CICO Guide 0.5

How to Guide

CiCo (Clock in Clock out) application

Business Training Services
Version 0.5
Page 0 of 27
Table of Contents
Introduction .................................................................................................................. 2
CiCo processes ............................................................................................................ 2
Synchronising data between CiCo and BOSS ............................................................. 4
Logging in to CiCo ....................................................................................................... 5
Allocations List ............................................................................................................. 6
Clocking in to exams using CiCo Cards ....................................................................... 7
Clocking out of exams using CiCo Cards .................................................................. 13
Venue Staff absence.................................................................................................. 19
Adding Venue Staff .................................................................................................... 23
Manual clocking in and clocking out exams ............................................................... 27

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Introduction
CiCo (Clock In Clock Out) is a new application, available on Android version 6
smart devices, to enable Supervisors, or Venue Staff with Senior Role,
to clock in and clock out Venue Staff when they arrive and leave the exam
venue.
CiCo will replace Venue Staff paper log in/out record sheets (also known as
Venue Staff paper timesheets), resulting in more accurate time logging and
less administrative burden.
This guide is for Supervisors, Venue Staff with Senior Role, and British
Council Exams Teams who need to cascade CiCO information to Supervisors
and Venue Staff with Senior Role.
See the CiCo processes section below for a breakdown of individual tasks and
who is responsible for doing them.
If you have any questions about CiCo, please contact your British Council
Exams Team.
CiCo processes
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Synchronising data between CiCo and BOSS
CiCo will automatically synchronise with BOSS (British Council Exams Back
Office Scheduling System) if the smart device is connected to WiFi, 3G or 4G,
and the Supervisor or Venue Staff with Senior Role is logged into CiCo.
This means that Venue Staff assigned to the exam in BOSS will appear in
CiCo on the day of the exam, and Venue Staff clock in and clock out times
along with any exception reasons will appear in BOSS after the exam.
It is therefore essential that the Supervisor or Venue Staff with Senior Role
turns on the smart device, connects to WiFi, 3G or 4G and logs into CiCo on
the day of the exam before going to the venue, so the latest data in BOSS is
automatically synchronised with CiCo.
If it is not possible to connect the smart device to WiFi, 3G or 4G at the venue,

the Supervisor or Venue Staff with Senior Role can still use CiCo to clock in
and clock out Venue Staff offline. However, data will not synchronise with
BOSS until the smart device is connected to WiFi, 3G or 4G, and the
Supervisor or Venue Staff with Senior Role logs into CiCo after the exam.
There is no option to manually synchronise data with BOSS.
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Logging in to CiCo
Launch the CiCo application on the smart device.
You will be taken to the CiCo log in page, example shown below.
Enter your username and password and click on the

