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Employee Quick Start

Get started with Olympus Workforce in 5 minutes. This guide covers everything employees need to know.

First Time Setup​

Step 1: Download the App​

PlatformLink
iOSApp Store
AndroidGoogle Play

Step 2: Log In​

  1. Open the Olympus app
  2. Enter your work email
  3. Enter the temporary password from your manager
  4. Create a new password (8+ characters, one number, one symbol)
  5. Enable Face ID/fingerprint for faster login

Step 3: Complete Your Profile​

  1. Tap Profile in the bottom menu
  2. Add your phone number (for shift notifications)
  3. Upload a profile photo (optional)
  4. Verify your notification preferences
Enable Notifications

Turn on push notifications to never miss a schedule change or message from your manager.

Clock In & Out​

Clocking In​

  1. Tap Clock In on the dashboard (big green button)
  2. Allow location access when prompted (first time only)
  3. Wait for GPS verification (2-3 seconds)
  4. You're clocked in!
✓ Clocked in at 9:03 AM
  Location: Main Store - Front Counter
  Shift: 9:00 AM - 5:00 PM

Clocking Out​

  1. Tap Clock Out on the dashboard (turns red when working)
  2. Add optional notes about your shift
  3. Confirm clock out
  4. View your hours for the day

Clock Sources​

You can clock in from multiple places:

SourceDescriptionGPS Required
Mobile AppYour phoneYes
KioskShared tablet at workOptional
POSStaff register terminalNo
WebComputer browserYes

Taking Breaks​

Start a Break​

  1. Tap Start Break on the dashboard
  2. Select break type:
    • Meal Break (30-60 min, unpaid)
    • Rest Break (10-15 min, paid)
  3. Timer starts automatically

End a Break​

  1. Tap End Break when you return
  2. Break is logged to your timecard

Break Types​

TypeTypical LengthPaid?When
Meal30-60 minNoShifts 6+ hours
Rest10-15 minYesEvery 4 hours
Paid Rest10 minYesCompany policy
Don't Forget Your Break

If you forget to clock back in, your manager will see an exception. Set a phone alarm if needed.

Viewing Your Schedule​

Weekly View​

  1. Tap Schedule in the bottom menu
  2. Swipe left/right to change weeks
  3. Tap any shift for details

Shift Details​

Each shift shows:

  • Start and end time
  • Location and department
  • Assigned role
  • Coworkers on the same shift
  • Manager notes

Export to Calendar​

  1. Go to Schedule > More (•••)
  2. Tap Sync to Calendar
  3. Choose Google Calendar or Apple Calendar
  4. Your shifts auto-update when changes are made

Requesting Time Off​

Submit a Request​

  1. Go to Schedule > Request Time Off
  2. Select dates (tap start date, then end date)
  3. Choose request type:
    • Vacation (PTO)
    • Sick (illness)
    • Personal (appointments, errands)
    • Bereavement (family emergency)
    • Jury Duty (court summons)
    • Unpaid (no PTO available)
  4. Add optional notes
  5. Tap Submit Request

Request Statuses​

StatusMeaning
PendingWaiting for manager approval
ApprovedTime off confirmed
DeniedRequest not approved (check notes)
CancelledYou cancelled the request

Check Your Balance​

  1. Go to Profile > Time Off
  2. View available balance by type:
    • Vacation: X hours remaining
    • Sick: X hours remaining
    • Personal: X hours remaining

Swapping Shifts​

Request a Swap​

If you can't work a shift:

  1. Go to Schedule > tap the shift you want to swap
  2. Tap Request Swap
  3. Choose a coworker OR post as open swap
  4. Add a message explaining why
  5. Tap Send Request

Swap Workflow​

You → Request Swap → Coworker Accepts → Manager Approves → Shift Swapped
         ↓
    Post as Open → Anyone Can Claim → Manager Approves → Shift Swapped

Accept Someone Else's Swap​

  1. You'll get a notification when someone offers a swap
  2. Review the shift details
  3. Tap Accept or Decline
  4. If you accept, manager will be notified for approval

Swap Statuses​

StatusMeaning
PendingWaiting for coworker to respond
AcceptedCoworker accepted, waiting for manager
ApprovedManager approved, shift is swapped
RejectedManager denied the swap
CancelledYou cancelled the request

Picking Up Open Shifts​

When managers post shifts that need coverage:

