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How Syncing Works in ExakTime Mobile
In ExakTime Mobile, Syncing is the term we use in the app to describe the process of sending and receiving information.
When employees make punches, create field notes, or add/update data through ExakTime Mobile, the information needs to Sync from their devices to ExakTime Connect for 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 newly entered information.
How To Sync
Syncing can be done automatically and/or manually by the ExakTime Mobile user.
For Syncing to be done automatically, the employee must be viewing the Time Clock screen, specifically where they can see the Go/Stop buttons and they must exceed the Auto-Sync threshold (daily, 2 hours or 4 hours).
The Auto-Sync threshold can be set from ExakTime Connect for all employees, or they can be set per device. Auto-syncing will not occur if ExakTime Mobile is closed/in the background. ExakTime Mobile must be open and on the Timeclock screen for the auto-sync to occur.
The employee does not have to wait for the automatic sync as they can always sync manually. If an employee is unsure when the last their device had synced its data, have them sync manually to be safe.
Automatically For All Employees
- Go to Manage and click on Mobile Settings.
- Enable Mobile Settings if you have not yet done so.
- Scroll down until you see the option for "Sync Frequency" and enable the appropriate setting.
- The Sync Frequency is when the Exaktime Mobile app will try and Sync data since the last attempted Sync. The Exaktime Mobile app will not Sync based on this setting if the app is in the background of the device or if closed. The app will only sync when it is open, an employee enters their PIN or some interaction is taken within the app while viewing the Time Clock screen.
Automatically Per Device
If the Syncing interval is 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 in ExakTime Connect as those settings will take priority.
- While using ExakTime Mobile, press the three lines in the top left to open the menu.
- Go to Settings.
- If using an iOS device, press General. If using Android, you will see all the available settings.
- Change the Sync interval as needed.
Any employee can Sync manually by pressing the Sync button found through ExakTime Mobile on the Time Clock screen or from the Menu.
Syncing vs. 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.
In the event that an employee is unable to sync their device, they should receive an error message such as "Error 100: Unable to Connect." These error messages are generally caused by issues connecting to the internet and sending/receiving data. If an employee has continued issues with syncing their device, we suggest trying the following steps:
Restart the Device
Like with many electronics, sometimes restarting your device will fix any issues/oddities.
Confirm a Data Connection
Check the status bar on your phone and make sure that you have a symbol that your device has a data connection. This is generally presented as a symbol like 4G, 3G, LTE, etc. This symbol can differ with your cellular carrier.
Check Mobile Network Permissions
If your phone shows that you have a valid data connection, but ExakTime Mobile is still presenting an Error 100 or Error 102, then you will want to check your phone settings and see if ExakTime Mobile has permission to use cellular data.
On iOS, go to Settings, click on Cellular, and check if Cellular Data is enabled.
On Android, go to Settings > Network & Internet > Mobile Network and see if Mobile Data is enabled. (These steps may differ depending on the manufacturer of the device, but the idea is consistent)
Try Your Web Browser
If you've done everything above and you still have trouble, then try to open your web browser and see if you can access any website. A rare cause of cellular data issues is your cellular carrier not allowing your device/SIM from fully accessing the internet. For some cellular carriers, they will redirect your web browser to a specific page indicating a possible problem with your data plan. This can be due to billing or account issues. In these cases, you (or whoever the phone belongs to) will need to reach out to the cellular provider to find out the problem and correct it.
Connect to Wi-Fi
If you are having trouble with using ExakTime Mobile out in the field while using cellular data, try to connect to Wi-Fi and see if the issue persists. If you don't see any issue when connected to Wi-Fi, this points to an issue with the cellular data on the phone.