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Time Tracking: How to Set Up and Manage the Time Tracker Bot

The Ommnio Time Tracker Bot lets your employees clock in and out through a simple chat — no separate app, no geolocation, no friction. This article walks administrators through activating the bot, enabling it per user, understanding what employees will see, and generating time reports.

ℹ️ How the Time Tracker Bot works

The Time Tracker is a chat-based bot inside Ommnio. Employees check in and out by tapping a button in a conversation with the Time Registration Bot, and the bot sends push notification reminders so it's almost impossible to forget.

Some things to know before rolling it out:

  • No geolocation. Ommnio does not request location permissions on employees' phones. You're trusting that employees are at the right place at the right time — location is not recorded. This is by design for GDPR compliance and because Ommnio usually runs on personal devices.
  • Works with or without schedules. Check-in and check-out buttons are always available, whether or not the employee has a set working schedule. Schedules can be imported from external systems through the Ommnio API.
  • Reports are generated monthly. Administrators can export a PDF of any employee's time records from the web version.

✅ Before you start

  • The Time Tracker add-on must be active in your Ommnio account. If it isn't, contact your account manager.
  • You need administrator permissions to install apps and edit users.
  • All configuration is done from the web version of Ommnio.

⚙️ Step 1 — Install the Time Tracker app

  1. In the web version, go to Settings (the gear icon).
  2. Open the Apps tab.
  3. Find Time Registration in the list and click Install.

Once installed, the bot is available for your organization. It still needs to be enabled individually for each employee who should use it.

👤 Step 2 — Enable Time Registration for each user

For each employee who will clock in and out:

  1. Go to the Users tab on the main page of Ommnio.
  2. Click on the user you want to enable. (If this is a new user, click Add user instead.)
  3. In the Time registration section, toggle the option on.
  4. Save your changes:
    • For an existing user, click Update user.
    • For a new user, complete the rest of the form and click Create user.

You can repeat this for as many users as needed, or massively update this setting via an Excel Import. Only users who have Time Registration enabled will see the bot in their chat list.

💬 What your employees will see

Once enabled, the employee will find a new chat called Time Registration Bot in their Chats section. From there:

  • They tap Enter to register their start time.
  • They tap Exit at the end of their shift.
  • They receive push notification reminders at the expected times.

📊 Step 3 — Monitor time records and generate reports

Administrators can review employee time records from the Time tracking tab in the web version:

  1. Open the Time tracking tab.
  2. You'll see the list of all users who have Time Registration enabled.
  3. To download a monthly report for a specific user, click the PDF icon next to their name.

The PDF contains a detailed record of all entries and exits for the selected month.

💡 Tips

  • Integrate with your ERP or payroll system. If you need time data in another system, reach out to Ommnio about API integration options.