Passionate Minds
Case study · Employee clock-in app

Clock in with one tap. AI fixes the mistakes.

A destination wedding company in Puerto Rico ran crews at beaches, cliffs and venues, and payroll ran on guesses. Now every worker can clock in on their own phone, and Nora, an AI helper, texts them on WhatsApp when a time is missing.

Book a free callSee how it works

Company name and worker names changed. Built in Puerto Rico by , November 2026.

The whole app in 1 minute 48
The problem

Payroll was due at midnight. Half the hours were guesses.

Crews moved between weddings all week. Times came in by text late at night, people forgot to clock out, and the office spent Wednesday night chasing answers before payroll closed.

This week's hours
Javier · Fri 7:02 to ??
Inés · Sat 1:55 to 11:40?
Nico · Sun 10:05 to forgot
Luz · Sat 7:01 to 7:01?
Forgot to clock out again, sorry11:41 PM
I left around 2:30ish11:46 PM
Did I get paid for Saturday?11:52 PM
Before
  • Times texted in at 11 PM
  • Guesses written on a sheet
  • Chasing people on payroll night
  • "Did I get paid?" questions
After
  • One tap on their own phone
  • Every shift colored green, yellow or red
  • Nora asks on WhatsApp and fixes it
  • Workers check their own pay weeks
I.

Scan once. Tap your name.

A QR code sits by the water jug. Workers scan it once with their camera and tap their name. From then on the page opens straight to their clock. No app to download, no password.

Mint = clocked in, all good
Done
This phone now knows you.
II.

One big button. That's it.

Mint to clock in, pink to clock out. It saves the second you tap, and "Oops, undo" works for two minutes if a thumb slips.

Mint = clocked in, all good
Oops?
Undo works for 2 minutes.
III.

No signal? It still works.

Beaches and hillsides drop signal. Every tap is saved on the phone first and sent when signal comes back. A tap sent twice is saved once, and a phone with the wrong time gets corrected.

Blue = hours and pay
Status
No signal · 1 waiting
IV.

Forgot? Fix it on the phone.

Forgot to clock in or out? Pick when and why. The time is added with its reason, and the office sees it. Fixes up to 16 hours back.

Butter = looks unusual
Added late
Every late time keeps its reason.
V.

Clock out the whole crew.

At the end of a wedding the crew lead clocks out everyone in one tap. Each record says "by crew lead", so nobody wonders who did it.

Mint = clocked in, all good
VI.

Every shift gets a color.

The app checks every shift every 15 minutes, so problems show up the same day, not on payroll night.

GreenAll good. Clocked in and out like usual.
YellowLooks unusual. A 9 h 45 min shift, a double tap.
RedSomething's missing. No clock-out, still in hours late.
Who's still here
Nico is red: in since 10:05 AM.
VIIMeet Nora, the AI helper

Nora texts them,
then fixes it.

When a clock-out is missing, Nora sends the worker a WhatsApp message in English and Spanish. They answer in their own words. She adds the time, thanks them, and tells the office.

  1. 1The app spots a shift with no clock-out.
  2. 2Nora asks the worker on WhatsApp.
  3. 3"Salí a las 2:30 de la tarde." She reads it and adds 2:30 PM.
  4. 4The old record stays, with who changed it and why.
  5. 5Anything that needs a judgment call goes to the office.
Fri, Oct 30 · before
7:02 AM to ?
No clock-out. Not counted yet.
Fixed by Nora
7:02 AM to 2:30 PM
7.47 hours, from his own answer.
VIII.

Check the week. Sign off.

The office sees every person's hours, taps a shift to fix it, and signs off after Wednesday midnight. Flagged hours still get paid, and the hours sheet downloads any time for whoever runs payroll.

Blue = hours and pay
IX.

Was I paid? They can check.

Every worker sees their own last six weeks: each shift, the hours, and when payroll went through. Fewer questions for the office.

Blue = hours and pay
Oct 22 to Oct 28
Payroll confirmed.
X.

Vendors check in too.

Photographers, DJs and officiants tap "I'm here" at the wedding, pick the services they did from their own price list, and get a receipt with the total. Prices are saved with each check-in.

Sand = vendors
Rivera & Chen
Photos, drone, video: $1,150
Why it's different

Made for crews on the move.

iAny phone. No app to download.A web page that remembers each phone. Old phones and weak signal are fine.
iiWorks with no signal.Taps wait on the phone and send themselves later.
iiiNora fixes mistakes on WhatsApp.In English and Spanish, from the worker's own answer.
ivEvery change keeps who and why.Nothing is deleted. A wrong tap is voided, not erased.
vYour accounts. Your data.It runs in the company's own accounts, with all the code and a plain-language guide.
Under the hood, in plain words
A web app, not an app store app
One small Cloudflare Worker and its database. It loads fast on old phones and keeps working offline.
A rules checker every 15 minutes
Limits like "longest shift" live in settings, so the office changes them without new code.
WhatsApp through Meta's official API
Nora uses WhatsApp's Cloud API, approved message templates and her own business number.
The AI only reads, the rules decide
AI helps read a messy reply like "around 2:30ish". The app's own rules decide what changes.
Puerto Rico time, Thursday to Wednesday
The pay week and every time are set for Puerto Rico, with no daylight saving surprises.
Locked down
Phones are remembered by a scrambled key, so a copy of the database can't be used to clock in as someone.

Questions

What is the Phone Clock?

An employee clock-in app built for a destination wedding company in Puerto Rico. Workers clock in and out on their own phone with one big button, and an AI helper named Nora fixes missing times on WhatsApp.

Do workers need to download an app?

No. They scan a QR code once and tap their name. After that, the page opens straight to their clock. No app store, no password, no account to make.

What happens when there is no signal?

The tap is saved on the phone first and sent when signal comes back. Each tap has its own ID, so a tap sent twice is saved once.

What does Nora, the AI helper, do?

When a clock-out is missing, a shift looks too long, or a tap looks like a mistake, Nora texts the worker on WhatsApp in English and Spanish. She fixes simple cases from the worker's own answer. Anything that needs a judgment call goes to the office.

Does the AI change hours on its own?

Only from the worker's own answer, and nothing is ever deleted. Every change keeps the old time, who changed it and why.

Can vendors like photographers and DJs use it?

Yes. Vendors tap "I'm here" at the wedding, pick the services they did from their own price list, and get a receipt with the total.

How do I get a clock-in app like this for my team?

Book a free call or call Miriam at (904) 614-7190. Bring how your team clocks in today and how payroll works. See more custom apps for small businesses.

Your crew,

on the clock. Without the guessing.

This is one of the custom apps for small businesses I build around how a team already works. Tell me how your crew clocks in today.

Book a free call (904) 614-7190