Creating your account

• 1Go to app.trackoya.com and click "Create an account".
• 2Enter your professional email address. A 6-digit OTP code is sent to you immediately.
• 3Enter the OTP code from your inbox. Check your spam folder if needed.
• 4Complete your profile: full name, company name, phone number (optional).
• 5Your workspace is ready. You are automatically logged in.

Choosing your language

• 1Click your avatar in the top-right corner of the dashboard.
• 2Select "Settings" from the dropdown menu.
• 3In the Language section, choose French or English. The interface switches instantly.

Configuring country and time zone

• 1Go to Settings > Localization, select your main country (determines public holidays and date format).
• 2Choose your time zone from the list (e.g. Europe/Paris, America/New_York).
• 3Save. All clock-ins will now display in the correct local time.

Adding a new site

• 1In the main menu, click Sites, then the "+ Add a site" button.
• 2Enter the site name (e.g. "Paris HQ", "Rungis Warehouse").
• 3In the Address field, start typing — Nominatim autocomplete suggests results in real time. Select the correct address.
• 4The GPS marker is placed on the map automatically. Drag it to fine-tune the exact position if needed.
• 5Set the tolerance radius (in meters): the zone in which a clock-in is accepted as valid. Recommended: 100–200 m in cities, 500 m in industrial areas.
• 6(Optional) Enable the coverage alert: you receive a notification if no agent is present on this site during configured hours.
• 7(Optional) Link to an end client: useful for service providers managing multiple principals. The client name will appear on exports and reports.
• 8Click "Save". The site is now available to be assigned to employees.

Bulk import via Excel

• 1Click "Import" and download the provided Excel template.
• 2Fill in the columns: Name, Address, Latitude, Longitude, Radius (m), Client.
• 3Upload the completed file. Sites are created automatically.

Creating an employee profile

• 1In the menu, click Employees, then "+ Add an employee".
• 2Enter the first and last name (required).
• 3Add a phone number (optional, useful for WhatsApp sharing).
• 4Add an email address (optional, useful for sending the link by email).
• 5Assign one or more sites (optional, for informational purposes). The planning determines where the employee should clock in: GPS verifies they are at the site scheduled for their shift that day.
• 6Click "Save". A unique personal link is automatically generated.

Sharing the personal link — 4 options

• WhatsApp: sends a pre-written message with the link directly to the employee's number.
• Email: sends an email with installation instructions and the link.
• PDF QR Sheet: generates a printable sheet with a QR code — ideal for agents without a personal smartphone.
• Copy link: copies the URL to the clipboard to paste anywhere you like.

Bulk import, editing and deletion

• Excel import: download the template, fill in columns (First name, Last name, Phone, Email, Sites), import.
• Edit: click the employee's name → pencil icon to edit their information.
• Photo: from the profile, click the avatar to upload a photo (shown on the dashboard).
• Delete: irreversible action. Clock-in history is retained for audit purposes.

Each employee receives a unique personal link — no password, no app installation required. Here's what happens on their end:

• 1The employee receives the link via WhatsApp, SMS, email or QR code — and opens it on their phone in any browser.
• 2On first open, the browser requests GPS permission. The employee taps "Allow". This permission is only requested once.
• 3(Recommended) A banner appears to add the page to the home screen (PWA). The employee follows the instructions — the Trackoya icon appears on their phone like a real app.
• 4Each day, the employee taps the "Clock In" button when on site. Their GPS position is verified and the attendance is recorded.
• 5At the end of the shift, the employee taps the "Clock Out" button. The service duration is calculated automatically.

The dashboard is Trackoya's main page. It gives you an instant overview of your entire team's activity.

The 6 key performance indicators (KPIs)

Real-time employee list

For each clock-in, click the 📍 GPS icon to see the exact recorded geographic position on the map.

View and navigation

• Use the ◀ ▶ buttons to navigate week by week.
• Switch between site view (columns = sites, rows = agents) and agent view (columns = agents, rows = days).
• Apply filters by site or agent to display only what's relevant.
• The Total hours column shows the weekly cumulative total per agent.

Creating a shift

• 1Click an empty cell in the grid (agent / day intersection).
• 2A panel opens: choose the agent(s) involved.
• 3Select the start time and end time.
• 4Choose the site associated with the shift.
• 5Click "Create". The shift appears immediately in the grid.

Other actions

• Edit: click an existing shift → modify times, agent or site.
• Delete: click the shift → trash icon → confirm.
• Duplicate previous week: button at the top of the schedule → copies all shifts from week N-1 to the current week.

Available filters

Manual adjustment

An employee forgot to clock in? You can add a clock-in manually:

• 1Click "+ Adjust" at the top of the history.
• 2Choose the employee, site, type (clock-in/out), date and time.
• 3Add a reason (e.g. "Missed clock-in — confirmed by supervisor").
• 4Save. The clock-in is created with an M flag (Manual) visible in the list for full traceability.