button.
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Allocations List
You will be taken to the Allocations List page, example shown below.
The Allocations List page shows details of today’s exams that you are the
Supervisor or Venue Staff with Senior Role for. This includes venue name,
venue address, building floor, exam room name/number, Venue Staff start and
end times, assigned tasks such as exam materials pickup, exam materials
return and if you have Venue Staff with Senior Role status, and any special
instructions.
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Clocking in to exams using CiCo Cards
Note the Supervisor or Venue Staff with Senior Role must clock in to the
exam first, before they clock in all other Venue Staff.
On the Allocations List page, click anywhere on the exam that you want to
clock in to.
You will be taken to the Exam page, example shown below.
The Exam page shows all Venue Staff that are assigned to the exam in the
expanded Not Clocked In section. The numbers alongside indicate the number
of Venue Staff that have not clocked in by the total number of Venue Staff
assigned to the exam.
The suited person icon appears alongside the Supervisor or Venue Staff
with Senior Role.
The exam materials pick up icon and exam materials return icon appear
alongside the Venue Staff assigned to these tasks.
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Place your CiCo Card on a table avoiding any bright lights above or to the
side, example shown below.
Click on the button.
The camera on the smart device will turn on automatically.
Using the red line on the camera as a guide, hold the smart device
approximately 20cm away from the QR Code on the CiCo card.
You will be taken to the Exam Staff page for yourself, example shown below.
The Exam Staff page repeats details of the exam that you are the Supervisor
or Venue Staff with Senior Role for, but also shows your picture and Venue
Staff role at the top.
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If you are tasked with exams materials pick up, a pop up box will appear for
you to confirm whether you completed the task or not, example shown below.
If you did pick up exams materials, click on the option. If you did not pick
up exams materials, click on the option
If you are clocking in more than 15 minutes earlier than your Venue Staff start
time, an Exception Reason Early Arrival page will appear, example shown
below.
If you have arrived early because the British Council Exams Team has agreed
that you can start work earlier than your planned Venue Staff start time and be
paid for the additional time worked, click on the radio button alongside Early
Arrival (Paid).
If you have arrived early, but will not start work until your planned Venue Staff
start time, click on the radio button alongside Early Arrival (Unpaid).
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If you are clocking in more than 15 minutes later than your Venue Staff start
time, an Exception Reason Late Arrival page will appear, example shown
below.
If you have arrived late due to illness, click on the Late Illness radio button.
If you have arrived late due to travel delays, click on the Late Traffic radio
button.
If you have arrived late due to a family related emergency, click on the Late
Family Issue radio button.
If you have arrived late due to exams materials pick up delays, click on the
Late Exams Materials Pick Up radio button.
If you have arrived late for any other reason, click on the Late Other radio
button.
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You will be taken back to the Exam Staff page for yourself, example shown
below.
The Exam Staff page contains the same information as before, but also shows
the clocked in time at the bottom.
Click on the Back icon .
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You will be taken back to the Exam page, example shown below.
You will now appear in the expanded Clocked In section. The numbers
alongside indicate the number of Venue Staff that have clocked in by the total
number of Venue Staff assigned to the exam. The numbers alongside the Not
Clocked In section indicate the number of Venue Staff that still need to clock in
by the total number of Venue Staff assigned to the exam.
The Supervisor or Venue Staff with Senior Role should now clock in all
other Venue Staff following these steps.
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Clocking out of exams using CiCo Cards
Note the Supervisor or Venue Staff with Senior Role must clock out all
other Venue Staff of the exam first, before they clock out of the exam
themself.
Go to the Exam page, example shown below.
The camera on the smart device will turn on automatically.
Using the red line on the camera as a guide, hold the smart device
approximately 20cm away from the QR Code on the CiCo card.
Page 13 of 27
You will be taken to the Exam Staff page for the Venue Staff selected,
example shown below.
If the Venue Staff selected is tasked with exam materials return, a pop up box
will appear for you to confirm whether they are going to do this task or not,
If the Venue Staff selected is going to return exam materials, click on the
option. If the Venue Staff selected is not going to return exam materials,
click on the option.
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If you are clocking out the Venue Staff selected more than 15 minutes earlier
than the Venue Staff end time, an Exception Reason Leave Early page will
appear, example shown below.
If the Venue Staff selected is leaving early due to illness, click on the radio
button alongside Left Early Illness.
If the Venue Staff selected is leaving early due to a family related emergency,
click on the radio button alongside Left Early Family Issue.
If the Venue Staff selected is leaving early for any other reason, click on the
radio button alongside Left Early Other.
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If you are clocking out the Venue Staff selected more than 15 minutes later
than the Venue Staff end time, an Exception Reason Late Stay page will
appear, example shown below.
If the Venue Staff selected is leaving late because the British Council Exams
Team has agreed that they can work later than their planned Venue Staff end
time and be paid for the additional time worked, click on the radio button
alongside Late Stay (Paid).
If the Venue Staff selected is leaving late due to reasons that were within their
control, click on the radio button alongside Late Stay (Unpaid).
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You will be taken back to the Exam page for the Venue Staff selected,
the clocked out time at the bottom of the page.
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The Venue Staff selected will now appear in the expanded Clocked Out
section. The numbers alongside indicate the number of Venue Staff that have
clocked out by the total number of Venue Staff assigned to the exam.
The Supervisor or Venue Staff with Senior Role should now clock out all
other Venue Staff, before they clock out of the exam themself, following
these steps.
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Venue Staff absence
If the Supervisor or Venue Staff with Senior Role is absent, Venue Staff
need to contact the British Council Exams Team immediately. The
British Council Exams Team will need mark one of the Venue Staff
present with the Senior Role, via the Venue View and Planning page in
BOSS. The Venue Staff with Senior Role will need to log in to CiCo on
the smart device and complete the clocking in and clocking out steps.
Note the Supervisor or Venue Staff with Senior Role must mark absent
any Venue Staff who do not arrive at the exam venue.
Go to the Exam page, example shown below.
In the Not Clocked In section, click on the Venue Staff that has not arrived at
the exam venue.
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Click on the More Options icon at the top-right of the page.
More options will appear at the top-right of the page.
If the Venue Staff selected has informed you, other Venue Staff or the British
Council Exams Team that they are going to be absent from the exam, click on
the option .
If the Venue Staff selected has not informed you, other Venue Staff or the
British Council Exams Team that they are going to be absent from the exam,
click on the option.
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absent at the bottom, example shown below.
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The Venue Staff selected will now appear in the expanded Absent section.
The numbers alongside indicate the number of Venue Staff that have been
marked absent by the total number of Venue Staff assigned to the exam.
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Adding Venue Staff
Note the Supervisor or Venue Staff with Senior Role can add Venue Staff
to the exam if the following conditions are met:
 Venue Staff need to be marked absent before Venue Staff can be

