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Distributed Field Teams — Certified Attendance Without Turnstiles ​

Many organizations with distributed teams — cooperatives, service companies, facility management, construction firms — still manage attendance with paper sign-in sheets. At month end, the back office reconstructs the data from those sheets (when they can find them), transcribes it into a spreadsheet, and sends it to the payroll accountant. Some sheets are illegible, some are lost, some have inconsistent signatures.

With RevasOS, this process is replaced by a digital system based on NFC tags (cost: approximately €0.50 each) and the operator's personal smartphone. The result: certified attendance in real time, from any site or job location, with data exportable directly for payroll.

This guide is for the operations manager or administrator who needs to set up and launch the system for an organization with multiple sites and a distributed workforce.

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Field clocking

NFC tag or QR code: your operators clock in within 3 seconds from any site.

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Real-time dashboard

See who is present at each site, who is missing, and where to intervene.

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Travel expenses

Technicians log expenses from the app in 30 seconds; you approve with a tap.

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Export for payroll

Export certified attendance data as CSV or Excel, ready for payroll and authorities.

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Plan availability

Timecards and the attendance dashboard are available from the HR Essential plan. Expense management and leave features require the HR Standard or HR Advanced plans. Each section indicates the minimum plan required.

Setup for the field team — What to prepare ​

Before rolling out the system to the team, a preparation phase is required. The goal is to arrive at day one with everything in place, so that operators only need to do one thing: hold their phone near the tag.

Create workplaces ​

For each site or job location where the team operates, create a workplace in the Timecards app. The workplace is the entity to which timestamps are linked.

  1. Open the Timecards app in RevasOS.
  2. Go to Settings → Workplaces.
  3. Create a workplace for each location, entering name and address.
  4. Enable the desired certification services (NFC, QR code, GPS).

Position the NFC tags ​

Place an NFC tag at a visible, accessible point in each site: the main entrance, the locker room, or the gathering point. The tag should be fixed and not easily removable.

TIP

If a site is temporary (for example, a construction site lasting 3 months), use a mobile tag secured with tape or adhesive. When the site closes, you can move the tag to the next location.

Configure clock-in without login ​

Many field operators do not have a company email or Google/Microsoft credentials. For these cases, RevasOS offers clock-in without login: a dedicated app that is activated with a device code, with no account required.

  1. Send each operator the link to download the native clocking app (available on App Store and Google Play).
  2. The operator opens the app and sees a device identification code.
  3. The operator sends you the code (via message, email, or in person).
  4. You open the Contacts app, search for the collaborator, click Operations → Enable device for clocking, and enter the code.
  5. Confirm to the collaborator that their device is active.

Important:

The configuration is tied to the specific device. If the operator changes phones or reinstalls the app, the procedure must be repeated.

Verify team smartphones ​

Not all smartphones support NFC. Before the launch, verify device compatibility across the team:

SituationSolution
Smartphone has NFCNFC tag clocking (primary method)
Smartphone does not have NFCQR code clocking (equivalent alternative)
Operator does not have a smartphoneConsider a shared company device for the site

QR code clocking offers the same level of certification as NFC tags: it is a valid alternative, not a fallback.

Day one — Communicating the change to the team ​

The most critical moment is not technical — it is the communication. If the team does not understand why paper sign-in sheets are being replaced, adoption will be difficult.

How to communicate the change ​

Choose a structured moment — a team briefing, a written notice distributed to everyone — and communicate clearly:

"Starting next Monday, paper sign-in sheets will no longer be used. Attendance will be recorded with your phone, by holding it near the tag at the site. The process takes 3 seconds. If you need help on the first day, the operations manager will be on site to assist you."

Handling common objections ​

ObjectionResponse
"I don't have a smartphone"QR code clocking works with any phone that has a camera. Alternatively, a shared device can be made available at the site.
"I don't want to use my personal phone for work"The clocking app does not install anything invasive and does not track location outside of the clocking moment. GPS data (if enabled) is captured only at the instant of clocking.
"Paper sign-in sheets have always worked"Paper sign-in sheets do not produce certified data for labor authorities. With the new system, attendance is certified, exportable, and cannot be retroactively modified.
"What if there is no internet connection at the site?"Clocking requires an internet connection at the time of registration. If the site has no coverage, it is possible to clock in as soon as a connected area is reached.

Note:

All timecard certification methods require the user to have an internet connection at the moment of clocking.

Field clocking — The daily flow ​

Available from: HR Essential plan

Once setup is complete, the daily flow for the operator is straightforward.

Arriving at the site ​

  1. The operator opens the Timecards app on their smartphone (or the native app if using clock-in without login).
  2. They hold the phone near the NFC tag at the site. The system automatically detects the direction (clock in).
  3. They see the confirmation screen with status, time, workplace, and active certifications.

If the site uses a QR code instead of an NFC tag:

  1. The operator opens the app and taps Clock in with QR code.
  2. They point the camera at the QR code.
  3. They confirm the timestamp.

Leaving the site ​

The procedure is identical: the operator holds their phone near the NFC tag again (or scans the QR code). The system detects that it is a clock out.