Exports

• PDF timesheet — 1 employee, 1 month: full summary of hours worked, header with logo and company info.
• Global PDF recap — All employees over the filtered period, summary table format.
• Excel export (payroll format) — Columns: Scheduled / Actual / Difference. Ideal for sending to your accountant or payroll software.

5 report types

Reports are written by agents from their app (see Section 13) and received here in real time.

Filters and consultation

• Filter by type, client, site, employee and date range.
• Click a report to see the full detail: text, attached photo if available, and GPS position at the time of writing.
• Mark a report as "Read" or use "Mark all as read" to clear notification badges.

Exports

• Individual PDF export: one report in A4 format, ready to send to the client or archive.
• Grouped PDF export: generates a document with all reports matching the active filters.
• Excel export: table with all fields (date, time, agent, site, type, content, GPS).

The Messages module lets you exchange messages directly with each employee without leaving Trackoya, in an interface similar to WhatsApp.

How it works

• The left panel lists all your conversations, sorted by the date of the last message. Conversations with unread messages are flagged with a numeric badge.
• Click an employee's name to open their dedicated conversation.
• Type your message in the field at the bottom and press Enter or the Send button.
• Click "New message" (+ or pencil icon) to start a conversation with an agent you haven't messaged yet.

Push notifications

• If the employee has allowed push notifications in their browser, they receive an immediate alert when a message arrives.
• You also receive a notification if an agent sends you a message while Trackoya is not open in your browser.
• To enable notifications: in the browser → click the padlock icon in the address bar → Notifications → Allow.

Activity log (Audit trail)

View all actions performed on your account: logins, schedule changes, manual adjustments, exports. Each entry shows the author, date and time. This log is immutable and cannot be deleted.

Session and personal data

• Sign out: ends the current session on all devices.
• GDPR export: download all your personal data in JSON format.
• Account deletion: irreversible deletion of all data after email confirmation.

Editing your profile

• 1Click your avatar in the top-right corner → "My profile".
• 2Edit your full name, company name and phone number.
• 3Upload your company logo (PNG or JPG, transparent background recommended). It will appear on all generated PDFs (timesheets, recaps, reports) and in the dashboard header.
• 4Click "Save".

Activating your subscription

• 1In My profile → Subscription section, click "Activate".
• 2You are redirected to the secure Stripe payment page. Enter your card details.
• 3Once payment is confirmed, all features are unlocked immediately.

Managing your subscription

• Invoices: click "Billing portal" → access the Stripe portal with a full history of downloadable invoices.
• Change card: via the Stripe portal → Payment methods → Update.
• Cancel: via the Stripe portal → Cancel subscription. Your access remains active until the end of the paid period.

The Support module lets you contact the Trackoya team directly for any question or technical issue, without leaving the application.

Creating a support ticket

• 1In the main menu, click Support, then "+ New ticket".
• 2Enter a clear and concise subject (e.g. "PDF export not available").
• 3Describe the issue in detail in the Description field: steps to reproduce, error message if any, browser used.
• 4Select the section concerned (Dashboard, Schedule, Attendance, Billing, Other).
• 5Choose the urgency level: Low, Normal, High, Critical.
• 6Click "Send". Your ticket is created with a reference number.

Tracking your ticket

• Your ticket list shows their status in real time:
  Open → In progress → Resolved
• Click a ticket to read the Trackoya team's response and add a comment if needed.
• You receive an email notification on every status change or reply.

The employee app is a PWA (Progressive Web App) accessible via the unique personal link. It has 5 tabs:

🏠 Home — Daily clock-in

• A large "Clock In" button (green) is shown at the start of a shift. The agent taps it on site — their GPS position is captured and automatically validated.
• At the end of the shift, the button becomes "Clock Out" (red). The agent taps to close their shift.
• The last clock-in and time are shown as confirmation.

📅 Schedule — Upcoming shifts

• The agent sees their upcoming shifts (site, start time, end time) for the next few days.
• The list updates in real time whenever the manager edits the schedule.

⏱️ My hours — Monthly summary

• Summary of hours worked for the current month, with month-by-month navigation (◀ ▶).
• Day-by-day detail: clock-in time, clock-out time, duration.
• Monthly total shown at the bottom.

💬 Messages — Writing to the employer

• The agent can send a message to their manager and read replies, in the same conversation thread.
• If push notifications are enabled, the agent receives an alert when a new message arrives.

📝 Report — Creating a report

• 1The agent selects the report type: Incident, Anomaly, Visit, Round, Other.
• 2They write a detailed description of the event.
• 3They can attach a photo (taken at the moment or from the gallery).
• 4They tap "Send". The report is instantly transmitted to the manager with GPS position and timestamp.