes to go back to the company rule.

After exporting, open Payroll export > Reconcile, choose the CSV your payroll system holds for the same dates (an employee number column and an hours column) and press Compare. Everyone who differs, anyone missing on either side and the totals are listed. Nothing is changed.

Yes. On any More report press Prepare in background, or open Prepared reports. Choose the dates and Excel or CSV. The report is built with exactly the people you can see and appears in your list ready to download. Files are kept for seven days.

A clock-in older than 14 hours is treated as forgotten: it is flagged as a missing clock-out and does not keep counting live time. If nobody corrects it, the nightly auto clock-out closes it at 23:59 on its start day with the note Auto clocked-out by system. Fix it with a correction if the real time is known.

If a terminal, reader or phone sent the clocking and a rule refused it, it is kept in Time & leave > Clocking integrity > Held clockings with the reason. Press Accept to add it to the day as received, or Dismiss with a reason. The dashboard shows a Clockings need attention box while any are waiting. Clock-ins with no clock-out are listed there too.

Pixel Time now checks forms before saving. Sites need latitude -90 to 90, longitude -180 to 180 and a whole-number radius, with latitude and longitude given together. Corrections need a real past date and HH:MM times. Team members with web login need a valid e-mail, and department names cannot repeat.

Yes. Reports > More reports > Audit & security > Security incident report (administrators and auditors). It lists, for the dates you choose, two-step verification resets, password resets, unlocked payroll periods, data exports, removed records, restored settings, kiosk PIN locks and hand-overs, marked High or Medium, plus accounts that are locked right now.

Yes. On Reports (including More reports) and on Payroll export there is an Export Excel / Download Excel button next to the CSV one. You get a proper .xlsx file with a bold header row, filters and sensible column widths. Employee numbers and pay codes are kept as text so a number like 007 does not lose its zeros.

Upload the document on the employee's profile as before, then open Team > Document expiry and set the date it expires. You are alerted 30 days ahead (change this on the Alerts page, rule Employee document expiring) and again if it has expired. The tabs show what is expired, expiring soon, or has no date yet.

Actual hours are what the clock recorded. Payable hours are the actual hours plus any approved manual adjustments, and are what the payroll export uses. See Reports > More reports > Reconciliation > Actual hours and payable hours. Overtime awaiting approval is shown separately.

So the employee is told why. The Decline button needs something in the reason box next to it; the reason is shown to the employee and kept in the history.

Your at-a-glance view: today's clock status, a punctuality snapshot for the last few workdays, and recent activity. Admins and managers also see a live company-wide snapshot — who's clocked in right now, overtime today, total hours today — plus a "Waiting on you" summary of pending leave requests, corrections, shift swaps, overtime approvals, and manual adjustments, and a setup checklist until the workspace is fully configured.

If you have a login to the web app, go to Leave requests, pick a leave type and your dates, and submit — your manager gets notified to approve it. If you don't have a login, ask your manager to log it for you.

Leave requests shows your remaining balance for each leave type at the top of the page, updated automatically as requests get approved.

Yes — the Calendar view on Leave requests shows approved leave for your team on a real month grid, not just a list.

Timesheets shows your worked hours, broken down by day, for any full week — Monday through Sunday. If you have web login access, you can check this any time, and print or export it yourself.

Time worked beyond your company's daily and/or weekly hour thresholds (set by an admin in Settings). It shows on your Timesheet with an "OT" badge. If your workplace has managers, a manager's approval isn't the final word — an admin still signs off before it counts for payroll.

Go to Corrections (if you have a login) and submit a request with the correct time and a short reason — your manager or admin reviews and approves it. If there's a manager involved, their approval isn't final by itself — an admin still signs off before the time actually changes. If you don't have a login, tell your manager directly.

Shift swaps — pick who you're swapping with and the date, and submit. Your manager approves it before it's final, and the roster updates automatically for both of you. If neither of you has a shift assigned for that date at all (no roster entry and no default shift), there's nothing to swap — you'll need a shift assigned first.

Yes — there's a toggle at the bottom of the sidebar (the sun/moon icon). It remembers your choice next time you visit.

Weekends and public holidays are not taken off your balance unless your company's leave type counts them. A request made up only of weekends or holidays is refused because there is nothing to take leave for.

On Request leave, attach a PDF, JPG or PNG under Supporting document; some leave types require one after a number of days. To cancel, open My requests: pending leave cancels straight away, and approved future leave becomes a cancellation request that your manager approves or refuses. Leave that has already started must be cancelled by your manager.

Open My overtime (Time & leave). Pick the day, the hours and a short reason, then press Send request. Your manager and the admins are told. A manager's approval still needs an admin's final sign-off. Once it is approved, the overtime you work that day is approved on your timesheet automatically, up to the hours approved. You can cancel a request until the day has passed. If you work overtime without a request, it waits on your timesheet for a manager to approve. If a monthly limit is set and the request would go over it, the page tells you so.

