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Workstem One App
[Employee] First Time User Guide
[Employee] First Time User Guide

Helping you quickly get started with the Workstem One App!

Workstem CS avatar
Written by Workstem CS
Updated over a week ago

Quick Overview of Workstem One App

Workstem One App Features Overview:

  1. Clock in/out

  2. Check your shifts (date, time, location, etc.)

  3. Check attendance status (clock in/out records & late/absent/early leave status)

  4. Check leave types / balances / applications

  5. Apply for timesheets (overtime & compensatory)

  6. Apply for reimbursement

  7. Check payslip

  8. Check tax report

  9. Check Colleagues' relevant information

  10. Supports 3 languages (English, Traditional Chinese, Simplified Chinese)

Get to know the main function of the Workstem One App

Home:

Every time you log in to the app, you will be at the homepage by default. The features here include:

  1. Check shift details, and Clock in/out

  2. Apply for timesheets

  3. Check Leave balance and Apply for leaves

  4. Apply for Reimbursement

Clock in/out, and Check Shift details

Click into [Clock in/out] or Shift on the day, you can see the shifts details and also clock in/out for the day.

On the top right corner, you will see a "scanner" icon that will allow you to scan the QR codes of supervisors/managers as a clock in/out method.

Note⚠️: Tapping [Clock in/out] or Shift on the day, you can select another date on the top of the page, but only shift details can be seen.

Apply for Leaves and Check Leave Balance

[Apply for Leave] – After tapping the [Apply] button, you can see a leave application form allowing you to apply for leaves. You can fill in the leave type, date, duration, reason, upload an attachment, and even add the managers/supervisors who should approve your request. Leave type, date, and duration are required.

[Leave Balance] — You can see which leaves you can apply for as well as check your leave balances for each leave type. You can see details of every leave type when clicking every leave, including usable annual leave (days), current balance, days on plan, balance change details.You can also apply for this leave by clicking [Apply for Leave] on the bottom.

[Days on Plan] — It indicates the number of approved leave days but not yet arrived the applied leave date

Apply for Reimbursement

[Apply for Reimbursement] – After tapping the [Apply] button, you can see a expense claims form allowing you to apply for reimbursement. You can fill in the expense type, date, reason, upload an attachment, and even add the managers/supervisors who should approve your request. Expense type, date, and name are required.

Shift Table, Check shift arrangement and details

You can check your shifts using the "Calendar" view or the "List" view.

Calendar View:

  1. You can tap on the dates on the calendar to see the details of attendance / shift / timesheet for that day.

  2. There are 3 different colours to remark your attendance status each day.

  3. You can apply for an Overtime / Compensatory timesheet by tapping on the [+Timesheet]

Note ⚠️
If you want to quickly check the shift table in other time periods, just swipe your fingers left/right across the calendar. You can also tap on the [Month] on top of the page to quickly jump to a different month.

List View:

By default, according to the month of the calendar on the left, the hours worked, hours scheduled and leave duration of each shift in the month are displayed in a list. The blue box at the bottom of the page displays the total of the hours worked, the hours scheduled and the leave duration of the month, and it also has the function of recalculating these data.

Check Colleague's relevant

With the permission of colleagues, you can view the leave and shift information of colleagues, and colleagues can replace shifts with each other.

"More" Setting

In this page, you can do the following:

Apply:

  • Edit Personal profile: update your Name, profile photo and phone number

  • Check your leave application records

  • Check your timesheet application records

  • Check your reimbursement records

  • Check payslip

  • Check tax report

Settings:

  • Authorisation Management

  • Privacy Settings

  • Change passwords

  • Change app language (Supports English, Traditional Chinese, and Simplified Chinese)

Note ⚠️:

Question: Log in for the first time and cannot see anything inside?

Don't worry! That is normal. You will only see shifts/leave balances if your supervisor/manager or HR has done the setup for you.

Now, the next thing to do is inform your supervisor/manager or HR that you have successfully logged in and ask them to please help you set up the relevant shifts and leave policies for you! 😉
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