Setup guide

From sign-up to your first clock-in in about 30 minutes. For business owners and managers.

Before you start

Have these ready. Setting up takes about 30 minutes.

A computer or phone with internet, and an email address you check (you'll confirm it).
Your business name and, if you have one, the company registration number.
For each store: its name and street address. Being inside the store for 1 minute makes setting its location easy.
For each staff member: first name, surname and cell number (email is optional). Staff who only use a store tablet need no cell number.
Which staff work at which store, and how many days a week they normally work.
Who your store managers are, with their email addresses (optional).
A tablet for each store if staff will clock in at the store (any recent Android tablet or iPad with a camera and Wi-Fi).
How you pay: weekly, every two weeks or monthly (and the day a monthly period starts).

The app works in English, Afrikaans, isiZulu and isiXhosa; to change it, open the menu with your business name at the top and choose a language. On a phone or tablet the menu shows Dashboard, Clock-ins and Timesheets; everything else (Stores, Staff, Schedules, Settings, Exports) is under More.

Step 1: Create your business account (5 minutes)

Go to app.siyayasystems.co.za and tap Start free.
Tap Continue with Google, or type your email address and tap Email me a code. (Prefer a password? Tap Use a password instead.)
If you chose the email code: open the email we send you, then type the code on the screen (or tap the link in the email).
On Set up your business, type your name and your Business name (and registration number if you have one). Tap Continue.
Add your first store and your staff when the app asks, or tap Skip for now and do it later. The Get set up list on the Dashboard shows what's left.

You are now on the Dashboard. Next time, tap Sign in and use the same way (Google, email code or password). Forgot your password? Just use Email me a code instead.

Step 2: Add your store (3 minutes per store)

The store's location lets staff clock in on their own phone only when they are at the store.

Tap Stores, then Add a store.
Type the Store name and Street address.
Set the store location. Easiest: stand inside the store and tap Use my current location, then allow location when your browser asks. Or, in Google Maps, press and hold on the store, copy the numbers that appear (like -26.2041, 28.0473) and paste them.
Leave the allowed distance at 150 m unless the store is in a large mall or building; then try 200 m.
Tap Save, then Check on map to make sure the pin is on the store.

Repeat for each store. Staff must be linked to at least one store, so add stores before staff.

Store managers (optional): on the store's page, under Store managers, fill in the manager's name and email and tap Send invite. They set their own password and can then manage staff and clock-ins at that store only. The link to choose a password goes to their email only (it is never shown on screen), so ask them to check their spam folder if it doesn't arrive.

Co-owners (optional): if the business has more than one owner, go to Settings → Manage owners & team, fill in their name and email under Invite a co-owner and tap Send invite. Every owner sees and does everything. Only the Main owner (whoever set up the business, unless they hand it over) can add or remove owners.

Step 3: Choose how staff clock in (2 minutes)

Most shops pick Store tablet with PIN plus Manager clocks staff in or out; add phone clock-in for staff who work off-site. Set this under Settings → How staff clock in; tick as many as you like and tap Save.

Option	How it works	Needs
Store tablet with PIN	Staff tap their name on the tablet and type a 4-digit PIN	A tablet at the store
Store tablet with PIN and photo	Same, plus a quick photo, so staff can't clock in for each other	Tablet with a front camera
Store tablet with face recognition	Staff look at the tablet and blink; the PIN still works for everyone	Tablet with a front camera; each person's agreement
Scan the store tablet's QR code with own phone	The tablet shows a code that changes every 30 seconds; staff scan it with their phone	Tablet, and staff signed in on their phone
Own phone, at the store	Staff tap Clock in on their phone; it only works within the allowed distance	Store location set (Step 2)
Own phone, at the store, with a selfie	Same, plus a selfie	Store location set
Manager clocks staff in or out	A manager does it for someone, with a reason	Nothing extra