  1. You'll see a notification: "Open shift available"
  2. Tap to view shift details
  3. Tap Pick Up Shift if you want it
  4. Manager will approve/deny
  5. Shift appears on your schedule when approved

Viewing Your Hours​

Daily Summary​

On the dashboard, you see:

  • Hours worked today
  • Break time taken
  • Current status (Clocked In/Out/On Break)

Weekly Summary​

  1. Go to Time Clock > My Hours
  2. View breakdown:
    • Regular hours
    • Overtime hours (if applicable)
    • Total for the week

Pay Period View​

  1. Go to Time Clock > Pay Period
  2. See hours for current pay period
  3. Review pending hours vs. approved hours

Fixing Mistakes​

Missed Clock In/Out​

If you forgot to clock in or out:

  1. Tell your manager immediately
  2. They will add a "missing punch"
  3. You'll see it as "Edited" on your timecard
  4. Approve the correction when prompted

Wrong Clock Time​

If you clocked in/out at the wrong time:

  1. Go to Time Clock > My Hours
  2. Find the entry
  3. Tap Request Edit
  4. Enter the correct time
  5. Add a reason
  6. Manager will review and approve

Team Chat​

Starting a Conversation​

  1. Tap Messages in the bottom menu
  2. Tap the + button
  3. Select a coworker or group
  4. Type your message
  5. Tap Send

Viewing Announcements​

Company-wide announcements appear at the top of Messages with a megaphone icon.

Notification Settings​

  1. Go to Profile > Notifications
  2. Customize what you're notified about:
    • Schedule changes
    • New messages
    • Shift reminders
    • Time off updates

GPS & Location​

Why GPS is Required​

GPS verification ensures you're at the work location when clocking in. This:

  • Prevents accidental early clock-ins
  • Ensures accurate records
  • Protects both you and the company

GPS Troubleshooting​

IssueSolution
"Location not found"Enable location services in phone settings
"Not at work location"Move closer to the building, wait 10 seconds
"GPS unavailable"Go outside or near a window
Clock in deniedContact your manager to add a manual entry

Location Radius​

You must be within 150 meters (500 feet) of your work location to clock in via mobile.

Notifications You'll Receive​

NotificationWhen
Schedule PublishedNew schedule is available
Shift Reminder1 hour before your shift
Shift ChangedManager modified your shift
Swap RequestSomeone wants to swap with you
Swap ApprovedYour swap was approved
Time Off ApprovedYour time off was approved
New MessageSomeone sent you a message
AnnouncementCompany-wide message

Quick Reference Card​

Print this or screenshot for quick access:

┌────────────────────────────────────────────┐
│         WORKFORCE QUICK REFERENCE           │
├────────────────────────────────────────────┤
│                                             │
│  CLOCK IN:   Dashboard > Clock In button   │
│  CLOCK OUT:  Dashboard > Clock Out button  │
│  BREAK:      Dashboard > Start/End Break   │
│                                             │
│  SCHEDULE:   Bottom menu > Schedule        │
│  TIME OFF:   Schedule > Request Time Off   │
│  SWAP:       Tap shift > Request Swap      │
│                                             │
│  HOURS:      Time Clock > My Hours         │
│  MESSAGES:   Bottom menu > Messages        │
│  PROFILE:    Bottom menu > Profile         │
│                                             │
│  NEED HELP:  Profile > Get Help            │
│              or call 1-800-OLYMPUS         │
└────────────────────────────────────────────┘

Common Questions​

"Can I clock in early?"​

You can clock in up to 5 minutes before your scheduled shift. Earlier requires manager approval.

"What if I forget to clock out?"​

Your manager will see an exception and may add the clock out for you. You'll be asked to confirm.

"Can I swap with anyone?"​

You can only swap with coworkers who are qualified for your role. The system automatically filters eligible swap partners.

"How far in advance can I request time off?"​

You can request time off up to 12 months in advance. Your company may have policies about minimum notice.

"Why was my swap denied?"​

Common reasons:

  • Staffing levels would be too low
  • You'd go into overtime
  • The other person isn't qualified
  • Company policy restriction

Need Help?​

  • In-app help: Tap ? for contextual guidance
  • Email: support@olympuscloud.ai
  • Phone: 1-800-OLYMPUS
  • Your manager: Best for schedule/time questions

Welcome to the team! You're all set to start using Workforce.

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