Frequently Asked Questions
Worksana was built for real California businesses — dairies, agriculture, janitorial, manufacturing, field crews, and anyone with hourly workers who need simple, accurate, compliant timekeeping. Here are the questions we hear most often.
Categories
General
What is Worksana?
Worksana is a modern timekeeping and workforce management platform designed to make hourly employee management simple, accurate, and compliant. We help businesses track time, manage breaks, streamline onboarding, and export clean data to payroll — all with personalized support from real people in California.
Who is Worksana best for?
We work especially well for:
- California agriculture (dairies, feedlots, crops)
- Janitorial service companies
- Landscaping & field crews
- Manufacturing facilities
- Auto dealerships
- Contractors with 20–75 employees
- Any business needing reliable break-law compliance tools
Most customers run between 20–75 employees, but we support operations from 1 employee to over 650 workers.
Is Worksana only for California?
No. Worksana works anywhere in the U.S. and Mexico. That said, California’s unique break laws shaped our product design, so businesses in CA tend to see the most value immediately. We also have strong adoption in places like Arizona, Idaho, Oregon, Washington, Texas, and Mexico. It’s a good app.
Do I need a contract?
No. Worksana is handshake-friendly.
Month-to-month. No long-term commitments. No games.
Time Tracking
How do employees clock in?
Employees can clock in using:
- Facial Recognition Kiosk (tablet or office device)
- Mobile App with offline mode
- Web browser from any authorized device
All punches sync to one unified system.
Does Worksana work without internet?
Yes.
The mobile app supports offline mode.
Employees can clock in anywhere — barns, fields, remote lots — and everything syncs when the device reconnects.
Can I prevent employees from clocking in early?
Yes.
You can set time-based punch restrictions so employees can’t clock in until a predetermined window opens.
Does Worksana support multiple locations or job costing?
Yes to both.
You can track time by location, job code, project, crew, or department.
This keeps payroll accurate and gives insight into labor distribution.
How does location tracking work?
Worksana captures GPS coordinates at every key punch event — clock-in, meal start, meal end, clock-out, and job switches — to verify where work actually occurred. While an employee is on the clock, the system also attempts to capture locations every 15 minutes to build a consistent record of the shift.
You can apply geofence restrictions to any or all punch types, ensuring employees can only clock in or out within approved locations.
Worksana never tracks an employee when they are clocked-out.
This setup provides accurate, compliant timekeeping without unnecessary tracking.
Can I ask my employees to use their personal smartphones?
Yes — many customers operate this way. Worksana is lightweight, does not drain batteries, and works reliably across a wide range of devices (including older phones).
However, in California, if employees use personal phones for any work-related purpose — such as clocking in, communicating with coworkers, watching training videos, or sending work emails — you should have a BYOD (Bring Your Own Device) Policy in place and offer a reasonable reimbursement.
California courts have ruled that employers must reimburse employees for a reasonable portion of their phone expenses, but have not defined an exact amount. In practice, businesses typically reimburse $2–$10 per month, depending on how often employees use their device for work.
We provide a free BYOD Policy template you can use.
What if my employees only speak and read Spanish?
The Worksana mobile app will automatically inherit whichever language an employee’s smartphone is set to by default. The Kiosk has English, Spanish, and Bilingual Modes.
CALIFORNIA BREAK LAW COMPLIANCE
Does Worksana automatically make me compliant with California labor laws?
No — no software can do that.
What Worksana does is provide the tools, documentation, prompts, and flags to help you manage compliance correctly and catch issues before they become costly.
How does Worksana help me reduce PAGA and break-law risk?
Worksana includes:
- Automated late/missed meal flags
- Daily employee attestation (required at clock-out)
- Optional meal-exception surveys
- Inline comments and correction requests
- Clean audit trails for every shift
This makes it much harder for attorneys to build a case against you — and easier for you to fix issues early.
What does the daily attestation do?
