Question 1

Your employer has invited you to Cloketa: what is it?

Accepted Answer

Your employer uses Cloketa to record working time. They have invited you so that you can clock in and out or view your hours worked. Cloketa is a service of Be The Wave SRL, a Belgian company. Your employer decides how the tool is used in your company: schedules, breaks, workplaces, any geolocation and access rights. For any question about these choices, contact your employer.

Question 2

Does Cloketa cost me anything?

Accepted Answer

No. Cloketa is paid for by your employer. Using it costs you nothing and does not change your employment contract. You do not need to buy anything or install anything from an app store. Only your device's internet connection is used. If your employer asks you to clock in and out with your personal phone and this is a problem, talk to them about it: they can provide another solution, such as a shared device at the company.

Question 3

How do I set up my access and log in for the first time?

Accepted Answer

Open the email « Invitation to join [your company] on Cloketa », click « Accept the invitation » and choose your password. You then go straight to your employer's space. Open the invitation email from Cloketa and click Accept the invitation . On the « Accept invitation » page, choose a personal password, then click Join the company . Read and accept the terms of use (see the next question). Install Cloketa on your home screen so you can find it easily. The invitation link is valid for one month . If it no longer works, or if you have not received the email (remember to check your spam folder), ask your employer to send you a new invitation.

Question 4

Why do I have to accept terms of use?

Accepted Answer

They explain how to use Cloketa properly and securely. They cost you nothing and do not change your employment contract. In particular, these terms ask you: to keep your login details to yourself; to clock in and out in good faith; never to enter medical data in a comment. They also give you a link to information about the protection of your data. You only accept them once. If they change, a new version is shown to you.

Question 5

Do I need to install an app?

Accepted Answer

No, not from an app store. Cloketa opens in your browser and you can add it to the home screen of your phone or computer. Android (Chrome) : open Cloketa, tap the ⋮ menu, then Add to Home screen or Install app . iPhone or iPad (Safari) : open Cloketa in Safari, tap the share icon, then Add to Home Screen . Computer (Chrome or Edge) : click the install icon on the right of the address bar, or the menu, then Install Cloketa . Once installed, Cloketa opens like an app. You still need an internet connection to clock in and out.

Question 6

How do I enable two-factor authentication?

Accepted Answer

From your avatar, open « Account security » and enable two-factor authentication with an app such as Google Authenticator or Microsoft Authenticator, or create a passkey. Two-factor authentication protects your account even if your password is discovered. Click your avatar at the top right, then Account security . On the « TOTP / MFA » card, click Configure . Open your authenticator app, scan the QR code, confirm the 6-digit code, then click Enable . Keep your recovery codes. Your employer can make this protection mandatory.

Question 7

How do I clock my working day?

Accepted Answer

Tap Start when you begin work, Take a break when you stop, Resume when you come back and Finish at the end of the day. Your status is shown: « Working », « On a break » or « Workday finished ». The counter deducts breaks. Each action is recorded at the moment you perform it, using the server time. An internet connection is therefore required. A break that you clock is not counted as working time. If your employer has set up several workplaces, choose yours in « Where are you working? » when you clock in or out. The workplace is recorded with each clocking (see « I change workplace during the day » ). If your day has several shifts (for example a lunchtime shift and an evening shift), finish the first one, then start again for the next. If you work past midnight, the hours after midnight are counted on the following day. The total remains accurate. Do not forget Finish . If you forget a clocking, Cloketa may send you a reminder (see « I received a missed clocking reminder: what should I do? » ). A day left open is never closed on your behalf: it is marked incomplete until you correct it.

Question 8

I have no button to clock in: is that normal?

Accepted Answer

Yes, if your employer has chosen the automatic schedule for you. Your schedule is what counts: you have nothing to clock, and you only report differences. In this mode, you have nothing to do on normal days. If you started earlier, finished later or took a different break, report the difference from your dashboard with Report a difference (or confirm with Everything is correct ): a manager approves this schedule exception. For leave, use My leave if your employer has enabled leave management; otherwise, report an absence the same way, with a short reason and never any medical data. To find out which mode applies to you or to change it, contact your employer.

Question 9

How do I clock in and out at the company's clocking station?

Accepted Answer

On the « Identify yourself » screen, scan your personal QR code (« Scan my QR with the camera » button) or enter your employee number, then type your 6-digit PIN code. Then choose Start , Take a break , Resume or Finish . The clocking location is set by the station. You are logged out automatically after 60 seconds. Your QR code and PIN are given to you by your employer, who manages them. They are strictly personal : never clock in or out for a colleague and never let anyone clock in or out for you, as this distorts the working time record. If you have not received them, ask your employer for them.