Option: Store tablet with PIN
How it works: Staff tap their name on the tablet and type a 4-digit PIN
Needs: A tablet at the store

Option: Store tablet with PIN and photo
How it works: Same, plus a quick photo, so staff can't clock in for each other
Needs: Tablet with a front camera

Option: Store tablet with face recognition
How it works: Staff look at the tablet and blink; the PIN still works for everyone
Needs: Tablet with a front camera; each person's agreement

Option: Scan the store tablet's QR code with own phone
How it works: The tablet shows a code that changes every 30 seconds; staff scan it with their phone
Needs: Tablet, and staff signed in on their phone

Option: Own phone, at the store
How it works: Staff tap Clock in on their phone; it only works within the allowed distance
Needs: Store location set (Step 2)

Option: Own phone, at the store, with a selfie
How it works: Same, plus a selfie
Needs: Store location set

Option: Manager clocks staff in or out
How it works: A manager does it for someone, with a reason
Needs: Nothing extra

A store can have its own choice: open the store's page and change the ticks under How staff clock in at this store. Photos, selfies and face recognition are only used for staff who agreed; everyone else still clocks in with their PIN or location.

Step 4: Add your staff (2 minutes per person)

Tap Staff, then Add a staff member.
Fill in First name, Surname and Cell number. Leave the cell number empty for someone who will only use the store tablet.
Under Works at, tick their store(s).
Fill in how they are Paid, their Normal working days per week and Start date. Tick Normally works on Sundays or the BCEA earnings threshold box if true. Tap Save.

Give them their way in. On the person's page:

Staff with a smartphone: under Phone sign-in, tap Create invite link, then Share on WhatsApp (or Copy link). The link works once, for 7 days. They read the privacy notice, choose their privacy options and set a 4-digit PIN. After that they sign in with their cell number and PIN, and the same PIN works on the store tablet.
Staff without a smartphone: under Store tablet PIN, tap Get a set-up code and give them the 6-digit code (it works once, for 30 minutes). At the tablet they tap their name, then Forgot your PIN, or new here?, type the code and choose a PIN.

Forgotten PIN: create a new invite link (Reset PIN) or a new set-up code, the same way.

Someone leaves: on their page tap Mark as left and give their last working day. They can no longer sign in, and their records are kept for 3 years as the BCEA requires.

Step 5: Set up the store tablet (5 minutes)

Skip this if you don't use a tablet. Do it on the tablet itself, at the store.

On the tablet, open app.siyayasystems.co.za and sign in as the owner or a store manager.
Tap Stores and open the store.
Scroll to Set up this device as the store tablet. Give it a name (for example “Front counter tablet”) and tap Set up this tablet.
You are signed out on the tablet and it now shows the clock-in screen for that store. Staff tap their name and type their PIN.
If you use photos, face recognition or QR codes, allow the camera when the tablet asks.

Keep the tablet plugged in, and set the screen to stay on (Settings → Display → Screen timeout, the longest option).
Add the page to the home screen (browser menu → Add to Home screen) so it is one tap to reopen.
If the Wi-Fi drops, the tablet keeps clock-ins and sends them when the internet is back. Don't close the page while it shows “waiting to send”.
Lost or stolen tablet: on the store's page under Store tablets (kiosk), tap Switch off next to it.

Face recognition: after a person clocks in with their PIN, the tablet offers Use my face next time. It is only set up if they tick that they agree. You can delete anyone's face data on their staff page with Delete face data.

Step 6: Pay period, hours rules and schedules (10 minutes)

Pay period: tap Settings. Under Pay period, choose how Staff are paid: weekly (Monday to Sunday), every two weeks, or monthly. For monthly, type the start day (25 means the 25th to the 24th of the next month). Tap Save.
Hours rules: the BCEA rules are already set (45 hours a week, 9 hours a day for 5 days a week, overtime 1.5×, a 60-minute unpaid meal break after 5 hours). If a bargaining council agreement or sectoral determination applies to you, tap Add rules for a bargaining council or sectoral determination, or ask us to set it up with you.
Public holidays: South African holidays are built in. Add any extra day the government declares (for example an election day).
Schedules: tap Schedules → Add a schedule. Choose same times every week, rotating (for example 4 days on, 4 off) or flexible. Set the days and times, then give each staff member their schedule on their staff page and tap Save.

