Getting Started with the Timecloud Mobile App

Downloading the App

• Open the App Store (iPhone) or Google Play (Android) on your device.
• Search for "Timecloud".
• Tap Install (or Get).
• Once installed, tap the Timecloud icon on your home screen to open the app.

Your company admin can also send you a download link directly from the web app.

What's in the Download Link Email

When your admin sends you the download link, the email includes everything you need to get started:

• Your name and email address - confirms who the invite is for.
• Your 4-digit PIN - use this to log in on the Employee tab.
• Company branding - your company's logo and colours so you know it's legitimate.
• Enabled features - a summary of what you can do in the app (e.g. shifts, leave requests, timesheets, rosters, forms, job approvals, announcements).

Keep this email handy - it has your PIN and login email ready to go.

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Logging In

The login screen has two tabs - Employee and Manager - so you can pick the one that matches your role.

Employee Login

1. Select the Employee tab.
2. Enter your email address.
3. Enter your 4-digit PIN.
4. Tap Sign In.

Tap the eye icon next to the PIN field to show or hide your PIN.

Manager Login

The Manager tab uses an email-first sign-in. You can sign in with a Timecloud password, through your company's sign-in provider, or with a Microsoft work account.

Sign in with Email

1. Select the Manager tab.
2. Enter your email address.
3. The app checks your email and shows the right option for your company:
   • Password field appears: Type your Timecloud password and tap Sign in.
   • Sign In as Manager button appears: Tap the button to open your company's sign-in page in a browser. Your email is pre-filled.

Tick Remember me for 30 days before signing in to stay logged in longer. Tap the eye icon next to the password field to show or hide what you have typed.

Forgot Your Password

If you sign in with a Timecloud password and have forgotten it:

1. On the Manager tab, enter your email so the password field appears.
2. Tap Forgot password? below the password field.
3. Enter your email and tap Send reset link.
4. Check your inbox for the reset email, then follow the link to set a new password on the web.
5. Come back to the app and sign in with your new password.

The reset link expires in 1 hour and can only be used once.

Sign in with Microsoft

If your company uses Microsoft (Entra / Azure AD), you can sign in with your Microsoft work account instead of a Timecloud password.

1. Select the Manager tab.
2. Below the email field, tap Sign in with Microsoft (under the "or" divider).
3. An in-app browser opens showing the Microsoft account picker - select or sign in with your work account.
4. After Microsoft confirms your identity, you are returned to the app and signed in automatically.

If you enter your email address before tapping Sign in with Microsoft, it will be pre-filled at the Microsoft sign-in screen.

If something goes wrong, the app shows: "We couldn't sign you in with Microsoft. If this keeps happening, contact your administrator." Try again or contact your company admin.

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Two-Step Verification

If your company requires two-step verification, managers are prompted for a second form of identification after entering their password. This adds an extra layer of security to your account.

First-Time Setup

The first time you sign in after two-step verification is enabled, you will be asked to choose a verification method:

• Email me a code - A 6-digit code is sent to your email each time you sign in.
• Use an authenticator app - Use an app like Google Authenticator or Microsoft Authenticator to generate codes.

Tap your preferred method to begin setup.

Setting Up Email Codes

1. Tap Email me a code.
2. A verification code is sent to your email. Check your inbox.
3. Enter the 6-digit code and tap Verify.
4. You are signed in.

Setting Up an Authenticator App

1. Tap Use an authenticator app.
2. A verification code is first sent to your email to confirm your identity. Enter that code and tap Verify.
3. Add Timecloud to your authenticator app using one of these options:
   • Tap Open authenticator app to launch it directly on your phone with the account ready to add.
   • Tap the copy icon next to the setup key and paste it into your authenticator app manually.
   • Tap Show QR code for another device to display a QR code you can scan from a different device.
4. Enter the 6-digit code shown in your authenticator app and tap Verify.
5. You are signed in.

Signing In with Two-Step Verification

Once set up, each time you sign in with your password you will be prompted for a verification code.

• Email: A code is sent to your email automatically. Enter it and tap Verify. The code expires in 10 minutes.
• Authenticator app: Open your app and enter the current 6-digit code, then tap Verify.

If you have both methods set up, you can switch between them using the link on the verification screen (e.g. Email me a code instead or Use my authenticator app).

Trust This Device

Tick the Trust this device for 30 days checkbox before verifying your code to skip two-step verification on this phone for 30 days.

Backup Codes

If you have saved backup codes, you can use one instead of a verification code:

1. On the verification screen, tap Use a backup code.
2. Enter one of your backup codes and tap Verify.
3. Each backup code works once. You will see how many you have left after signing in.

If you are running low on backup codes, ask your administrator to reset your two-step verification so you can set it up again.

Resending a Code

If you chose email verification and the code has not arrived:

• Tap Resend code on the verification screen.
• Check your spam or junk folder.

Going Back

• Tap Back to sign in at any time during verification to return to the password form. Your password is kept so you do not need to retype it.
• During first-time setup, tap Choose a different method to go back and pick the other option.

What If Something Goes Wrong?

Employees who log in with a PIN are not prompted for two-step verification. Sign in with Microsoft uses Microsoft's own authentication, so Timecloud two-step verification does not apply.

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Company Branding

If your company has set a custom theme colour, the mobile app will automatically reflect your company's branding. You'll see the colour on the tab bar, buttons, and highlights throughout the app - making it feel like your own.

• The branding is applied automatically when you log in - there is nothing to configure on your device.
• If your company changes its theme colour, the app updates the next time you open it.

Admins can set the theme colour in Settings > Overview > Theme Colour on the web app.

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Navigating the App

The app has five main tabs at the bottom of the screen:

Tap any tab to switch between sections.

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Your Profile

To view your profile:

• Tap the profile icon (top-right corner or via the menu).
• Here you can see:
  • Your name and email
  • Your company name
  • Your payroll code
  • Your assigned groups and roles

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Updating the App

• When a new version is available, your device will notify you through the App Store or Google Play.
• Tap Update to install the latest version.
• Keeping the app up to date ensures you have the latest features and security improvements.

Tip: Enable auto-updates on your device so you always have the latest version.