Ask Vaultime
Who: everyone. Go to: the round chat bubble in the bottom-right corner of every screen.
Ask in your own words. Ask Vaultime answers two kinds of question:
- How to do something in Vaultime. It answers from this manual. Always free.
- Your data: hours, attendance, approvals, rosters, leave and your team, your custom fields (managers), your invoices if you have invoicing access, payroll (hours by kind, whether an export is ready, your rules, exports, Xero) if you have payroll access, and, for Super Admins, the Audit log (who changed what, and when). Managers can also build an export file by chatting (see Make an export by asking). It only sees what your role already lets you see: staff get their own hours and shifts, and managers get their team's (with teams on, an Admin's answers cover only their people).
What you can ask, for example:
| Who | Ask |
|---|---|
| Managers | Hours for Green last week · Who has First aid? · Who in White is free Saturday? · How many photos did the crew add at Gate A yesterday? · What haven't I published yet? · What's waiting for me? · Who's over 38 hours this week? · Who was late yesterday? · Who's available on Saturday? · Hours by project last month · Who can cover Maya's shift tomorrow? · Who worked on the weekend? · Who approved Leo's timesheet? · What's our pay period? · Is the counter tablet working? |
| Super Admins (the Audit log) | Who deleted Saturday's shifts? · Who changed Maya's hours last week? · Who turned off clock-in? · What changed yesterday? · Who gave Priya payroll access? |
| Exports (managers) | Export last week's hours for the Green team to Excel · Add Employee ID · Leave Sam out · Same as last week's for this week |
| Custom fields (managers) | Who has no Employee ID? · Who's paid weekly? · How many people per state? · Does anyone share a payroll ID? · Whose last day is this month? |
| Payroll (with access) | How much overtime last fortnight? · Is payroll ready for last fortnight? · How is overtime worked out here? · How would a Saturday night shift be sorted for Leo? · When did we last export? · Was Maya's Tuesday exported? · Is Xero connected? · Why did the Xero send fail? |
| Invoicing (with access) | How much am I owed? · Which invoices are overdue? · Has ST-1042 been paid? · What did I invoice last month? · Which hours haven't I invoiced yet? |
| Everyone | My hours this pay period · When's my next shift? · Open shifts I can take · How many hours did I work at Ocean Rd last week? · Who approves my timesheets? · Why was my Tuesday rejected? · What's my employee ID? · Did my swap go through? · What happened to my feature request? · How many questions do I have left? |
- Answers with charts: number answers come with a small chart or table, and buttons such as Open Approvals to go straight there.
- Follow-ups work: after Hours by person this week, ask and last week?
- Which one? If a name matches several people or jobs, tap the right one; that doesn't use a question.
- More than one workspace? It answers for the workspace you're in (shown under the box). Ask about another of yours and you'll get Switch to … and ask: one tap switches workspace and asks the same question there.
- It only reads. An export it builds is made on your device when you tap Generate; your records don't change. It can't approve, publish, copy or move shifts, issue or send invoices, or change anything, and it gives no tax or legal advice; it shows you where to do it. Only Super Admins can ask it about the Audit log, and it never shows network addresses, devices or fields kept from it. It can't see which notifications were sent, and it never sees photos themselves, only how many.
- It can be wrong. Check anything used for pay in Reports. If an answer is wrong, tap 👎 under it; you can include the question so we can fix it (kept 30 days).
- Limits: data questions count against your workspace's monthly allowance, and your Super Admin may set a personal limit. When they're used up you'll be told, and how-to questions still work.
- In the way? Drag the round bubble anywhere: it snaps to the nearer side and stays there on this device. While you're typing in a form it fades so it never hides what you're filling in (it still opens with a tap). Long-press it (right-click on a computer) for Move it back to the corner.
- Usage (the chart icon at the top of the chat): your data questions this month and today; See more opens My usage (also from Profile → Ask Vaultime): your months, topics and a by-day chart, only yours. The Super Admin also sees what's left for the account, and Full usage opens the whole record. When the Super Admin allows it, Admins get a Team tab there: each Employee's count and limit, and who has run out (never the questions).
- Tap Minimize to tuck it away. On a phone it opens full screen. On a computer, tap Expand for a tall panel on the right; tap Shrink or press Esc to make it small again. Clear chat deletes the conversation from your device.
Example: on Monday morning Tom asks what's waiting for me? and gets 6 timesheets, 1 leave request and 2 flagged punches, with Open Approvals. He then asks who's over 38 hours this week?; it lists Leo at 41.5 h with a bar chart. Maya asks how do I swap my Saturday shift with Leo? and gets the steps: My shifts → your shift → Can't make it? → Swap.