Mobile App as Employee

Employee Guide to the Mobile App

This guide explains what employees can do in the mobile app.

Before you start

Before you begin, make sure you have:

1. Access to the mobile app from your employer or administrator.
2. Your login details.
3. Permission to use required device features, such as location services for Log Book.

Once you sign in, the app opens on the Home screen.

Info: Visible features depend on your access permissions and your employer's portal settings.

Profile settings

Open My Profile from the profile icon in the top-right corner of the Home screen to review and update your personal details.

For security, you must authenticate before you can view personal details. Set up one of the following:

• A 4-digit PIN (enter, confirm, and save)
• Biometric authentication

You need to authenticate each time you access personal data.

After authentication, you can view or edit (where permitted) your employee profile, personal details, contact details, bank details, emergency contact details, TFN details, and super details. You can also access your staff portal account, open help content, and log out.

You can also view your profile photo and remove the current profile photo.

Home

The Home screen is the main dashboard for day-to-day use.

From Home, you can view your current shift status, clock in, clock out, start and end breaks, open Manual Input, and access quick actions. You can also view your weekly roster preview and an upcoming shift if you are not currently on shift.

From the Home screen header, you can access your staff portal (Wageloch logo), switch sites (for multi-site employees), and access your personal details. You can also view your notifications.

Start and end shifts and breaks

Use the shift status card on Home to manage attendance.

To clock in

1. Tap Clock In.
2. Review the shift details.
3. Select a department if required.
4. Select a role if required.
5. Add an optional note.
6. Tap Clock In to confirm.

To clock out

1. Tap Clock Out.
2. Add an optional note.
3. Tap Clock Out to confirm.

To start a break

1. Tap Start Break.
2. The app begins tracking break time.

To end a break

1. Tap End Break.
2. The app records the break duration and returns you to shift status.

Use manual input

Use Manual Input when you need to submit a time entry manually.

You can submit Clock In, Clock Out, Break Start, and Break End entries.

1. Open Manual Input from Home.
2. Choose your role.
3. Select the clock type.
4. Select the date.
5. Select the time.
6. Enter your location.
7. Add optional notes.
8. Tap Send.

Manage quick actions

The quick actions section gives you fast access to the main employee tools:

• My Roster
• Leave
• Unavailability
• Shift Swap
• Open Shift (upcoming feature)
• Log Book (if enabled)
• Documents (upcoming feature)
• Qualifications (upcoming feature)
• Payslip (upcoming feature)
• Reports
• Messages

You can reorder quick actions using the Edit option.

My Roster

Open My Roster to review your scheduled shifts. If you work across multiple sites, this view includes shifts from all assigned sites.

This screen shows total scheduled hours, the number of scheduled working days, upcoming shifts, shift times, and breaks. It also shows role details, roster notes on selected days, and site information.

You can scroll through the listed shifts to review the date, start and end time, role, location, and any notes attached to the day.

Request a shift swap

If you want to exchange one of your shifts with another employee (no manager approval required):

1. Open the shift from My Roster.
2. Select the shift swap option.
3. Review your shift summary.
4. Edit the default message if needed.
5. Search for available employees.
6. Select one or more employees.
7. Tap Send Request.

If manager approval is required for shift swaps:

1. Open the shift from My Roster.
2. Select the shift swap option.
3. Review your shift summary.
4. Edit the default message if needed.
5. Send the shift swap request.
6. The manager receives the request.
7. The manager selects an employee to work the shift and taps Send Request.
8. The selected employee receives the request and can approve or decline it.
9. If approved, the shift is reassigned to the new employee.
10. If declined, the original employee keeps the shift.
11. The manager and employee receive a status notification (approved or declined).

Quick shift requests

The app includes request flows for Shift Swap.

Respond to shift swap requests

If another employee sends you a swap request:

1. Open Shift Swap from Home.
2. Tap the Available tab.
3. Review the shift swaps sent to you.
4. Tap any shift to expand the request card.
5. Review the date, time, role, location, and notes.
6. Tap Accept or Decline.

