Getting started
Follow this guide to set up and manage your organization
Initial organization setup
Register and configure your organization in a few steps.
- Access the registration form
- Complete your personal details: name, surname, email and secure password
- Enter your organization name that will appear throughout the platform
- Select the organization type: company, freelancer or professional
- Add the organization contact phone number (optional)
- If you have a discount coupon, enter it and click 'Apply' to validate it and get your discount
- Accept the platform's terms and conditions
- Complete the security captcha and click 'Register'
- You will receive a verification email in your inbox: check your email (also the spam folder) and click the confirmation link to activate your account
- Sign in with your credentials
- Access 'Organization settings' to customize brand color, language and billing information. If you applied a coupon, you will see it reflected in this section
Manage team users
Add and manage your team members.
- Access the 'Users' section from the sidebar
- Click the '+ Invite user' button in the top right corner
- Enter the email address of the user you want to invite
- Assign a role: User (employee), Admin (administrator) or Representative (union)
- The user will receive an invitation email with a link to set up their account
- Once the invitation is accepted, the user will appear in the active user list
- You can edit user information, change their role or deactivate their account from the list
- Deactivated users cannot access the system but their historical data is preserved
Invite User
Send an invitation to join Mi Organización
An email will be sent to the user with an invitation link to the organization. They will need to complete their registration by setting up their password and adding their personal information such as their ID number.
Configure work schedules
Define your team's work schedules.
- Access the 'Schedules' section from the sidebar
- Click '+ Create schedule' to define a new work schedule
- Assign a descriptive name to the schedule (e.g., 'Morning shift', 'Intensive hours')
- Configure each day of the week: mark working days and rest days
- For each working day, set the expected clock-in and clock-out times
- Define mandatory breaks (name, start time, end time and if they count as work)
- Set tolerance margins for clock-in and clock-out (e.g., 15 minutes)
- Assign the schedule to corresponding users indicating the start date
- Users will see their assigned schedule and the system will compare it with actual time entries
Create schedule
Define a work schedule with breaks
Manage projects and locations (optional)
Organize your team's work by projects if your organization needs it.
- Access the 'Projects' section from the sidebar
- Click '+ Create project' to add a new project or work location
- Enter the project name and a brief description
- Indicate the physical address of the project if employees work at that location
- Assign specific users to the project to control who can clock in on it
- Assigned users will see the project as an option when clocking in/out
- You can activate or deactivate projects as needed without losing historical data
- Reports can be filtered by project to see time dedication per location
Create project
Monitor team time entries
Monitor and manage your team's time entries.
- Access the 'Time Entries' section from the sidebar
- Click on the 'Workdays' tab to see the daily summary
- As an admin, the filter panel opens with all users selected and today's date
- Use the user selector with search to find employees by name or email
- You can select multiple users to compare their workdays
- Use quick filters: Today, This week, This month, or Last month
- Each workday shows: date, user, hours worked, breaks, differences from expected schedule, and statuses
- Workdays are grouped by date showing all employees for each day
- Click on a workday to see details with electronic signatures and geolocations
- Verify locations by opening the Google Maps link for each time entry
Manage requests and approvals
Review and manage your employees' requests.
- Access the 'Requests' section to see all pending requests
- Requests can be: time entry modifications, manual time entries or absences
- Click on a request to see all details: reason, dates and attachments
- Review the information provided by the employee and verify its validity
- Compare requested data with existing schedules and records
- Approve the request if correct or reject it indicating the reason
- The employee will receive an email and push notification on their device with your decision
- Approved requests automatically update system records
Detalle de solicitud de ausencia
Revisar y aprobar/rechazar ausencia
Solicitado por
PendienteAna Martínez López
16/01/2025, 09:15
Detalles de la ausencia
Tipo de ausencia
Visita médicaFecha
17 ene 2025
Hora inicio
10:00
Hora fin
12:00
Motivo
Cita con el médico de familia para revisión anual. Adjunto justificante médico.
Archivos adjuntos
justificante_medico.pdf
0.45 MB
Generate reports
Generate detailed reports of time entries, workdays, vacations and projects.
- Access the 'Reports' section from the sidebar
- Select the type of report you need: time entries, workdays, vacations or projects
- Time entries report: shows total hours worked per user in the selected period (requires selecting a specific user)
- Workdays report: analyzes complete/incomplete workdays, expected vs. actual hours, differences and uncategorized hours (requires selecting a specific user)
- Vacations report: shows requested and approved vacation days (can be for all users or a specific one)
- Projects report: details hours worked grouped by project (shows data for all users)
- Use the date filters to select the time range (start and end)
- Select a specific user in reports that require it (time entries and workdays always require a user, vacations is optional)
- Reports update automatically when changing filters
- Export reports to CSV for Excel analysis or to electronically signed PDF for labor inspections
- All reports include digital signatures
Audit and traceability
Check the complete log of all actions performed in the system.
- Access the 'Audit' section from the sidebar
- Every important system action is automatically logged: creations, modifications and deletions
- Filter records by table (users, time entries, schedules, projects, etc.)
- Filter by action type: create, update or delete
- Use the date filter to review actions in a specific period
- Search by record ID, username or email to locate specific actions
- Click on any record to see full details: previous values, new values, IP and browser
- Records include information about the user who performed the action or indicate if it was a system action
- Pagination allows navigating through large volumes of records (50 per page)
- Use the 'Clear filters' button to reset all search criteria
- Audit records are kept for 2 years by default to comply with legal requirements
Shared time clock kiosks
Manage time clock kiosks so employees can clock in/out from shared devices (tablets, shared computers).
- Access the 'Time clock kiosks' section from the sidebar
- Create a new kiosk by clicking '+ Create kiosk'
- Assign a descriptive name (e.g., 'Reception', 'Warehouse', 'Office') and optionally a location
- The system automatically generates a unique URL and QR code for that kiosk
- Download the QR code or copy the URL to open the kiosk on the shared device
- Important: URLs are protected against copying - they only work when opened from the admin panel or by scanning the QR code, not from employees' personal devices
- Add employees who will be able to use that kiosk from the 'Manage users' button
- Assigned employees must configure their personal 4-digit PIN from their profile
- When an employee accesses the kiosk, they will see a list with their name and can clock in by entering their PIN
- Each clock entry is recorded with electronic signature, geolocation and device IP
- You can activate/deactivate a kiosk from the actions menu (three dots)
- To view the QR code again, use the 'Show QR' button in the actions menu
Kiosk list
Recepción Principal
Planta Baja - Entrada
15 empleados asignados
Almacén
Planta -1 - Área de carga
8 empleados asignados
Oficinas Administrativas
Planta 2 - Área de administración
12 empleados asignados
Important notes for administrators
- •As an administrator, you are responsible for the correct configuration of the platform and legal compliance
- •Time records are kept for 4 years according to current labor regulations (RDL 8/2019)
- •Regularly review pending requests to maintain team motivation
- •Make sure all users have assigned schedules for accurate comparisons