Z8 Clocking System

Z8 Clocking System V5.3.0 — Last updated: May 2026

1. Acceptance of Terms

By accessing and using the Z8 Clocking System V5.3.0 ("the System"), you agree to be bound by these Terms and Conditions. If you do not agree, do not use the System. Continued use constitutes acceptance of any updated terms. Tenant admins must accept these terms during registration and login.

2. System Purpose & Overview

The Z8 Clocking System is a multi-tenant workforce management platform designed for South African businesses. The system provides:

• Employee time and attendance tracking (clock in/out via ID, cellphone, photo with ID verification, fingerprint with ID verification, or admin batch)
• Full attendance record management — admins can add, edit, and delete attendance entries
• Payroll calculations with SA tax compliance (PAYE 2025/26 & 2026/27 brackets, UIF, age-based rebates)
• PDF generation with full month calendar view, total hours summary, company letterhead, and CONFIDENTIAL watermarks (payslips, attendance registers, summary reports, tax invoices)
• Document management (CV, ID/Passport, POPIA and other compliance documents)
• Biometric verification — photo clocking with ID verification, fingerprint scanning with ID verification, digital signatures
• Multi-tenant architecture with company isolation and server synchronisation
• Billing & invoicing system for tenant subscription management
• Email notifications for approvals, suspensions, payment reminders, and system updates
• Cross-platform support — works as a web app, PWA (installable), Android app, iOS app, and desktop app (Windows, macOS, Linux)

3. Multi-Tenant Access & Roles

• System Support Team (Z8 Admin): Manages all tenants via the Support Team Panel — approves/rejects registrations, creates admin accounts, sends notifications, manages billing and invoices, and configures system settings including SMTP and banking details.
• Tenant Admin: Manages their own company's workers, attendance, payroll, and settings using a unique tenant code (e.g. AB1234). Tenant admins are responsible for their company data and must maintain regular backups.
• Workers/Employees: Can self-clock using identity verification methods. Workers do not have direct system access beyond clocking.
• Each tenant's data is fully isolated — no tenant can access another tenant's information.

4. Registration & Tenant Obligations

• New companies must register via the Registration form and await approval from the System Support Team.
• Upon approval, a unique tenant code is generated and communicated via email.
• You are responsible for maintaining the confidentiality of your tenant code and admin access code.
• All data entered into the System must be accurate, truthful, and lawfully obtained.
• You must comply with the South African Basic Conditions of Employment Act (BCEA), Labour Relations Act (LRA), and related legislation.
• Data Backup: Tenants are strongly encouraged to regularly export/backup their company data using the Export JSON function in Company Settings. Z8 (PTY) LTD is not responsible for data loss due to failure to maintain backups.
• You must ensure your server and database are properly secured when using the server sync feature.
• You must not share tenant codes with unauthorised persons.

5. Data Storage, Backup & POPIA Compliance

• Step 1 — Server Storage: All registered tenant information (company details, workers, attendance, payroll) is stored on the Z8 server to enable cross-device access and administrative management by the Support Team.
• Step 2 — Local Storage: The System also stores data locally in your browser using IndexedDB for offline access and faster performance.
• Step 3 — Data Backup (IMPORTANT): Tenants are strongly encouraged to regularly export/backup their company data using the Export JSON function in Company Settings. Z8 (PTY) LTD is not responsible for data loss due to failure to maintain backups.
• Step 4 — POPIA Compliance: You must comply with the Protection of Personal Information Act (POPIA) when handling employee personal data, including but not limited to: ID numbers, banking details, biometric data, contact information, and uploaded documents.
• Employee biometric data (signatures, fingerprints, photos) must be collected with proper consent. Photo and fingerprint clocking require additional ID number verification to ensure identity accuracy.
• Attendance records may be added, edited, or deleted by tenant admins. All changes are logged in the Activity Log for audit purposes. Admins are responsible for the accuracy of manually modified records.
• Document uploads (CV, ID copies, POPIA forms) are stored as base64 data. You are responsible for securing this data in accordance with POPIA.
• You must have a lawful basis for processing employee personal information and must inform employees of how their data is used.
• By using this system, you agree that your company data will be stored on the Z8 server and you accept full responsibility for maintaining regular backups of your data.

