ZonoSoft

Guides

Zono Workforce for Android

For managers on an Android phone or tablet: install, set up your business, plan rotas, clocking, timesheets and payroll.

Install

  1. On the phone or tablet, sign in at zonosoft.co.uk/workforce/download and download the Android file (.apk) for Zono Workforce.
  2. Open the download. When Android asks, allow your browser to install apps, then go back and tap Install.
  3. Open Zono Workforce from the home screen.

Android 6.0 or later. Updates download by themselves; Android then asks you to tap Install (the first time, allow Zono Workforce to install apps). If you had a version before 0.33.0, uninstall it once first (back up or share your data before you do).

First start

  1. Create the manager login. Choose your name, a username and a password. This login can do everything, including making logins for your team.
  2. Joining an existing business? If the business already uses Zono Workforce on another device, choose Join the business's shared data instead, and enter the join code and passphrase a manager made for you (see Using more than one device below).
  3. After signing in, the app offers fingerprint or face sign-in for next time. It's optional; the check happens inside the phone.
  4. Enter your licence key (or a free demo key, which you can ask us for by email) in Settings, then Licence. Until a key is entered, the app is read-only.

Want to look around first? Settings, then Data & security, then Load sample data fills the app with a sample team.

Set up your business

  1. Settings → Operations: opening hours for each day, the 24- or 12-hour clock, roles (and which can open and close), break rules and the holiday year.
  2. Settings → Payroll: weekly or monthly pay periods, how overtime and holiday hours count, and a reminder for when payroll is due.
  3. Settings → Email: send from the email app on this device, or directly from an email account (use Send a test email to check).
  4. Settings → Display: light or dark, colours, text size and fonts, including a dyslexia-friendly print option.

Add your team

  1. Go to Staff and choose Add staff.
  2. Enter the staff ID / payroll number, name, role, date of birth (used for under-18 rules) and contracted weekly hours.
  3. Set their holiday allowance (or Use statutory minimum), usual working days and any set shifts or availability.
  4. To let them sign in, choose Make a login. To let them use Zono Team on their own phone, choose Make team code (needs shared data; see below).
  5. Drag the ⠿ handle to put the team in your own order; rotas, payroll and printouts follow it. People who leave can be archived.

Plan the rota

  1. Open Rota. Use the arrows or This week to choose the week.
  2. Tap a day for a person to add a shift. Type the start and end times or use the time selector. You can also mark the day OFF, HOL (holiday), SICK, UNPD (unpaid), TRN (training) or BH (bank holiday), make a split shift, and apply it to other days.
  3. Speed things up with Copy last week, Templates or Auto-fill (from each person's availability).
  4. Check the warnings: gaps in cover, missed breaks, under-18 rules and hours over contract.
  5. Print, Save PDF, Excel or Email the A4 rota. Later changes are kept in the rota history.

Book holiday and absence

  1. Open Holidays and choose Book holiday.
  2. Choose the person, Holiday or Unpaid leave, the first and last day off, and untick any days they don't need (½ days are allowed).
  3. The days go on the rota and come off their allowance. The page shows who's off in the next six weeks and everyone's allowance left.

Clocking in and out

  1. Settings → Operations → Clock in and out: turn it on and choose how people clock on the store terminal (payroll number only, or with a clock PIN or password).
  2. Add a site with its address and the distance allowed, so staff can clock in on their own phones only when they're at work. Mark anyone who works on the move in Staff.
  3. Store terminal: on a shop PC or tablet, turn on Use as the store terminal (Settings → Operations). Signed out, it shows a keypad: payroll number, then PIN if you use one. It doesn't use location.
  4. Tell your team before you turn on location checks; see using Zono Workforce with your staff.

Check timesheets

  1. Open Timesheets to see clocked times against the rota: late starts, early finishes, missed breaks and clocking from outside the site.
  2. Use Edit times to correct a time (a reason is kept), then Approve, or Approve all without problems.
  3. Approving puts the hours worked on the rota (shown in the rota history). Undo approval puts it back.

Send payroll hours

  1. Open Payroll and choose the period (This period).
  2. Check each person's core hours, overtime, holiday, sickness and unpaid leave; tap a person to see or correct their hours.
  3. Lock the period when it's right; later changes are recorded.
  4. Email finance sends a PDF and spreadsheet to your payroll team, or use Export to Excel.

Using more than one device

  1. On the first device: Settings → Data & security → Share data with other devices… and choose OneDrive, Google Drive or a network folder. The data is encrypted before it's copied there.
  2. Choose Make a join code and a passphrase. Give the other manager the code, and tell them the passphrase separately.
  3. On the new device, install Zono Workforce and choose Join the business's shared data, then enter the code and passphrase.
  4. Changes then sync between devices by themselves (or use Sync now). Devices shows what's connected; Stop sharing on this device disconnects one.

Sign-in, security and backups

  • Each person has their own login. Managers can turn on two-step sign-in with an authenticator app (Settings → Data & security), and get recovery codes.
  • Fingerprint or face sign-in can be turned off from the main menu.
  • Back up regularly: Settings → Data & security → Export backup. Backups are encrypted with a password you choose; keep it safe, as we can't recover it. Restore backup works on any device.
  • Sign-in and change log shows who signed in and what changed.

Licence and updates

  • Buy a licence at zonosoft.co.uk/portal (Licences tab) by card or PayPal, or in the app under Settings → Licence. Once paid, the app picks it up by itself; the key is also shown in your account.
  • Without a key, when a demo ends, or if a licence lapses, everything can still be viewed, printed and exported, but not changed.
  • Demo keys need the internet each time the app opens; their dates go by ZonoSoft's clock (UK time).
  • Updates: Settings → About shows the version, Check for updates, and whether updates install automatically.

If something goes wrong

  • Forgot your password: use Forgot password? on the sign-in screen, or ask another manager to reset it in Staff.
  • Fingerprint doesn't appear: sign in with your password; the app offers it again.
  • Can't clock in on a phone: check location is on and allowed for the app, and that the person is within the site's distance.
  • Other devices aren't updating: Settings → Data & security → Sync now, and check the device is online and signed in to the same cloud storage.

Still stuck?

Email ZonoSoft@outlook.com with the app name, its version (Settings, then About) and what happened. Please don't send data files or staff details.