Question 10

I change workplace during the day: what should I do?

Accepted Answer

The workplace is recorded at each clocking. If you change workplace, choose the new one in « Where are you working? »: it will be recorded at your next clocking, for example when you resume after your break. There is no « change workplace » action. Do not clock a break or an end of day just to travel between two workplaces: a break is not counted as working time. Ask your employer how they want your travel to be recorded.

Question 11

I have no email address or account: how does it work?

Accepted Answer

Your employer can register you without an email address. You then clock in and out only at the company's clocking station, with your personal QR code (or your employee number) and your PIN code, without ever logging in. As you do not log in, you do not see the terms of use on screen. Your employer must give them to you as a PDF: ask for them if you have not received them. Without an account, you also cannot validate your monthly statement in Cloketa: your employer can give it to you as a PDF. To view your hours or request a correction, contact your employer.

Question 12

Can I clock in or out without an internet connection?

Accepted Answer

No. Each clocking is validated immediately by the server, so a connection is required. Without a connection, note the time and correct the day as soon as possible (Reports → Correct the day ), or follow the procedure set by your employer.

Question 13

I forgot to clock in or out, or made a mistake: what should I do?

Accepted Answer

Request a correction for the day concerned, with the exact time and a short reason. A person in charge at your company (a manager, an administrator or the owner) accepts or rejects it. You are notified of the decision. Open the Reports tile, « Clocked days » section. On the day concerned, choose Correct the day . Enter the correct times and the reason, for example « forgot to clock out at the end of the day », then click Send for approval . You can follow your requests in the Corrections tile (« My corrections and exceptions »). If you received a missed clocking reminder, the procedure is the same. If your request is rejected, the manager must give a reason. The original time, your reason and the decision remain visible in the history: nothing is deleted. If you disagree with the decision, talk to your employer directly. Cloketa cannot intervene.

Question 14

My employer corrected one of my days: can I dispute it?

Accepted Answer

Yes, if your employer has enabled this option. You can dispute a correction made by a manager until the month closing. Your dispute is reviewed by another manager in the company. The correction, your dispute and the decision remain visible in the history. If the option does not appear, or if the month has already been closed, contact your employer directly.

Question 15

What can I write as the reason for a correction?

Accepted Answer

A short, factual reason. Never enter medical information, a diagnosis or any other sensitive data. For example, write « justified absence », « personal appointment » or « transport delay » rather than the medical reason. Cloketa does not manage sick leave: medical certificates are handled with your employer through the usual procedures, outside Cloketa.

Question 16

The hours shown do not match what I worked: who should I contact?

Accepted Answer

First propose a correction for the day concerned. For any other question about your schedules, your breaks or how your hours are calculated, contact your employer. Your employer configures the schedules, breaks and rules for their company. A break that you clock is not counted as working time; some fixed schedules include paid breaks. Cloketa support is reserved for your employer: it cannot answer requests from workers.

Question 17

How do I view and download my hours?

Accepted Answer

Open the Reports tile: you can see your hours worked, your breaks and your time balance, and you can download them as CSV or with the PDF record button. You only see your own data, never your colleagues'. For a question about how your hours are calculated or about your pay, contact your employer.

Question 18

How do I validate my monthly statement?

Accepted Answer

From the 1st of the following month, the banner « Your statement for [month] awaits your validation » appears on your home screen. Click Review and validate , check your days, then choose Validate the statement or Validate with reservation . You do not receive an email or a notification: only the banner reminds you, for the previous month. Before validating, request the necessary corrections for any incorrect days. A reservation lets you express disagreement in a few words (the comment is mandatory). It is sent to the managers in your company. If they correct a day, your statement changes to « To be validated again » and you are asked to validate it again. Validation requires a personal account: if you only clock in and out at a clocking station, ask your employer for your statement. As with corrections, never write medical information in a reservation. For any question about your statement, contact your employer.

Question 19

I received a missed clocking reminder: what should I do?

Accepted Answer

Check your clocking. If you really did forget, clock now if your working day is still in progress, then request a correction with the exact time. If everything is correct, you have nothing to do. Cloketa sends a reminder when a missed clocking seems likely: arrival not clocked, no break after 6 hours, a break that goes on, departure not clocked or a clocking left open. The reminder arrives by push notification if you have enabled it, otherwise by email. No clocking is changed automatically. Your working day is in progress : clock the missed action (for example Resume or Finish ). The recorded time is wrong : correct the day with the exact time and a short reason (see « I forgot to clock in or out, or made a mistake: what should I do? » ). A day left open is marked incomplete and your manager sees it among the clockings to be corrected, until it is corrected.

Question 20

How do I request leave?