6. Billing, Payments & Subscriptions

• Registration Fee: A once-off fee of R500.00 (excl. VAT) is payable upon tenant registration and approval.
• Monthly Subscription: R250.00 (excl. VAT) per month per active tenant, invoiced by the System Support Team.
• Invoices are generated via the Support Team Panel and sent to the tenant admin's registered email address.
• Payment must be made within 30 days of the invoice date via EFT to the Z8 banking details provided on each invoice.
• The tenant code must be used as the payment reference for all EFT payments.
• Overdue accounts (30+ days unpaid) may result in account suspension until payment is received.
• Z8 (PTY) LTD reserves the right to modify pricing with 30 days written notice to all active tenants.

7. Payroll Calculations & Tax

• SA PAYE tax brackets are available for the 2025/2026 and 2026/2027 tax years. Age-based rebates are applied: Primary (all taxpayers), Secondary (65+), and Tertiary (75+). Age is auto-detected from SA ID numbers.
• UIF is calculated at 1% of gross pay, capped at R17,712 per month.
• These calculations are provided for estimation purposes only and should not be relied upon as the sole basis for tax reporting.
• The employer is responsible for verifying all payroll calculations with a qualified tax practitioner, accountant, or payroll professional.
• Overtime is calculated per SA labour law: 1.5× for after-hours/Saturdays, 2.0× for Sundays/public holidays.
• Z8 (PTY) LTD is not liable for any errors, omissions, or discrepancies in tax calculations or payroll processing.

8. Server & API Configuration

• Server configuration and API setup are managed exclusively by the Z8 System Support Team via the Support Team Panel.
• Server connection is automatically detected — tenants do not need to configure any server settings.
• For technical server setup enquiries, contact the Support Team at support@z8.co.za.
• The system supports multi-device access. All devices connect to the same Z8 server for data synchronisation.
• SMTP configuration for email notifications is managed by the Support Team.

9. Limitation of Liability

The System is provided "as is" and "as available" without warranty of any kind, express or implied. Z8 (PTY) LTD shall not be liable for any direct, indirect, incidental, special, consequential, or punitive damages arising from or related to the use, inability to use, or performance of this System, including but not limited to data loss, business interruption, or financial loss.

10. Intellectual Property

The Z8 Clocking System and all related software, designs, logos, and documentation are the intellectual property of Z8 (PTY) LTD. Unauthorized reproduction, distribution, modification, reverse engineering, or resale is strictly prohibited.

11. Account Suspension & Termination

• The System Support Team may suspend or terminate a tenant account for breach of these terms, non-payment, or misuse of the system.
• Upon suspension, the tenant admin will be notified via email and will be unable to log in until the issue is resolved.
• Upon termination, tenant data may be permanently deleted after 90 days. Tenants are advised to export their data before termination takes effect.

12. Service Availability & Updates

Z8 (PTY) LTD reserves the right to modify, update, or discontinue the System at any time. System updates may include changes to features, tax calculations, security patches, or other improvements. Tenants will be notified of significant changes via the Support Team notification system.

13. Governing Law & Jurisdiction

These Terms are governed by and construed in accordance with the laws of the Republic of South Africa. Any disputes arising from or in connection with these Terms shall be subject to the exclusive jurisdiction of the courts of the Republic of South Africa.

14. Banking Details

All payments must be made to the following account using your tenant code as payment reference:

• Account Holder: Z8 (PTY) LTD
• Bank: Nedbank
• Account Number: 1318125715
• Account Type: Current/ Cheque
• Branch Code: 198765
• Reference: Your tenant code (e.g. AB1234)

15. Contact Information

For enquiries, support, billing queries, or to report issues:

• Website: z8.co.za
• Email: support@z8.co.za
• Version: V5.3.0 (Multi-Tenant, Production)

Z8 Clocking System V5.3.0 — Complete Guide

Getting Started (V5.3.0)

The Z8 Clocking System is a multi-tenant workforce management platform for South African businesses. Each company gets a unique tenant code, its own isolated data, and can be managed from any device.