Open My sign-off (Time & leave). Each recent week shows your hours. Press Submit once the hours are right. If a day has a missing clock-in or clock-out, ask for a correction first; the week cannot be submitted until that is fixed. A manager then approves the week or sends it back with a reason, which you will see here and in your notifications. Fix the problem (usually a correction) and press Resubmit. If your company requires submission, there is a deadline, shown on the page; managers are warned when someone is late.

Yes. On the Leave page choose the same start and end date and type the number of hours (for example 2) in the hours box. It is turned into part of a day using your company's working-day length (8 hours unless your administrator changed it), so 2 hours is 0.25 of a day. Several part-day requests can share a day as long as they total no more than one day.

Open Account > My photo, choose a JPG or PNG (at least 100 x 100 pixels, up to 6 MB) and press Save photo. It is cropped to a square and hidden details in the original are dropped. Administrators can set anyone's photo and managers their own people's: open Team > Everyone and press Photo on the person's row. To load many at once, an administrator opens Team > Bulk import > Upload many photos at once and chooses photos named after each person's employee number or Device ID (for example E1042.jpg); about 20 at a time works on most servers. Without a photo your initials show.

Yes. Open Account > Notification settings. For each topic (requests waiting for you, leave, overtime, timesheets, time corrections, rosters, payroll approval, alerts, visitors) choose the company default, E-mail me or In the app only. The bell always shows everything. Use Send me a test e-mail to check it arrives. Administrators set the company defaults on the same page and see a list of e-mails sent. Nothing is e-mailed until a topic is switched on.

Yes. Type your question the way you would say it. The Help chat understands everyday wording, small typing mistakes and common Afrikaans, isiZulu and isiXhosa words, for example 'hoe klok ek in', 'ek het my wagwoord vergeet' or 'ngikhohlwe iphasiwedi yami'. The answers are in English. If the chat does not find an answer it suggests related questions, and your admin can see what people asked so the Help can be improved.

Use "Forgot your password?" on the sign-in page.

Go to the sign-in page, enter your email and password, then confirm with your authenticator app (MFA is required on every login and can't be skipped). If you don't have a web login at all — many employees don't need one — you clock in via kiosk, QR code, or a fingerprint device instead; ask your manager which one your workplace uses.

Use one of the backup codes you saved when you first set up MFA to sign in, then set up MFA again on your new device from Settings. If you didn't save your backup codes and no longer have the old device, contact us — self-service recovery isn't possible without one of those two, by design, since that's exactly what keeps MFA secure.

Yes — an employee's profile page has a Documents section for admins/managers to upload files against that person (ID copies, signed contracts, etc.), viewable only by admins, that manager, and the employee themselves.

Go to Settings > My account > Change my login email. Type the new email address, then your password and a current code from your authenticator app (or a backup code). The new address works the next time you sign in, and a notice goes to both the old and the new address. An address already used by another account cannot be used. If you cannot sign in at all, ask your administrator.

Multi-factor authentication (MFA) is mandatory for every web login on Pixel Time and can't be turned off — it's what keeps your account secure even if your password is ever guessed or leaked. Any app like Google Authenticator, Authy, or 1Password works. Save your backup codes when you set it up — they're shown only once.

Settings > My account > Active sessions — shows everywhere you're currently signed in (as a readable summary like "Chrome on Windows", not a raw technical string), with a Log out button for each.

After 5 incorrect password attempts, an account locks for 15 minutes as a security measure against automated guessing. Just wait and try again, or use Forgot Password.

South African law (POPIA) treats fingerprint/face data as especially sensitive and requires your explicit written consent before enrollment. Your employer should have you sign a consent form before setting up your Device ID — ask them if you haven't seen one.

With the Clock page already open, press the button as usual. The punch is saved on your phone with the time you pressed it and a banner says it is waiting for a signal. When the phone is back online it is sent automatically. The server still checks everything (locked periods, order of punches, shift window, location). Punches older than 48 hours are refused, and a punch cannot be saved if the Clock page was never opened while online. Managers see the result under Offline clockings in More reports.

The legal agreement covering your subscription to use Pixel Time — what's licensed, payment terms, liability, and termination. You accepted it when your company was created; read it any time from the sidebar footer or Settings.

Settings > Data & privacy (admin only) — covers POPIA-related export and deletion requests for your whole company. Need just one employee's own data instead? Export that from their profile page instead.

Billing (admin only) shows your current plan and payment status, plus all plans side by side with their pricing — your current one is clearly marked, the others let you switch directly. For questions about your specific plan or an invoice, contact us.

Admins see a heads-up on the Dashboard when a trial has 7 days or less left, or when the last payment didn't go through — it links straight to Billing to sort it out. It only shows for admins, since that's who can actually act on it, and it goes away once you're on an active paid plan.

It renews automatically — choosing a plan sets up a genuine recurring subscription, not a one-time charge, so you won't need to come back and pay by hand each month. If a renewal fails, you'll see a heads-up banner on Dashboard the same way you would for an ending trial. Already on a paid plan and want to switch? Contact us rather than clicking a new plan directly, since we handle changing an active subscription on our side to avoid it double-billing you.