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1. What is a mobile app for Kronos?

Kronos provides an application for both smart phones and tablets to access the Kronos application for use by employees to clock in and out, request time off and manage their accruals.   Mobile apps also require a mobile license assigned to the City and each individual user before the mobile app can be activated.

2. What mobile devices can have mobile apps?

Kronos has apps for smart phones and tablets with Android and iOS.

3. If I have a mobile app, can I still use my PC or a timeclock to clock in or out?

Yes, you may clock in or out from any city-owned timeclock or any PC connected to the internet.  You can clock in using our mobile device in the morning and clock out with a timeclock in the afternoon and both devices will register your punch.

4. How do I request a mobile app?

Mobile apps are intended for non-exempt staff who work out in the field for a large portion of their workday. The mobile app allows employees to punch in and out from locations where a city timeclock or a PC is not available. Mobile apps are not intended for exempt staff or for non-exempt staff who work in one primary city location for most of the day. Your supervisor must request a mobile app and identify and describe how the mobile app is needed for your position. To request the mobile app, your supervisor should e-mail the helpdesk at IThelp@hampton.gov. The request will be reviewed by the Kronos team and provided to qualifying staff members. Please be aware that you must already have a mobile device to use the mobile app.

5. How long does it take to activate the mobile app?

Employees can download the mobile app at any time. However, the Kronos team will need to assign a license to the user before the mobile app can be activated. This will take 2-5 work days assuming the city already has a license for the user. If the IT department needs to order additional mobile licenses from Kronos, then the request could take up to 20 work days to complete the procurement process and activate licenses. Departments should take these time frames into account when hiring or reassigning staff.

6. Am I eligible for a mobile app if I telework from home?

Exempt employees are not eligible for a mobile license. Non-exempt employees who telework should have access to a PC at their home, and this device can be used to punch in and punch out.  A city device and access to the city network is not required to use the Kronos application from a PC or Mac. The link from Employee Connection provides a way for users to log on to the Kronos application.

7. Am I eligible for a mobile license if I am traveling for business or in training temporarily without access to a PC or timeclock?

No, mobile licenses are intended for non-exempt employees who work in the field permanently. You and your supervisor should communicate daily on the hours you worked if you are assigned to training or work temporarily away from your primary work area. Your supervisor can punch in and out on your behalf while you are away. Employees should check and approve these hours each week to ensure accuracy.

8. I am a manager/supervisor, can I have a mobile app?

Kronos mobile manager licenses are not being provided at this time. The city only purchases employee mobile licenses for non-exempt employees. Managers generally have access to PCs and timeclocks in their assigned work areas.

9. Can I use my personal smartphone for Kronos?

Yes, you may use your personal smartphone to clock in and out with Kronos. You will need to request a license for the mobile app on your personal or city phone.

10. How do I use the mobile app?

Instructions are on Employee Connection here.

11. Does Kronos track where I am located?

Kronos requires that GPS be turned on. Kronos tracks your location at the time that you clock in and clock out only. Your location is not tracked between punches. This applies to both city and personal mobile devices. Supervisors and managers may request reports on the location of employees when they punch in and out.

12. Will the city have access to data on my phone if I use Kronos on my personal phone?

No, the Kronos mobile app does not store data on the mobile device. City IT staff do not have access to your personal phone data if you have installed the Kronos app. If the only city app on your phone is Kronos, the city has no access to data on your personal phone. Keep in mind, if you have installed Exchange 365 on your mobile device and use it to receive city e-mail on your personal mobile device, the city IT staff can disable your account and wipe data from your phone remotely.

13. Can someone send a FOIA request to the city seeking Kronos data on my smartphone and access my phone?

No, your Kronos data is stored in the Kronos system controlled by the city. Kronos data is not stored on your mobile device. However, Kronos data may be considered public information. If a FOIA request were made for your timekeeping data and it were deemed public, the city would retrieve this data from the city system. Your personal phone would not be part of the data collection process for Kronos data requests.

14. Is there a cost for the mobile app for Kronos?

Kronos charges the IT Department for each mobile license. The mobile app is free, but the app will not work without a mobile license. Mobile licenses incur a one-time charge and an annual maintenance charge for each license. The IT Department pays for mobile licenses for city departments. Mobile licenses are only provided to non-exempt employees where most of an employee’s work day is spent in the field or there is some other work-related compelling justification for use of the mobile app. Departments are responsible for paying for the mobile device and monthly carrier service charges. In some cases where a non-city organization is using a mobile app, there may be a license or usage charge.