Login & Registration

• Tenant Login: Enter your unique tenant code (e.g. AB1234) provided by the System Support Team. This gives you access to your company's workspace.
• Local Mode: Available for offline/local-only use without server sync. Contact the Support Team for local access credentials. Data is stored in your browser only.
• Register: New companies can register by clicking the "Register" tab and filling out company details. You must accept the Terms & Conditions during registration. The System Support Team will review and provide a tenant code via email.
• Terms & Conditions: All users must accept the Terms & Conditions before using the system. T&C are shown during registration and available from the login screen.
• System Support Team: The support team manages all tenants, billing, notifications, and system configuration.

Important: Protected areas (Workers, Calendar, Register, Payroll, Settings) require your admin access code. This code is provided by the Support Team — keep it confidential and do not share with workers.

Server & Multi-Device Access

• Step 1: Server setup and configuration is handled by the Z8 System Support Team. No technical setup is required from tenants.
• Step 2: When the server is connected, a green indicator appears on the login screen confirming the connection.
• Step 3: All your data is stored on the Z8 server, allowing access from any device (phone, tablet, PC) with internet.
• Step 4: Data syncs automatically between your browser and the server. Use Push/Pull in Settings to manually sync if needed.
• For server setup or connection issues, contact the Support Team at support@z8.co.za.

Clocking In / Out

• Step 1: Go to the Clock tab on the main dashboard.
• Step 2 — Worker Self-Clock: Workers identify themselves using one of these methods, then tap Clock In or Clock Out:
  • ID Number: Enter their SA ID or passport number.
  • Cellphone: Enter their registered cellphone number.
  • Photo: Capture or upload a photo, then enter the worker's ID number for verification. The system verifies the worker has a registered photo on file.
  • Fingerprint: Press and hold the fingerprint scanner for 2 seconds, then enter the worker's ID number for verification.
• Step 3 — Signature: A signature is captured with each clock event for audit purposes.
• Step 4 — Admin Clock: Select one or more workers, choose the action (In or Out), optionally set a manual time, then clock them in batch.
• Step 5 — Overtime: Auto-Detect uses the SA public holiday calendar. Saturdays are 1.5×, Sundays and public holidays are 2.0×.
• Step 6 — Lunch Break: Set lunch from/to times, or tick "No Lunch" if not applicable.

Managing Workers

• Step 1: Navigate to the Workers tab (admin access code required) and tap Add.
• Step 2 — Required Info: Enter first name, last name, ID number, cellphone.
• Step 3 — Optional Info: Employee code, position, department, hourly rate, date engaged, highest qualification (16 SA levels from No Formal to Doctorate).
• Step 4 — Documents: Upload CV, ID/Passport copy, and other documents (POPIA, contracts). Documents are stored with the worker record.
• Step 5 — Bank Details: Bank name, account number, branch code, account type for payroll.
• Step 6 — Biometrics: Photo, signature, and fingerprint registration for attendance verification.
• Step 7: Use Edit to update any worker, or Delete to remove.

Biometric Verification (Photo & Fingerprint)

• Photo Registration: When adding or editing a worker, upload or capture a photo in the Biometrics section. This photo is stored with the worker record.
• Photo Clocking: To clock in/out via photo, the worker must: (1) capture/upload a photo, (2) enter their ID number for verification. The system confirms the worker has a registered photo on file before allowing the clock event.
• Fingerprint Registration: In the worker add/edit form, press and hold the fingerprint scanner for 2 seconds until it turns green. The fingerprint status is saved with the worker record.
• Fingerprint Clocking: To clock via fingerprint, the worker must: (1) press and hold the fingerprint scanner for 2 seconds, (2) enter their ID number for verification. The system confirms the worker has a registered fingerprint before allowing the clock event.
• Signatures: Digital signatures are captured during clock in/out events and stored with each attendance record. Signatures appear on PDF attendance registers and payslips.
• POPIA: Biometric data must be collected with proper consent. Ensure all employees have signed POPIA consent forms before registering biometric data.