When clocking out, the app may ask for the break duration (start and end time). If the operator did not take a break, they can select "I did not take a break".

What happens after clocking ​

Each timestamp produces a certified record that includes:

  • Direction (clock in / clock out).
  • Exact time.
  • Workplace (pre-filled from the NFC tag or QR code — not editable).
  • Certification status (NFC, GPS, digital signature) shown in green or red.

The data is immediately visible on the operations manager's dashboard.

The real-time dashboard ​

Available from: HR Essential plan

As operations manager, your main tool is the attendance dashboard. From here you see the status of the entire team in real time.

Who is present at each site ​

  1. Open the Timesheets app.
  2. Go to the Calendar view and enable the multi-contact view.
  3. Add your team members.
  4. Check who has recorded a timestamp today and who has not.

Alternatively, open the My time entries view and use the Contact filter to search for a specific collaborator.

Verifying anomalies ​

Check for these situations daily:

AnomalyHow to identify itAction
Operator who did not clock inAbsent from the day's attendance listContact them to verify
Clock-in without clock-outEntry with only an in-stampVerify if they forgot to clock out
Timestamp at a different siteWorkplace differs from expectedVerify if there was an unannounced transfer
Missing certification (red GPS)GPS icon is red on the timestampThe smartphone did not have GPS enabled at that moment

Filter by site ​

In the Timesheets app, use filters to narrow the view to a specific site. Select one collaborator at a time or use the multi-contact calendar to visually compare attendance across the same week.

Travel expenses for field teams ​

Available from: HR Advanced plan

Technicians and operators working in the field frequently incur expenses on behalf of the organization: tolls, meals, supplies, fuel. With RevasOS, logging is done directly from the mobile app.

How the operator logs an expense ​

  1. Open the Reimbursements app on their smartphone.
  2. In the My expenses section, tap + → Expenses.
  3. Fill in: amount, date, description (e.g. "Lunch at Bolzano site").
  4. (Optional) Link the expense to a budget line or job order.
  5. Tap Save.

Average time per entry: approximately 30 seconds. Entry is manual — automatic receipt scanning is not available.

Allocating expenses to a job order ​

If your organization uses budgets linked to projects, the operator can associate each expense with the corresponding job order or site. This ensures expenses are automatically attributed to the correct project in reports.

Manager approval ​

When the operator has collected all expenses for the period, they create an expense report and submit it. You find it in the All expense reports section of the Reimbursements app:

  1. Open the expense report.
  2. Review the list of included expenses (amount, category, date, project).
  3. Click Approve to authorize the reimbursement, or Reject if there are errors.

After approval, RevasOS automatically generates an invoice and authorizes the reimbursement.

Export for payroll and authorities ​

Available from: HR Essential plan

At the end of the month (or end of the period), you need to export attendance data for the payroll accountant, for reporting to authorities, or for clients.

Export attendance data ​

  1. Open the Timesheets app.
  2. Go to My time entries → More → Export time entries.
  3. Choose the format: CSV, Excel, or JSON.
  4. Set the filters: date range and contact (to export for all collaborators, ensure you have the manager role).
  5. Confirm. The file is sent via email.

The export includes for each entry: collaborator, date, start time, end time, duration, workplace, type (presence/absence), and linked task and project.

Data for authority reporting and public sector clients ​

The data exported from RevasOS is certified and cannot be retroactively modified. This makes it suitable for:

  • Payroll accountant: the Excel or CSV export contains all the fields needed for payroll processing.

  • Grant reporting (e.g. PNRR): attendance certified with GPS and NFC produces verifiable records with date, time, and location.

  • Labor inspection authorities: certified timestamps constitute defensible documentation in case of audit.

  • Public sector clients: exported data demonstrates the effective presence of staff at contracted sites.

  • Export time entries

  • Certified timecards

Multi-site — Managing multiple job locations ​

Many organizations do not operate at a fixed site but across multiple job locations that change over time. RevasOS is designed for this scenario.

Add a new site or job location ​

When a new site opens:

  1. Open Timecards → Settings → Workplaces.
  2. Create a new workplace with a name (e.g. "Via Roma Site — Bolzano") and address.
  3. Enable the desired certifications.
  4. Place an NFC tag or a printed QR code at the new site.

The tag is operational immediately: operators can clock in at the new site from the same day.

Move an NFC tag when a site closes ​

When a site is decommissioned:

  1. Physically remove the tag from the site.
  2. In the Timecards app, you can deactivate the workplace or leave it in the history for reports.
  3. For the new site, create a new workplace and reposition the tag.

Note:

The NFC tag is physically reusable — its content identifies the workplace in the organization. If you move a tag without updating the configuration, timestamps will continue to reference the original site.

Operators working at multiple sites in the same day ​

If an operator works at site A in the morning and site B in the afternoon:

  1. Clock in at site A.
  2. Clock out at site A when transferring.
  3. Clock in at site B.
  4. Clock out at site B at the end of the day.

The system produces two separate timestamps, each linked to its respective site. In the manager's calendar view, both presences are visible on the same day.

Launch checklist ​

Before going live, verify that all steps have been completed:

Quick reference ​

Key concepts ​

Roles and permissions ​