To view the status of shift swap requests you sent:

1. Open Shift Swap from Home.
2. Tap the Sent tab.
3. Review all shift swaps you have sent.
4. Tap any shift to expand the request card.
5. Check the status (Pending, Rejected, or Accepted).
6. Use Cancel or Resend if needed.

Leave

Open Leave to submit leave requests and review existing leave records.

There are two tabs: Leave Request and Scheduled Leave.

Submit leave

1. Open Leave.
2. Choose your work site (if enabled).
3. Choose a leave type.
4. Select the requested date or date range.
5. Turn on Part Day Request if needed.
6. Tap Submit Leave Request.
7. Add comments if required.

Review scheduled leave

Open the Scheduled Leave tab to review your pending, approved, and declined leave entries.

Log Book

This icon is only visible if enabled for your team.

Open Travel Log Book to record work-related travel.

You can record the travel date and time, end location (type your location, or use the location icon to auto-fill), trip reason, start odometer reading, and finish odometer reading. You can also use your device location to capture GPS coordinates, see the calculated distance travelled, stop a trip, and reset the trip form.

To complete a trip entry

1. Open Travel Log Book.
2. Confirm the date and time.
3. Enter or capture the end location.
4. Enter a reason for the trip.
5. Enter the finish odometer reading.
6. Tap Stop Trip.

Documents

Open Documents to review files shared with you.

There are two document tabs: Signed and Shared.

From each document card, you can review the document name, category, and file size, download the file, or remove it from the list.

Qualifications

Open Qualifications to manage your certificates.

This screen separates required qualifications and optional qualifications.

From this screen, you can see how many certificates have been uploaded, check how many required qualifications are complete, upload a certificate, and remove a certificate.

Upload a certificate

1. Open Qualifications.
2. Find the qualification you want to update.
3. Tap Upload Certificate.
4. Select a PDF file from your device.

Note: only PDF files are accepted on this screen.

Payslips

Open Payslips to review previous pay periods.

For each payslip, you can view the pay period and pay date, open the payslip, and download it.

Reports

Employees can open Reports to review available report types.

Current report areas include Staff Notes and Clock Times. Staff Notes can show the note author, date and time, and note details. Clock Times can show clock-in records, clock-out records, roles, and confirmed hours.

Run a report

1. Open Reports.
2. Select the report type.
3. Choose a date range.
4. Or use a shortcut:
   • Selected Dates
   • Last 7 Days
   • Current Pay Period
   • Previous Pay Period
5. Open the report.

Messages

Open Messages to communicate with your team.

On the main messages screen, you can read posts, reply to a post, open the full reply thread, and react with emojis. You can also pin a message, mark a message as important, delete a message from your list, and send reminders.

Use the filter panel to narrow the list by messages for you, important messages, departments, and employees.

Open a message thread to see the original post and all replies in one place.

Create a post

If your access allows it, you can create a post by:

1. Selecting departments
2. Selecting employees
3. Writing the message
4. Attaching files
5. Choosing whether replies are allowed
6. Choosing whether confirmation is required
7. Tapping Post

Notifications

Open Notifications to review urgent updates such as shift opportunities.

For each notification, you can review the title and shift time, read the message, dismiss the notification, or register interest.

The screen also includes an Add Note button, which is currently reserved for a future workflow.

Notes about the current app build

Some parts of the app currently behave like a prototype or demo. Some actions may show a success message without saving to a live backend yet.

Important: Treat confirmation messages as workflow feedback only unless your manager confirms the change has synced.

Examples include sample roster and shift data, plus sample leave, payslip, and document data. They also include placeholder actions such as Add Note and locally saved quick action ordering in the browser or device session.

Suggested employee walkthrough

If you are new to the app, a good first walkthrough is:

1. Review My Profile.
2. Practise the Home screen clock controls.
3. Open My Roster.
4. Review Leave, Documents, and Qualifications.
5. Check Messages and Notifications.