For ExakTime Mobile, Syncing is the term we use to describe the process of sending and receiving information between ExakTime Connect and Mobile. When employees make punches, create field notes, or add/update data in ExakTime Mobile, the information needs to sync from their devices to ExakTime Connect for further use/review. When new Employees, Locations, or Cost Codes are created or existing entries are edited from ExakTime Connect, the employee(s) will need to sync their copies of ExakTime Mobile to be able to use the new information.
This syncing process helps ExakTime Mobile function without needing constant internet access for basic functionality (clocking in and out). Other functions may still require internet access, such as reviewing timecards/timesheets, approvals, etc.
What Does Not Use This Sync Process?
The following features on ExakTime Mobile do not use this sync process as they can send and receive data directly from ExakTime Connect when first loading the menu and pressing the sync button in the top-right of their respective menus:
- Timecards and timecard editing
- Timesheets and timesheet editing
- Approvals
- Time Off
- Scheduling
How To Sync
Syncing can be done manually and/or automatically.
- Manual Sync - Any employee can press the sync icon or button while logged in to ExakTime Mobile. If an employee is unsure when the last their device had synced its data, have them sync manually to be safe.
- Automatic Sync - The Auto-Sync will occur when viewing the Timeclock screen and the Auto-Sync threshold (daily, 2 hours, or 4 hours) has been exceeded. The Auto-Sync will not occur if ExakTime Mobile is closed/in the background. The Auto-Sync setting can be set from ExakTime Connect for all employees, or it can be set per device.
Manual Sync
Typical Manual Sync
Any employee can sync manually by pressing the Sync button found through ExakTime Mobile on the Time Clock screen or from the Menu. This will update ExakTime Mobile with anything new or recent changes.
Full Manual Sync
As a normal sync will only update ExakTime Mobile data for new or recent changes, a full sync will redownload all the information again. This should be rarely done. If you have to perform a full sync routinely, please let us know so we can investigate the root cause.
- Press the three lines in the top left to open the Menu and press Help.
- Press Support.
- Press 11113 on the number pad.
- You should view a confirmation message towards the bottom of the app.
- Sync the device manually by pressing Sync or the sync button. The sync process may take longer than a typical sync.
Automatic Sync
The auto-sync will occur when viewing the Timeclock screen and the auto-sync threshold (daily, 2 hours, or 4 hours) has been exceeded. Exaktime Mobile will not auto-sync if the app is in the background or if closed. The ExakTime Mobile will only auto-sync when it is open, an employee enters their PIN or some interaction is taken within the app while viewing the Time Clock screen.
Consistent Auto-Sync Setting Across All Devices
- Go to Manage and click Mobile Settings.
- Enable Mobile Settings if you have not yet done so.
- Enable the appropriate setting for 'Sync Frequency'. The Sync Frequency is when the Exaktime Mobile app will try and Sync data since the last attempted Sync.
- Save your changes.
- Your employees will need to sync their copies of ExakTime Mobile
Per Device Auto-Sync Setting
If the Syncing interval should be dependent on the device, it can be set by an employee that has permission to adjust ExakTime Mobile settings. This cannot be done in conjunction with Mobile Settings from ExakTime Connect as those settings will take override any device-level settings.
- Press the three lines ( ☰ )in the top left and press Settings.
- If using an iOS device, press General. If using Android, you will see all the available settings. Change the Sync interval as needed to every day (24 hours), 2 hours, 4 hours, or manually only.
Differences between Syncing & Sending
Syncing will receive/update information such as locations and sends unsent information such as time records, field notes, and additional information added by the employee such as expenses.
Sending is a slightly different process that will only send the time records so the ExakTime Connect administrator can have a more up-to-date time card for review and for SiteHub/Team View. This is enabled by default.
While viewing Mobile Settings, you can turn this off from the Mobile Settings in ExakTIme Connect. The option will be "Automatically Send Time Records After Clocking In/Out."
With this setting enabled, Exaktime Mobile will try and send each time record after it has been created. While the majority of punches will send immediately, depending on the data connection the device had at the moment of the punch, there is a chance the records cannot be sent immediately. In the event of this, the time record will be stored and sent the next time it can, either with the next clock in/out, or when ExakTime Mobile Syncs.
Trouble Syncing
If you or your employees encounter any trouble with syncing, please refer to the following dedicated article for more information.