Accepted Answer

If your employer has enabled leave management, open My leave , choose New request , the type and the period, then Send request . A manager grants or refuses it, and you are notified. You can request full days or half-days. Cloketa checks your balance and any overlap with your other requests. Your balances are entered by your employer: if in doubt, contact them. A refusal always comes with a reason. Granted leave removes the planned hours for the day: you have nothing to clock that day. Sick leave is not managed in Cloketa. Never enter medical information in the comment. If you do not see My leave , your employer does not use this module: ask them how to report an absence.

Question 21

Does Cloketa track my movements?

Accepted Answer

No. Geolocation is disabled by default. If your employer enables it, your location is recorded only at the moment you clock in or out, never continuously. Your employer can define workplaces and, if they so decide, request your location when you clock in or out. In that case, they must inform you beforehand. Your browser always asks for your permission. If your employer has made location mandatory, a clocking without a location is rejected: if you refuse permission, or if you have neither network nor GPS, you will not be able to clock in or out. In that case, request a correction for your day and talk to your employer about it.

Question 22

Who can see my data?

Accepted Answer

The people in your company who are entitled to: the owner, administrators, HR and your team's managers. Your colleagues do not see your data. Be The Wave hosts the data on behalf of your employer. Your employer is the controller of your work data. Be The Wave staff only access it when necessary, for example to handle a request from your employer or for security, and such access is logged. If support needs to act temporarily with your account, you are notified. The data is hosted in the European Union. If you work for several companies, each one only sees its own data.

Question 23

How do I exercise my rights over my data (GDPR)?

Accepted Answer

For your work data, contact your employer first. For your account data (login, security), write to privacy&#64;cloketa.eu. You have the right of access, rectification, erasure, restriction, objection and portability. Your employer decides how your work data is managed: for example, they can export your hours worked or correct an item of data. If Be The Wave receives a request concerning your work data, it forwards it to your employer. You can also lodge a complaint with the Data Protection Authority.

Question 24

Cloketa is not working: what should I do?

Accepted Answer

Check your internet connection and try again. If the service remains unavailable, follow your employer's fallback procedure and correct your clockings afterwards. Your employer will normally have planned a fallback solution, such as a paper record. Once the service is back, correct the days concerned (Reports → Correct the day ). If the problem only affects you (password, blocked access), contact your employer.

Question 25

I have lost my phone, my PIN code or my QR code

Accepted Answer

Tell your employer straight away. They can deactivate the old code and give you a new one. If you suspect that someone else is using your account, change your password from another device and report it to your employer immediately. If you have lost the device that generates your two-factor authentication codes, ask your employer to reset your two-factor authentication: they can do this from Cloketa.

Question 26

I have forgotten my password

Accepted Answer

On the login page, click Forgot your password? , then Send the link , and follow the link you receive by email. It is valid for 1 hour. If you do not receive the email, check your spam folder and the address used by your employer. If the problem persists, contact your employer.

Question 27

I work for several employers who use Cloketa

Accepted Answer

One account is enough. You switch from one company to another with the Switch link, next to the company name at the top of the screen, and each one only sees its own data. Your roles, employee numbers and clockings remain separate for each employer. Each access is managed by the company concerned. Choose the right company before clocking in: on the « Choose a company » page, click Open .

Question 28

What happens at the end of my contract?

Accepted Answer

Your employer ends your employment in Cloketa from your last day. You can no longer log in to that space, clock in or out at its clocking stations, or receive notifications from it. Your work data is kept by your employer, in line with their legal obligations. To obtain a copy of your hours worked, contact them before or after you leave, according to their procedures. If you use Cloketa for other employers, that access does not change.

Question 29

How do I change the interface language?

Accepted Answer

In My profile or with the language selector, choose French, Dutch, English or German. The chosen language applies to the interface, and to the emails and notifications you receive. The invitation email, however, is written in your company's language.

Question 30

How do I turn notifications on or off?

Accepted Answer

Turn push notifications on or off on each device, from your avatar → Account security . Emails, however, cannot be turned off. You are notified by email and, if you have enabled them, by push notification of decisions on your corrections and schedule exceptions. You may also receive a missed clocking reminder, by push notification if enabled, otherwise by email. The monthly statement does not trigger any notification: a banner appears on your home screen. On iPhone, push notifications only work once Cloketa has been added to the home screen.

Question 31

Who should I ask my other questions?

Accepted Answer

Your employer. They configure Cloketa for your company, and they are the one who can answer your questions about your schedules, your corrections and your work data.

Read the full answer → : Who should I ask my other questions?

Getting started with Cloketa

Get started in 3 steps

Accept the invitation

Add Cloketa to your home screen

Clock in or check your days

First steps