Using the Team App
The Brikly Team App is where your staff see their shifts, clock in and out, pick up open shifts, ask for time off and read announcements. This page describes what they see in the situations that most often lead to a question, so you know what is on their screen.
Staff sign in with their mobile number (see Adding Employees). What they can do depends on their access level.
Home and Clocking In
The home screen always shows the Clock In button, so nobody is stuck if something will not load. If today's shift cannot be loaded (a poor connection, say), Home says "Couldn't load today's shift. You can still clock in below." with Retry.
Today always means today's date in the UK. The app refreshes the list when it is brought back to the front and just after midnight, so yesterday's shift never shows as today's.
When someone clocks in or out:
- If Brikly accepts the punch, it is recorded straight away.
- If Brikly refuses it, the app says Clock in not recorded (or Clock out not recorded, Break not recorded) with the reason, such as "You're already clocked in." The punch is not kept, so they can check and try again.
- If there is no connection, the app says "Saved on this device, waiting to sync." and sends it later with the time they tapped.
After clocking out, the summary shows the day as well as the time when the clock-out was on a different day from the clock-in, for example a night shift that finished the next morning.
See Clock-In Locations & Verification for location checks and how saved records work.
Shifts Covered by Leave
When approved time off or a logged absence covers one of someone's shifts, the app says so instead of expecting them in:
| Leave | Label |
|---|---|
| Approved holiday | On holiday |
| Other approved time off | On leave |
| A logged absence | Absence logged |
The shift card reads "Your 09:00 to 17:00 shift is covered.", and the shift's own page says "You're not expected to work this shift." A covered shift:
- Is left out of their hours for the week.
- Is never suggested when they clock in.
- Does not send them the "Your shift starts at..." reminder.
Colleagues who are on leave, or who have left, no longer appear under Working With on a shift.
If someone on holiday picks up an open shift on that day, it shows as a normal shift they are working. Picking it up gives that day back: it comes off their time off and its hours go back to their holiday allowance.
Changed or Removed Shifts
If a manager deletes a shift or gives it to someone else while the person has it open, the app says "This shift is no longer on your rota. It may have been changed, removed or given to someone else." with Back to shifts.
When something does not load, the app says so in plain words and offers Retry, on the shift list, a shift, Time Off, Open Shifts and Settings. Sign Out in Settings always works, even when the rest of the page could not load.
Asking for a Clock Correction
Staff who forget to clock out, or punch the wrong time, can ask for a correction in the app. The times they pick land on the right day: a forgotten clock-out fixed the next morning is taken as the next morning, and the date is shown whenever a time is not on the shift's own day.
The app blocks impossible times before they are sent, using the same rules and wording as the Attendance page (for example "Check the clock-in and clock-out dates and times." for an entry longer than 16 hours). If Brikly refuses the request, the app says "Couldn't send your request" with the reason. Requests reach you on the Pending tab in Attendance: see Edit Requests from Staff.
Open Shifts
Staff see the open shifts they are eligible for, each with what they would earn before tax: the hours at their own pay rate (or the role's rate). The home screen sums them up, for example "3 shifts across 2 days", with the range they could earn.
Before they claim, the app warns them if the shift overlaps one of their own shifts or falls on a day they have time off, and asks them to confirm. On a holiday day the warning says what claiming does, for example "You have approved holiday on this date. Claiming this shift gives that day back to your holiday allowance (7.5 hours)." When the shift needs approval it says "If your manager gives you this shift, that day goes back to your holiday allowance." Holiday they have asked for but not had approved yet is mentioned too, because that day comes off the request. If the holiday covered one of their own shifts that day, the warning says that shift will then count as worked, for example "Your 07:00 to 11:00 shift that day will then count as worked, not holiday. Check with your manager if you are not working it."
- A successful claim closes the shift's details and shows "Shift claimed. It's yours." for a first-claim shift, or "Request sent. You'll be notified when the manager decides." when it needs approval. A claim on a holiday day adds "That day is back in your holiday allowance (7.5 hours)." Their time off and allowance update straight away.
- If the claim does not go through, they see "Couldn't claim this shift" with the reason, for example that someone else got there first. Withdrawing a request that fails says "Couldn't withdraw your request", with the reason.
- Once the claim cutoff has passed or the shift has started, the shift says Claiming has closed.
Staff with an absence logged on a day do not see that day's open shifts. See Open Shifts for how you post them.
Time Off
Staff request time off by choosing dates, and you approve it in StaffBrik (see Managing Time Off). If a request is refused when they send it, for example because it clashes with time off they have already booked, the app says "Couldn't send your request" with the reason.
Their holiday balance only counts the holiday year shown. Zero-hours and casual staff have no allowance to count down, because their holiday pay is part of their hourly rate. They see "Your holiday pay is included in your hourly rate, so there's no allowance to count down." instead of a balance (see Holiday Entitlements).
When Someone Leaves
Archiving an employee takes away their Team App access for your business until you restore them. If they also work for another business that uses Brikly, their access there is not affected. See Archiving an Employee.