Agree what will change
List how hours arrive today: group messages, private messages, photographs and voice notes. Choose one place to record new starts, finishes and unpaid breaks. Tell workers who checks their hours and how to report a missing clocking.
Keep historical records under your existing retention policy. CrewLoca does not automatically read, import or reconstruct WhatsApp conversations.
Choose a clear changeover date
Start with a small workplace and a full pay period. Close and reconcile the previous period in the old system, then record the new period in CrewLoca. If you compare the systems briefly, label the comparison so the same hours are not paid twice.
- Check workplace names, time zones and worker assignments.
- Offer a shared Android kiosk if personal phones are unsuitable.
- Explain that location checks happen at clocking actions, not continuously.
Make corrections part of the routine
A missed clocking should become a correction request with a reason, rather than another message that payroll has to interpret. A permitted manager checks the original record and proposed change. Accepted changes need approval again.
Check one export before changing the whole team
Review the first period, approve the correct hours and compare the export with your payroll requirements. CrewLoca exports hours; it does not calculate wages or import directly into every payroll provider. Resolve any mapping or rounding question before using the file.
Common questions
Can I import hours from a WhatsApp group?
CrewLoca has no automatic WhatsApp import. Preserve old records separately and review any authorised manual entry before payroll approval.
Do workers still need to message a manager?
They may still need to discuss an absence or unusual situation. Recorded hours and correction decisions should follow the agreed timesheet process, rather than rely on chat alone.