Care and support
Your teams take care of others. Tracking their hours should not take up their time.
Reception at 07:30, consultations until 19:00, Saturday duty, a night shift in a small residential facility: Cloketa records your team's staggered hours, simply, with no HR department.
What makes tracking hard in a small care organisation
Rotating schedules
Mornings, evenings, weekends, nights: rotas change every week and shift swaps between colleagues are not always written down.
Nobody has the time
The coordinator is also a nurse, an assistant or a psychologist. Tracking hours comes after the patients.
Sensitive data close at hand
A patient file, a certificate, an absence: you need a time tool that does not mix everything up.
A Tuesday at Claire's community health centre
Illustrative example.
- 07:30
Sarah, a medical secretary, is on a fixed schedule: her day follows her schedule, and she has nothing to clock.
- 07:45
Marc, a nurse, clocks in on the reception computer, which is used as a clocking station. The computer has no webcam: he enters his employee number, types his 6-digit PIN code and taps “Start”. The place “Community health centre” is set by the station.
- 12:15
Marc taps “Take a break”: 30 minutes of break, deducted from his working time.
- 12:45
On his work phone, Marc chooses “Home visits” under “Where are you working?” and taps “Resume”. He sets off on his round: his day stays open during the journeys between patients.
- 16:30
Sarah has to leave 1 hour early. She taps “Report a difference” on her dashboard and enters the reason “authorised absence”: this is a schedule exception. No medical reason is given.
- 19:10
Marc taps “Finish”. The net total is calculated, with breaks deducted.
- 19:15
Claire opens the Corrections screen: just one schedule exception to handle, Sarah's. She accepts it.
Automatic schedule for fixed positions
Reception, the secretariat or management often work fixed hours. Their day follows their schedule, with no clocking at all: they only report deviations, which the manager approves. Those whose days vary clock in and out for real.
Nights, weekends and split shifts
Several time slots in the same day, unpaid breaks when clocking, paid or unpaid breaks in fixed schedules. A night planned in a fixed schedule remains a single time slot, with its end marked “next day”. A clocked night is recorded as it is: hours after midnight are counted on the day they are worked, and the total stays accurate.
Cloketa does not apply rules specific to the care sector, such as different pay for on-call duty or standby: these rules remain a matter for your social secretariat.
Rights and data kept well apart
Each person only sees what their role allows: the worker only sees their own hours, the manager supervises their department's clockings without access to the payroll export or the inspection file, and the administration handles the rest. In an organisation with several departments, each department can have one or more managers, and an HR role manages staff. Teams and their managers are included in the Enterprise offer and available as an option in the other plans, at €0.50 excl. VAT per active worker per month. At the end of the month, everyone can validate their monthly statement (“Validate the statement” or “Validate with reservation”).
Access can be protected by two-factor authentication or a passkey. The data is hosted in the European Economic Area. Cloketa is not designed to hold health data: reasons stay neutral.
Staggered hours, health data and the 2027 obligation
Working time recording: the general obligation announced for 2027 would also cover small care organisations. Night work, weekend work and on-call duty are often governed by the rules of your joint committee: your social secretariat remains your reference. The text has not yet been adopted.
Health data: a reason for an absence or a correction must never contain medical information, whether about your workers or your patients. Write “justified absence” rather than the reason. This is a rule of the Cloketa General Terms and Conditions (art. 8.1) and, for workers, of point 4 of the terms of use.
Cloketa is neither medical software nor a care planning tool. It records working time. Patient files stay in your dedicated tools.
A health centre with 9 people? €199 excl. VAT per year.
From 4 to 10 active workers, it is the Small plan: €199 excl. VAT per year or €19.90 excl. VAT per month. Self-employed practitioners who do not clock in with Cloketa do not count.
Frequently asked questions in the sector
Can we enter the medical reason for an absence?
No. No health data may appear in Cloketa, whether in a reason, a comment or an attachment. Use neutral wording such as “justified absence”. The optional Leave module does not offer any sickness type either.
Is a night shift split at midnight?
It depends on the mode. In a fixed night schedule, the end is marked “next day” and the night remains a single time slot. With real clocking, the work is recorded as it is, but hours after midnight are counted on the day they are worked. In both cases, the total stays accurate.
Do self-employed doctors have to clock in?
Cloketa records the working time of your employed workers. Self-employed people do not need to appear in it, unless you want them to for your organisation.
Can we use the reception computer for clocking?
Yes. It can serve as a clocking station, linked to a single place: everyone identifies on it by scanning their personal QR code or entering their employee number, then typing their 6-digit PIN code, without sharing an account. To scan the QR code, the device needs a camera; without a camera, the employee number is enough.
Where is the data hosted?
In the European Economic Area, with OVHcloud. Backups are encrypted.
Can one colleague clock in for another in an emergency?
No. Access is personal. If someone forgets, the person concerned corrects their own day (“Correct the day”, with a reason), and the manager approves.
Free trial
Try Cloketa over two weeks of real rotas
Put your fixed positions on an automatic schedule, let the others clock in, and see how many requests are really left to handle.
Important information Cloketa is a working time recording tool. It does not provide legal or HR advice and does not replace any official declaration or application. Each employer remains responsible for their own obligations: if in doubt, consult your social secretariat or an adviser.