At clock-out, employees must confirm that:
- All times are accurate
- Paid rest breaks were offered every 4 hours
- Meal breaks were taken on time & uninterrupted
- They were not injured on the job
- If something is incorrect, they must submit a correction request
This provides powerful documentation against PAGA claims.
What happens if an employee misses a meal break?
Worksana automatically:
- Flags the shift
- Shows any employee comments or surveys
- Surfaces the issue to managers
- Makes it easy to:
- fix the time (if the employee took it but mis-punched)
- add the 1-hour meal premium (if required)
This is the exact workflow attorneys look for in PAGA cases.
Do you have tools to calculate break-law liability?
Yes.
We offer a PAGA Liability Calculator and Compliance Playbooks with clear examples and guidance.
MOBILE & KIOSK FEATURES
What devices support the Worksana Kiosk?
Any modern tablet or desktop browser with a camera can run the kiosk — iPads, Android tablets, office workstations, etc. However, we do recommend Samsung tablets as they are more capable of completely locking down into kiosk only mode.
How accurate is the facial recognition?
Very accurate.
It’s designed specifically for environments like agriculture, manufacturing, and janitorial where gloves, hats, dust, and variable lighting can make other systems struggle.
Is the kiosk bilingual?
Yes — the kiosk and mobile app support English and Spanish.
ADMIN & PAYROLL
Can managers edit and approve timecards?
Yes.
Anyone with admin access can quickly fix errors, approve timecards, view flagged breaks, and see employee comments all in one place.
Can employees request corrections?
Yes.
Employees can submit correction requests through the kiosk or mobile app, including free-text explanations.
Does Worksana integrate with payroll systems?
We offer built-in exports that work cleanly with many popular payroll platforms including:
- ADP
- Paychex
- Sage
- Paylocity
- QuickBooks
- And many others
If your payroll system supports file imports, Worksana can likely export to it. And if we don’t, well, we’ll build it for you. We stumble across new payroll companies all of the time.
Does Worksana support PTO accruals and requests?
Yes.
You can create PTO policies, allow employees to view balances, and approve or deny requests from the admin panel or mobile app.
ONBOARDING & DOCUMENTS
Can Worksana help with employee onboarding?
Yes.
You can digitize documents, policies, and training materials. Employees can sign acknowledgments, complete forms, and take quizzes right from the app.
Can I send announcements to employees?
Yes — you can broadcast push notifications to all employees or any subset of your workforce.
Are there limits on the number of documents or forms?
No.
You can upload as many onboarding documents, policies, forms, and training modules as you need.
SUPPORT & BILLING
What kind of support does Worksana offer?
Every customer gets:
- Personalized onboarding
- Unlimited support
- Responses from real people in California
- On-site setup available in the Central Valley (for a fee)
We’re known for exceptional service — our customers mention it constantly.
What does Worksana cost?
Pricing is simple and transparent.
Visit the Pricing page for details.
Does Worksana charge setup fees?
Usually no — but if you request on-site setup or need a custom installation, we can quote that separately.
What’s your cancellation policy?
Cancel anytime.
We don’t lock you into contracts.
SECURITY & DATA
Is my data secure?
Yes — Worksana uses modern, encrypted, cloud-based infrastructure with U.S. data centers. Access is restricted and tracked.
Do employees' photos get stored?
Only for facial recognition purposes, and only with consent.
We follow industry security best practices and never sell or share biometric data.
Can employees see their own timecards?
Yes.
Through the mobile app, employees can view:
- Daily punches
- Weekly summaries
- PTO balances and requests
- Correction requests
GETTING STARTED
How long does implementation take?
Most customers are fully live in 1–3 days.
Can you help us migrate from our current system?
Yes — we help import employees, job codes, and location structures at no extra cost.
How do I get started?
Book a demo.
We’ll walk you through the features, answer questions, and help you determine the best setup for your business.