Z8 Banking Details

Calendar & Register

• The Calendar shows attendance dots: green (full day), orange (partial), pulsing green (currently active). Click any day for details.
• The Register shows a detailed table with filters by date, worker, and status.
• Add Records: Use Manual Entry to add backdated or corrected attendance records with date, time in/out, lunch break, holiday flag, and notes.
• Edit Records: Click the Edit button on any attendance row to modify date, times, lunch break, holiday status, or notes. All edits are logged in the Activity Log.
• Delete Records: Click the Delete button to remove an attendance record. A confirmation dialog shows the record details before deletion. All deletions are logged.
• Export data as CSV or generate a PDF attendance register with full month calendar view, colour-coded days (green=full day, orange=partial, red=holiday), total hours summary, and company letterhead.

Payroll

• Step 1: Go to the Payroll tab (admin access code required).
• Step 2: Select a worker (or "All Workers"), month, and hourly rate. Set OT multipliers and standard hours/day.
• Step 3: Add bonus, incentive, and any number of additional deductions.
• Step 4 — SA Tax: Auto-calculates UIF (1% capped at R17,712/mo) and PAYE using 2025/26 or 2026/27 brackets with age-based rebates (Primary, Secondary 65+, Tertiary 75+). Age is auto-detected from SA ID number. Toggle off for manual rates.
• Step 5 — Summary Approval: Fill in Approved By, Position, Signature, and Date for the Summary Payroll PDF.
• Step 6: Choose Separate Pages (one payslip per page) or Combined (multiple per page), then generate.

PDF Reports

• Payslips: Two-box layout (Earnings left, Deductions right) with company letterhead, employee details, date engaged, and qualification.
• Summary List: Complete payroll summary with approval fields (Approved By, Position, Signature, Date).
• Attendance Register: Includes a full month calendar grid with colour-coded days (green=full day 6h+, orange=partial, red=holiday, grey=weekend), total hours worked summary per worker, and grand total. Filterable by date and worker.
• Worker Reports: Individual worker attendance register with month calendar, hours breakdown, and payslip with detailed earnings/deductions.
• Tax Invoices: Professional PDF invoices generated from the Billing tab with Z8 banking details and payment terms.
• All PDFs include: company letterhead with logo, contact email (support@z8.co.za), CONFIDENTIAL watermarks, signature lines for employee and director/supervisor, and generation timestamp.

Company Settings & Data Backup

• Step 1: Click the gear icon (admin access code required) to open Company Settings.
• Step 2: Set your company name, logo, registration numbers (Reg, VAT, PAYE, UIF), working hours, letterhead colour and image.
• Step 3 — Save Locally: Use Save Local to store data in your browser. Use Load Local to restore.
• Step 4 — Export/Import: Use Export JSON to download a backup file. Use Import JSON to restore from a backup file. Use Export SQL to download data in SQL format.
• Step 5 — Server Sync: Use Push to Server to upload your data to the Z8 server. Use Pull from Server to download data from the server to your browser.

Support & Contact

Z8 Clocking System V5.3.0 — Support Team Edition — Last updated: May 2026

1. Support Team Role & Responsibilities

• The Support Team manages all tenants, approves/rejects registrations, creates admin accounts, sends notifications, manages billing and invoices, and configures system settings.
• Support Team members must protect all access codes (Support Code, tenant codes) and never share them with unauthorised persons.
• All actions taken via the Support Team Panel are logged and auditable.

2. Tenant Data Management

• All registered tenant data is stored on the Z8 server. The Support Team is responsible for ensuring server uptime and data integrity.
• Tenant data must be handled in accordance with POPIA. Never share one tenant's data with another tenant.
• Encourage all tenants to regularly backup/export their data using Export JSON in Settings.
• Tenant accounts may be suspended or terminated for breach of terms or non-payment.
• Upon termination, tenant data must be retained for 90 days before permanent deletion.