added to the exam, and the number being added cannot exceed
the number marked absent
 Venue Staff being added must not be assigned to a different exam

on the same day and at the same times in BOSS
 Venue Staff being added must meet location, Venue Staff role and
exam product and component format credentials for the exam in
BOSS
Go to the exam page, example shown below.
Page 23 of 27
You will be taken to the Add Staff page, example shown below.
In the Search field, start entering the name of the Venue Staff that you want to
add to the exam. This field has predictive text enabled, so the Venue Staff
name matches will start appearing below Search field, example shown below.
Click on the Venue Staff name.
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You will be taken to the Select Role page, example shown below.
The Select Role page shows Venue Staff roles that are required for the exam
that Venue Staff have made available by being marked absent.
Click on the Venue Staff role that you want to assign to the added Venue
Staff.
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You will be taken back to Exam page, example shown below.
The Exam page will show Venue Staff added to the exam in the expanded Not
Clocked In section.
You should now clock in the added Venue Staff in the usual way.
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Manual clocking in and clocking out exams
If Venue Staff fail to bring their CiCo Card to the exam venue, or scanning the
QR Code on the CiCo Card does not work, it is possible to manually clock in
and clock out Venue Staff as a work-around for this exam only.
The Supervisor or Venue Staff with Senior Role must report either of these
cases to the British Council Exams Team immediately after the exam.
On the Exam page, rather than following the scan QR code steps, click on the
relevant Venue Staff.
Click on the More Options icon at the top-right of the page.
More options will appear at the top-right of the page.
Click on the option or option as required, then follow the same

steps as detailed in the clocking in and clocking out of exams using CiCo
Cards to complete the process.
Page 27 of 27

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If it is not possible to connect the smart device to WiFi, 3G or 4G at the venue,

There is no option to manually synchronise data with BOSS.

Enter your username and password and click on the

You will be taken to the Exam page, example shown below.

Click on the button.

The camera on the smart device will turn on automatically.

Click on the button.

Click on the button.

Click on the Back icon .

Go to the Exam page, example shown below.

Click on the button.

The camera on the smart device will turn on automatically.

Click on the button.

Click on the button.

Click on the button.

Click on the Back icon .

Go to the Exam page, example shown below.

Click on the More Options icon at the top-right of the page.

More options will appear at the top-right of the page.

Click on the Back icon .

 Venue Staff need to be marked absent before Venue Staff can be

 Venue Staff being added must not be assigned to a different exam

Go to the exam page, example shown below.

Click on the button.

Click on the Venue Staff name.

Click on the Back icon .

Click on the More Options icon at the top-right of the page.

More options will appear at the top-right of the page.

Click on the option or option as required, then follow the same

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