Without schedules, hours are still recorded and added up; the dashboard just can't say who is late or absent, and staff don't get the “you haven't clocked in” reminder.

Store hours, rotations and the roster (10 minutes)

Opening hours: tap Stores, then the store. Under Opening hours, tick the days the store is open and set the times (Copy Monday to Tuesday–Friday saves typing). Choose what happens On public holidays, then tap Save opening hours.
Special days: under Special days, add one-off days such as Christmas Eve or stocktake, with their hours or Closed all day.
Schedules per store: in Schedules → Add a schedule, choose the Store. You'll see a warning if a shift falls outside the store's hours.
Staff on rotation: choose Rotating, then Start from a common rotation (for example 4 days on, 4 days off, or every second weekend). Under Teams, pick 2 teams: Team B starts the same rotation on a later day, so the teams cover each other. Then on each staff member's page choose their schedule and Team, and tap Save.
The roster: tap Roster to see the week for each store: opening hours, who works when, and any time the store is open with nobody planned. Tap a person's day to give a Day off, Different times, or Swap the day with someone. Undo change puts the normal schedule back.

Staff see their next 7 days of shifts on their phone. If someone clocks in more than an hour before opening or after closing, it still counts, but it shows under Clock-ins → Check these clock-ins for you to look at.

Day to day

When	Where	What to do
Each morning	Dashboard	See who is in now, late, not in yet, or forgot to clock out. You also get an email when something needs you.
When a request comes in	Clock-ins	Under Waiting for you to approve, approve or reject staff who couldn't clock in on their phone. Under Check these clock-ins, confirm the ones accepted on weak GPS.
Someone forgot their phone, or the tablet is down	Clock-ins	Under Who is in now, tap Clock in or Clock out next to their name and give a reason.
A time is wrong or missing	Timesheets → the person	Tap Change next to a clock time, or use Add a missing clock-in or clock-out. A reason is required.
End of each pay period	Timesheets	Check each person's “To check” flags, then Approve this timesheet.
After approving	Exports	Download SimplePay or Sage (CSV), Excel, or the BCEA time records (PDF) for your files.

When: Each morning
Where: Dashboard
What to do: See who is in now, late, not in yet, or forgot to clock out. You also get an email when something needs you.

When: When a request comes in
Where: Clock-ins
What to do: Under Waiting for you to approve, approve or reject staff who couldn't clock in on their phone. Under Check these clock-ins, confirm the ones accepted on weak GPS.

When: Someone forgot their phone, or the tablet is down
Where: Clock-ins
What to do: Under Who is in now, tap Clock in or Clock out next to their name and give a reason.

When: A time is wrong or missing
Where: Timesheets → the person
What to do: Tap Change next to a clock time, or use Add a missing clock-in or clock-out. A reason is required.

When: End of each pay period
Where: Timesheets
What to do: Check each person's “To check” flags, then Approve this timesheet.

When: After approving
Where: Exports
What to do: Download SimplePay or Sage (CSV), Excel, or the BCEA time records (PDF) for your files.

Every change is saved in the Audit trail with who made it, when and why. Approved timesheets are locked; tap Undo approval to make changes if you need to fix one.

Help

Contact Michael van Zyl at Siyaya Systems on 067 737 9807 for anything that doesn't work as this guide says, or to set up bargaining council rules or payroll exports with you.

Privacy questions from you or your staff: privacy@siyayasystems.co.za. Staff can change their own privacy choices at any time under My privacy choices on their phone.