Staff on WhatsApp: payslips, leave and clock-ins from their phone
Published and maintained by Adtro Media
Staff can read their own payslips and leave, apply for leave, ask for a letter, claim an expense and clock in or out — on WhatsApp, from their own phone, with no app. They only ever see their own records.
Which number they text:
- Your customer number: they start with #staff. Simple, but staff share the line with orders.
- A staff line (recommended once you have a second number): Settings > WhatsApp > Accounts, set the number's "Used for" to Staff line (HR assistant). Enrolled staff just message it; anyone else is told how to enrol. Your only customer number cannot be made a staff line — connect a second number first.
HR > People > Staff access on WhatsApp shows which number your staff should use.
Giving someone access:
- HR > People > Staff access on WhatsApp > Manage > Give access next to their name.
- Hand them the code (ADT-S…). It works once and lasts 72 hours; it is shown only once, so issue a new one if it is lost.
- From their own phone they send it: on a staff line the code alone, on the customer number #staff and then the code.
Guide for staff (on the same card) gives you a message to paste into your staff group explaining all of this.
What staff can do once connected (reply with the number): 1 latest payslip, 2 leave balance, 3 pay this year, 4 apply for leave, 5 ask for a letter, 6 claim an expense, 7 exit. They can also type it in words ("mc today", "my payslip").
Clock in and out: they send IN or OUT, then share their location (📎 > Location). If they cannot, they reply skip — it still counts, and you see that no location came with it. Clock-ins wait under HR > Requests until you accept them; accepting does not put hours on a timesheet by itself.
Forms you create under Requests > Forms staff can send in (takings, a wastage log, a temperature check) appear in their menu by keyword.
Withdraw access from the same card when somebody leaves. What staff have read is logged there too.