Knowledge & help
Help & knowledge for VidiClock
From the first steps to reporting: here you will find short, clear answers for every part of VidiClock. Still have questions? We are happy to help personally.
Getting started
It is easiest to work in order: under "Settings", first create your departments (e.g. kitchen, service), then your contract types and shifts. Next, add your team under "Employees". After that you can plan and publish the first week in the "Schedule". Add public holidays once under "Settings → Special days".
You can reach this knowledge page any time via the menu "Help → Knowledge page". Many pages also show a "?" icon next to the heading that jumps straight to the matching explanation. To replay the short introduction, use "Help → Start tour".
Time tracking
At the terminal (time clock), employees enter their 4-digit clock-in code and choose "Clock in" or "Clock out". Alternatively they can clock in from the employee app. You set each clock-in code under "Employees" – leave it empty and VidiClock generates one automatically.
Under "Time tracking → Attendance". Each employee shows the status "Present", "On break" or "Absent", along with the time they have been there since. Use the search box to find a specific person quickly.
The home page shows the tile "Open clock-ins (forgot to clock out)". Correct the time under "Time tracking → Report → Details" on the relevant day. Alternatively the employee submits a correction request, which you approve under "Schedule → Corrections".
Scheduling
Open "Schedule", pick the week at the top with "« Previous" / "Next »", and click "+ Employee" in the row of the shift you want. Use "Remove" to take an assignment out again. If there are no shifts yet, create them first under "Settings → Shifts".
"Copy last week" brings the previous week's assignments into the current one. "Auto-fill" populates the week with the usual assignments. In both cases, entries that already exist are kept. "Clear week", by contrast, deletes all assignments of the week – including ones that were already published.
While you are planning, the plan is a draft and carries the note "Changes not published". Only "Publish" makes the week visible to employees, and the people affected receive a push notification. Absences and special days are marked on the plan automatically.
Employees
Under "Employees → New employee". Enter the person and their access (login name, email) and assign a role, contract type and departments. You can leave the clock-in code empty – it will then be generated automatically. Under "individual overrides" you can set different working hours or wages where needed; empty means "as per contract".
Open the employee and click "Send new password" – they receive a new random password by email (an email address must be on file). If someone is locked out of two-factor sign-in, use "Reset 2FA": the email code is turned off and all passkeys are revoked.
Absences & leave
Under "Schedule → Absences → Record absence", choose the employee, type and period. The days are calculated automatically (0.5 for a half day). Employee requests appear under "Open requests", where you decide with "Approve" or "Reject".
If the employee is already scheduled during the chosen period, VidiClock warns you before you save. It is only a hint – the plan is not changed automatically, so adjust it in the "Schedule" if needed. You manage the absence types (e.g. leave, sickness, vocational school) under "Settings → Absence types", each marked as paid or unpaid.
Hour accounts
The balance is the difference between the target working time (from the contract or individual settings) and the actual hours worked. In the "Report" you see the carry-over, target, actual and balance per employee. You set a starting value for the account on the employee under "Hour account". Paid absences count as working time; unpaid ones reduce the target.
With "Lock" you seal the period up to a chosen date – settled times can no longer be changed by accident, and corrections for that period are blocked. Use "Unlock" to reverse it again.
Terminals & devices
Under "Settings → Terminals → New terminal", create a terminal with a name and password. Then install the VidiClock terminal app on a tablet or phone, enter your company code, and sign the device in with one of your terminals. At the device, employees then clock in with their clock-in code.
The auto-login link opens the time clock directly, without anyone signing in on the device – handy for a permanently installed tablet. For protection you can additionally secure the link with the terminal password, which is entered once. Lost a device? "Regenerate token" invalidates old links. You can view and remove signed-in devices under "Time tracking → Devices".
Reports & export
Open "Time tracking → Report". Choose the period – quickly via "Today", "This week" or "This month", or freely via "From"/"To" – and filter by department or employee. "Show" displays target, actual and balance per person. "Details" opens an employee's individual clock-ins, where you can correct them or add a missing entry.
In the "Report" you export via "PDF", "CSV" or "Detail export" (times per day). For payroll there is also the "DATEV export": it provides a month's actual hours as an import file for your tax advisor (DATEV LODAS or Lohn und Gehalt). VidiClock flags unusual clock-ins as a heads-up – for example over 14 hours or spanning midnight. Who changed which stamp time, and when, is recorded in full in the "Change log" under "Time tracking → Log".
Settings
This is where the master data of your business lives: "General" (company name, time zone, language and more), "Shifts", "Absence types", "Departments", "Contract types", "Special days" and "Roles". You set these foundations up once and adjust them later as needed.
Under "Settings → Roles" you create roles and tick the back-office permissions per area. "Manage" includes "View". Without a single tick, the role stays a pure label with no back-office access. The "level" (0–100) sets the ranking: accounts with an equal or higher role, and administrators, cannot be edited.
Special days & holidays
Under "Settings → Special days → Insert holidays", choose the German state and year to add all statutory holidays at once; days that already exist are skipped. Add single days or periods such as school breaks via "Add special day" – for a period, also fill in the "to" field.
Use "Copy year" to move all special days to the following year on the same dates. That works for fixed holidays; movable ones such as Easter are better re-created via "Insert holidays", since they fall on a different date each year.
Billing & subscription
Your subscription, plan booking, billing details and payment method are not in the back office but in the operator portal at app.vidiclock.com. Sign in there as the owner, choose or switch your plan, and enter your billing details. You also receive your invoices by email.
All features are included in every plan – you only choose your team size. Billing is cancellable monthly, with no setup fee. You handle booking and payment in the operator portal at app.vidiclock.com. For questions about an invoice, contact the operator via "Support".
Security & privacy
Under "Security" you enable two-factor sign-in by email code: at login you then also enter a 6-digit code. Passkeys are even more convenient – sign in with fingerprint, face or device PIN, entirely without a password. For administrators, two-factor sign-in is mandatory.
Who may view and edit which areas is controlled by roles and permissions (see "Settings"). Every change to a stamp time is recorded transparently – who, when and what – in the "Change log" under "Time tracking → Log". Each employee record additionally has its own change log for the master data.
Prefer to talk first? Tell us briefly about your business – we get back to you within 24 hours. Or sign up directly and start testing right away.