Question 1

How does staff clock-in work?

Accepted Answer

Staff clock in and out by scanning a printed QR code placed at the property (typically reception, kitchen pass or staff entrance). When they scan, they land on a public page showing their name and a single button to clock in or out. No GPS, no location tracking, no background app.

Question 2

Do you track employee location at all?

Accepted Answer

No. smartHOD does not collect, store or transmit any device geolocation data. Clock-in is QR-at-reception only — no geofence, no live map.

Question 3

What does the trial include? What happens when it ends?

Accepted Answer

Every new account starts with a 14-day full-perks trial that mirrors the Pro plan — AI scheduler, multi-property, hours export, the lot. No card needed. When the trial ends, your workspace drops to the Free plan (1 property, up to 5 staff) until you choose a paid plan.

Question 4

How does the AI rota actually work?

Accepted Answer

Tell us your shift templates, how many people you need per slot, and a few rules — minimum rest hours, maximum weekend shifts per person, the manager's pinned hours. The scheduler fills the week respecting approved holidays and your weekly hours target. Every cell is editable, and uncovered slots are flagged in red.

Question 5

How does WhatsApp messaging work?

Accepted Answer

We use wa.me deep links — the message opens in your own WhatsApp (personal or Business) with text pre-filled and the staff member already selected. We never store WhatsApp content, never call the WhatsApp API, and never send messages on your behalf.

Question 6

Is there a free rota generator?

Accepted Answer

Yes. The Free tier includes a full manual rota builder for 1 property and up to 5 staff — real shifts you can build, edit, publish and export, not a locked demo. It also includes tasks, QR clock-in with printable posters and hours export. No card, no time limit. The AI scheduler, which fills a whole week automatically around rest hours, weekend balance, holidays and contracted hours, starts on Starter (€14.99/month, up to 15 staff).