iiko integration — clock records and schedules in both systems

The iiko integration keeps employee clock records and the shift schedule the same in jeCheck and iiko. An employee can clock in with the jeCheck app (geolocation, QR or kiosk) — and an attendance record appears in iiko. Or they can open a shift with a card at the till — and a clock-in appears in jeCheck, with lateness calculated from the schedule. The section opens from Settings → iiko integration and is available on the Network and Enterprise plans.

What you need

• the iiko integration permission (administrators have it) — see Roles and permissions;
• an iikoCloud API key. Create it in iikoWeb → Settings → Integrations → API keys: select the venues to link and allow the employee sections (employees, positions, attendance, schedule, personal shifts). It’s best to create a separate key for jeCheck — it is easier to revoke and doesn’t interfere with other integrations;
• locations in jeCheck and employees with phone numbers, emails or employee numbers — employees are matched by them automatically.

If you work with an app from the iiko developer portal, choose the key type iiko developer app instead of the iikoWeb key and enter the App ID, Client secret and API key. For Syrve (iiko outside Russia), enter the server address from your contract via Different server address (Syrve).

Step by step: connect iiko

1. Paste the key. Open Settings → iiko integration, paste the API key and click Connect. jeCheck checks the key and loads venues, terminal groups, positions, attendance types and schedule types. The key is stored encrypted and isn’t shown after saving.
2. Check the locations. On the Locations tab, choose an iiko venue for each jeCheck location. Locations with identical names are linked automatically. Clock records of unlinked locations are not sent to iiko.
3. Match employees. On the Employees tab, click Update from iiko. jeCheck matches people by phone, email, employee number (it must equal the employee code in iiko) or full name — only when the match is unambiguous. For the rest, pick a match manually in the jeCheck employee column.
4. Set up the rules. On the Sync rules tab, choose how clock records are sent to iiko, set the Default iiko position and click Save rules.
5. Turn on instant receiving. In the Card at the till → jeCheck clock records block, click Connect webhook — then a shift opened at the till appears in jeCheck immediately rather than within 5 minutes.

The Overview tab shows the setup checklist, sync counters for the last 24 hours and the last error, if any.

How jeCheck clock records get into iiko

The jeCheck clock records → iiko block has three modes:

• As attendance after clock-out (recommended) — when an employee clocks out, a complete attendance record with clock-in and clock-out times is created in iiko. Works even if the till is off. If a manager corrects or deletes the clock record in jeCheck, the iiko attendance is corrected or deleted too.
• Open the shift on the till right away — a clock-in in jeCheck immediately opens the employee’s personal shift in iiko, a clock-out closes it. The employee can work at the till without a separate check-in. Each linked location needs a Terminal group on the Locations tab, and the till must be running.
• Don’t send — clock records stay in jeCheck only.

The attendance position is chosen like this: the shift position via the Positions table (jeCheck position → iiko position), otherwise the employee’s main position in iiko, otherwise the Default iiko position. The attendance type can be set in the Attendance type field.

Clock records are sent only for matched employees and linked locations, and only starting from the date in Sync records starting from (by default — the day you connected).

How till shifts get into jeCheck

Turn on Receive iiko attendance as clock records. When an employee opens a shift with a card at the terminal, a clock-in with the method “iiko” appears in jeCheck: it is linked to the scheduled shift, and lateness is calculated by the usual rules. When the shift is closed, the clock-out and worked hours appear.

With the webhook (Instantly (webhook)) the clock record appears right away. In addition, every 5 minutes jeCheck checks attendance for the last two days, and at night for the last week: this picks up attendance corrected in iiko and nothing is lost if the connection fails. If a time is corrected in iiko, it is corrected in jeCheck too — except for records a manager has already edited manually.

If an employee clocked in in both systems

Records of the same employee that overlap in time or start almost simultaneously are one shift: jeCheck links them and creates no duplicates either in jeCheck or in iiko. How far apart the start times may be is set in Treat as one shift if start times differ by no more than (30 minutes by default).

Whose time wins decides which time stays in both systems:

• jeCheck (geo, photo, QR) — the jeCheck time overwrites the iiko attendance;
• iiko (card at the till) — the till time overwrites the jeCheck clock record.

Shift schedule

• Send the published schedule to iiko — after the schedule is published in jeCheck, shifts of matched employees appear in the iiko schedule with the selected iiko schedule type. Changes and deleted shifts are sent with the next publication.
• Import the iiko schedule as drafts — shifts from the iiko schedule appear in jeCheck as drafts; a manager reviews and publishes them. Import them with Import schedule from iiko in the Sync for a period block.

Sync for a period and the log

In the Sync for a period block, pick the dates (up to two months) and click:

• Fetch attendance from iiko — receive attendance for the period, for example after connecting;
• Send clock records to iiko — send closed clock records for the period, for example after a connection failure;
• Import schedule from iiko — fetch the schedule as drafts.

No duplicates are created. Every send and every received attendance record is written to the Log tab. If iiko was unavailable, sending is retried automatically — after 1, 5 and 15 minutes, an hour and longer; you can also retry an error manually with Retry or Retry all errors.

To stop syncing temporarily, choose Connection → Pause sync. Disconnect iiko deletes links, rules and the log — clock records and shifts stay in both systems.

Create jeCheck employees in iiko

If an employee exists only in jeCheck, on the Employees tab click Create in iiko, select the people and click Create. The iiko code is the employee number (or “JC” plus the jeCheck user number), the venue is the employee’s home location, the position is the Default iiko position. The match is created automatically.

Frequently asked questions