Scheduling Module - Employee Mobile App Workflow

Description: In this topic, employees will learn how to clock in and out using the DCI Mobile App when the Allow Schedule Selection setting is enabled on a service code.

The Allow Schedule Selection setting applies only to Hourly account types and is available when the Scheduling Module is enabled on the instance. When this setting is enabled, employees are prompted to select a Schedule Entry when creating a Punch Entry if no matching Schedule Entry is automatically found.

*Please note: 

• The schedule is view only and serves as a reminder for scheduled shifts.

• Employees cannot clock in or out directly from the schedule.

• To learn more about the Scheduling Module and employee capabilities, see the Scheduling Module - Employee article in the DCI Help Center.

• If Allow Schedule Selection is not enabled for the service code, employees should follow the standard process to clock in and out for a shift. For step‑by‑step instructions, see Time Entry – Account Type Hourly in the DCI Help Center.

Role Required: Employee (base user)

Permission Required: N/A

Mobile App - Clock In (Real-Time)

1. Log in to the DCI EVV app

2. Click the blue Clock In button on the dashboard

   1. If the Continue to Clock Out button is displayed, this means the user did not clock out of their last shift and must complete the clock out process before clocking in again.

   2. The Clock In button will not display if the user has an open shift

3. Complete the Clock In page

   1. Client - If there is only one client the field will auto-populate. If the user provides service to more than one client, click on the field and then select the client from the list.

   2. Service Code - If there is only one service code the field will auto-populate. If there is more than one service code, click on the field and then select the hourly service code from the list.

   3. Cost Center - The cost center will auto-populate

   4. Schedule – Displays during real-time clock-in in the mobile app if Allow Schedule Selection is enabled on the service code and the clock-in details do not match the start time of a published schedule entry. Select a published scheduled shift from the drop-down or choose None if this shift does not match an existing published schedule entry.

      1. Please note: If the clock-in details match the start time of a published scheduled entry, the system automatically assigns the scheduled entry if the instance-level setting Schedule Comparison is enabled.

4. Click Continue

5. Click Confirm Clock In to complete the clock in process

   1. A summary of the clock in, including the authorization remaining balance (if enabled) will display

   2. If the information is incorrect, click the Left Arrow to edit 

6. The user is now clocked in and can log out or close the mobile app until the end of the shift

Mobile App - Clock Out (Real-Time)

1. Log in to the DCI EVV app

2. Click the blue Continue to Clockout button

3. Click Confirm

4. Choose the client attestation method as determined by the organization. If not collecting client attestation, skip to step number five.

   1. Option 1: Click Client PIN or Password

      1. Hand the device to the client or authorized representative who enters their PIN or Password and then hands the device back to the user

         1. *Please note: If the client or authorized representative enters their PIN or Password incorrectly too many times (as determined by the organization), the PIN or Password option becomes unavailable for this clock out and another verification method must be selected. The PIN or password option will be available again for the next shift.

      2. Click Submit

      3. Click Confirm to validate PIN or password

   2. Option 2: Click E-Signature

      1. Hand the device to the client or authorized representative to draw their signature on the screen

         1. If the client approves their signature click Save

         2. If the client would like to try again click Clear. This process can be repeated if necessary.

      2. Click Confirm to validate the signature

      3. Click Confirm Clock Out

   3. Option 3: Click Picture

      1. Device camera will open

      2. Click the Camera icon to take the picture

         1. Click Check icon to accept picture

         2. Click Refresh icon to retake picture

         3. Click X icon to delete picture

      3. Click Confirm to validate picture

   4. Option 4: Click Voice

      1. Optionally, if device requires, allow app to record audio by selecting While using the app

      2. Voice verification window will open

      3. Click the Red Play button at the bottom of the page to start voice recording

         1. A computer voice will recite a phrase for the client to repeat

         2. Hand the device to the client to record the verification message in their voice

      4. Click the Red Stop button at the bottom of the page again to stop voice recording

      5. Click Save

      6. Click Confirm to validate voice recording

   5. Option 5: Click Portal Signoff

      1. If the client is not present, willing or able to complete one of the real-time signoff options, then portal signoff may be an option. The signoff process is not complete until the client or client employer representative logs in and approves the punch in the web portal.

      2. Click Confirm

5. Add Notes and/or Attachments (optional based on organization requirements)

   1. Add attachment allows a picture to be taken and added to the note

6. Click Statements to select the canned statement(s) for the shift (required based on organization)

   1. A canned statement is an acknowledgment for an employee to select when entering punches. If added to a service code, an employee must select at least one canned statement per shift.

7. Shift details will be displayed. Click Home to return to the dashboard.

8. Click Confirm Clock Out

   1. Add notes functionality works using device keyboard. If talk-to-text is enabled as an option on the mobile device, microphone feature may be used to enter notes by speaking.

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