3. Billing & Financial Obligations

• Registration Fee: R500.00 (excl. VAT) once-off per tenant.
• Monthly Subscription: R250.00 (excl. VAT) per active tenant.
• All invoices must be generated via the Billing tab and sent to the tenant admin email.
• Banking details on invoices must be accurate. Update via the Settings tab if banking details change.
• Overdue accounts (30+ days) may be suspended. Always send a Payment Reminder notification before suspending.

4. Server & Technical Configuration

• The API URL, database credentials, and SMTP settings are configured exclusively via the Support Team Panel and z8_api.php.
• Server information must never be exposed to tenants or workers. API URLs and server config are hidden from the tenant dashboard and login screen.
• PHPMailer-master must be installed on the server for email notifications to function.
• CORS must be configured for cross-device access.

5. Security Protocols

• The Support Team access code (Z826550) must be kept strictly confidential.
• Admin code (260055) for local mode must never be shared with workers — it is for tenant admins only.
• Tenant codes serve as admin access codes for protected areas. Instruct tenant admins to keep their codes private from workers.
• Never display server URLs, API endpoints, or access codes on screens visible to workers.

6. Notification & Communication

• All official communications to tenants must be sent via the Notification system (email) in the Tenants tab.
• Use the provided templates (Approval, Suspension, Rejection, Payment Reminder, Paid Confirmation, Welcome) for consistency.
• The support email (support@z8.co.za) must be the primary contact method displayed to all users.

7. Contact

support@z8.co.za | z8.co.za

Z8 Clocking System V5.3.0 — Support Team Guide

Step 1 — Accessing the Support Panel

• Triple-click the Z8 logo on the login screen to reveal the Support Team login pane.
• Enter the Support Team code to log in.
• The Support Panel has 4 tabs: Dashboard, Tenants, Billing, Settings.

Step 2 — Dashboard Overview

• View active tenants, pending registrations, paid/overdue invoices, and total revenue at a glance.
• Use Quick Actions to navigate to common tasks.
• Z8 Banking Details are displayed for reference.
• Pending registrations appear in a preview section for immediate action.

Step 3 — Managing Tenants

• Add New Admin: Enter company letters (2), click Generate to create a unique code (e.g. AB1234), fill in company and admin details, then click Create.
• Approve Registrations: Pending registrations appear in the Tenants tab. Click Approve to generate a code and send it via email.
• Edit Tenant: Click Edit on any tenant to modify details. Changes appear in a modal over the panel.
• Send Notification: Click Notify to email a tenant. Use Quick Templates for standard messages.
• Suspend/Activate/Delete: Use the action buttons on each tenant row.

Step 4 — Billing & Invoicing

• Create Invoice: Select tenant, choose type (Registration R500 / Monthly R250), set date and description.
• View Invoices: All invoices with colour-coded status (green=paid, orange=pending, red=overdue).
• Mark as Paid: Click the green tick on pending/overdue invoices.
• Download PDF: Click the PDF icon to download a professional invoice.
• Send Invoice Email: Click the email icon to send the invoice to the tenant admin.

Step 5 — Settings Configuration

• System Info: Update system name and support email.
• API Server: Enter and save the API URL. Use Re-detect to auto-find the API.
• Banking Details: Edit bank name, account name, number, branch code, and type. Click Save Banking Details to persist changes. These appear on all PDF invoices.
• Legal: View and review the Tenant T&C, Tenant How To Use, Support Team T&C, and Support Team How To Use guides.

Step 6 — Sending Notifications

• All notifications are sent via email to the tenant admin's registered email address.
• SMTP must be configured on the server (PHPMailer-master installed alongside z8_api.php).
• Use the 6 built-in templates: Approval, Suspension, Rejection, Payment Reminder, Paid Confirmation, Welcome.
• You can customise the subject and message before sending.

Support Contact