For managers

As a manager or owner, you run everything from the web dashboard: operators, clients, locations, QR codes, and reports. This guide covers the day-to-day. If you have not set up your company yet, start with getting started.

Operators and seats

An operator is a worker who clocks in and out. Billing tracks active operators, so understanding seats keeps your bill predictable.

  1. Open Operators and select Add operator. Enter the worker’s name to generate a single-use PIN.
  2. Share that PIN with the worker. They use it once to bind their own phone. The full worker flow is in the operator guide.
  3. To stop someone from clocking in, deactivate them. Deactivating frees their seat.

How seats work:

  • One active operator equals one seat at 4 euro per month or 40 euro per year. See the pricing page.
  • Deactivated operators do not count toward your seat total, and their history stays in your reports.
  • If your billing lapses, the dashboard becomes read-only but operators keep clocking in, so you never lose time during a payment gap.

To re-issue a PIN, for example when a worker loses a phone, open that operator and generate a new single-use PIN. The old device stops being trusted once you do this.

Clients and locations

Locations let you tie clock-ins to a place and turn on soft GPS checks.

  1. Open Clients and add a client, such as a customer or site owner.
  2. Under that client, add one or more locations with an address.
  3. Set a GPS radius for each location, for example 100 meters. This radius defines what counts as on-site for review.

The radius is only used to flag clock-ins for your review. It never blocks a worker from clocking in.

Static QR vs device QR

Each location can present a QR code that workers scan.

  • Static QR: A printed code you generate in the dashboard and post at the site. This is the fastest way to start. Print it, tape it up, done.
  • Device QR: A dedicated display that shows a rotating code, which is harder to copy or photograph. Hardware is coming soon, so most teams begin with a static printout and move to devices later.

Both produce the same clean sessions. Choose static to launch today.

Reading reports

Open Reports to see sessions across your operators and locations.

  • Filter by operator, client, location, or date range.
  • Each row shows clock-in and clock-out times and the resulting hours.
  • Use this view to approve a period before exporting it. To send hours to payroll or another system, see exporting hours.

What flagged sessions mean

Some sessions are marked as flagged. A flag is a prompt to look, not a verdict.

  • Soft GPS: The clock-in did not appear within the location radius you set.
  • Anomaly: Something looked unusual, such as an oddly short or long session, or a device pattern worth a glance.

Flags exist so you can review and decide. BriefQR does not auto-reject anyone, and soft GPS is not surveillance. Open the session, check the details, and adjust if needed.

Settings

A few defaults to know:

  • Evidence mode is off by default. Leave it off for normal time tracking. Only turn it on if you specifically need stronger proof for a session, and tell your crew if you do.
  • Manage your plan, seats, and billing from settings. Changes to active operators are reflected in your next invoice.

A simple weekly routine

  1. Check Reports for the week and scan for flagged sessions.
  2. Resolve any flags by reviewing the session details.
  3. Deactivate operators who have left to free their seats.
  4. Approve the period and export hours when payroll is due.

For everything BriefQR offers, see the features page.