Time and attendance
Clock-in methods are set per workplace, and the records carry through to monthly totals and statutory checks on the same screen.
Common problems
When offices, shops, factories, and home-based work all exist inside one company, a single way of recording hours rarely fits everyone. WorkVell lets each workplace use the clock-in method that suits it, then handles aggregation, overtime tracking, and the handover to payroll as one flow. The clock-in method may differ by site; everything after aggregation runs on the same mechanism.
Clock-in methods differ from workplace to workplace
Head office may work best with PCs, shops with IC cards, and field sites with smartphones. When a separate service is used for each, someone has to join the data together by hand at the aggregation stage.
Overtime limits come to light only at month end
If an employee is found to be close to the limit set by the Article 36 agreement (the overtime cap agreed with the workforce under Japanese labour law) only when the month is closed, there is little left that can be done about it. Site managers need to see it in the course of daily work.
The handover from attendance to payroll stalls the closing
When attendance and payroll sit in separate systems, every closing involves exporting and importing CSV files. Checking for mismatched fields and missing rows takes time and stretches the closing period.
What WorkVell does
Clock-in methods are set per workplace, and the records carry through to monthly totals and statutory checks on the same screen.
Clock-in methods can be assigned per workplace
IC cards (dedicated terminals or PCs), QR codes, GPS location, face recognition, PC logon and logoff, and clock-ins from Slack or LINE are supported. Sites can use different methods, and aggregation works the same way for all of them.
Overtime can be reviewed partway through the month
Hours used against the Article 36 limit are totalled as the month runs, so employees heading for an overage can be identified early. Use of the special clause in the agreement is shown alongside.
Leave and overtime requests run through to approval in one place
Requests and approvals are handled on the same screen as attendance, so approved items are reflected in the records directly. A delegate can be set for periods when the approver is away.
Records pass straight into payroll calculation
Payroll runs in the same system, so closed attendance does not have to be handed over as a CSV file. Premium rates are calculated from the recorded hours.
From setup to daily use
- 1
Register the working rules
Set scheduled hours, breaks, closing dates, and premium rates as they appear in the work rules. Separate rules can be held for each employment type.
- 2
Decide the clock-in method for each site
Assign methods by site or department. Some methods need a dedicated terminal; others can start with the PCs and smartphones already in use.
- 3
Set up request routes while the system is in use
Set the approval routes and approvers for overtime and leave requests. These can be changed after go-live, so they do not have to be complete from the start.
- 4
Close the month and hand over to payroll
Closing turns the confirmed attendance into the input for payroll calculation. Where a correction is needed, the record can be sent back, with the correction request kept in the history.
Built to be relied on
Beyond the feature itself, the groundwork for running and governing it every day.
Built for local rules
Handles the calculations and statutory forms Japanese HR and payroll actually need.
Works in many languages
Employee screens in 9 languages; the time-clock kiosk in 26.
Roles and audit logs
Role-based permissions and activity logs show who saw and changed what.
One connected system
HR, labor, payroll and accounting connect, cutting hand-offs between tools.
Frequently asked questions
Can the clock-in method be changed later?
It can. Methods are set by site or department, so a change can start with a few sites and spread from there. Past clock-in records remain after a change.
Does it suit work that starts and ends away from the office?
GPS clock-in is supported, so hours can be recorded without coming into the office. For home-based work, it can be combined with remote work requests.
How are false clock-ins prevented?
Face recognition prevents one person clocking in for another. GPS clock-in keeps the location as part of the record. With any method, a later correction leaves a change history.
Can it work with a payroll system that is already in place?
Bank transfer data and journal entries can be exported. Where WorkVell payroll is used instead, the export and import steps are not needed at all.
Preferences are collected into a draft, and working-hour limits and labour cost can both be checked before the schedule is published.
Remaining days and progress against the five-day requirement are handled on the same screen.
Calculation runs from recorded attendance and continues through payslip delivery and bank transfer data.