Time & attendance system for a group with thousands of employees
I designed MyTime — the time & attendance system for the Astana Motors group with thousands of employees: work schedules, clock-in and clock-out, attendance analytics. I drove the product from research to release, expanding scenario coverage task by task — from factory shifts to the dealer network's flexible schedules.
Overview
- Product designer
- The time & attendance module for the Astana Motors group of companies. The audience's defining trait is high scenario variability: night and shift schedules, remote/hybrid/office formats in one system, cover-shift mechanics. Thousands of employees with very different levels of tech literacy use the system every day — from factory workers to executives
- Research, UI/UX design, branding, prototyping, testing, support
- WTM replaced Clockster across the Astana Motors group and launched into the external market. It covers more than 95% of the required functionality, automating workflows. Product NPS among HR – 78
- 2025-2026
Problem
Build a single time & attendance system that works equally well for the factories, the distributors and the dealer network.
The Astana Motors group brings together very different kinds of employees. The factories run thousands of people on simple 5/2 and 6/1 schedules. The dealer and distributor network is full of shift workers and complex flexible schedules. Each group has its own terminology, its own pains and its own needs.
The product covers the entire time-tracking loop — schedule planning, clock-in and clock-out, attendance analytics — so every decision had to work across all of these scenarios at once.
Approach
Before designing anything, I gathered data: surveys, tests, interviews.
- – Launched a quantitative survey of 38 HR staff and managers across the group — needed to cover the scenarios across every subsidiary of Astana Motors. Backed it with moderated usability tests and interviews
- – Ran 6 studies over the course of the product — one for each major task, from schedule planning to clock-in and clock-out.
- – The research surfaced differences in terminology and needs between the factories and the dealer network — this directly shaped the product's structure and wording.
- – Built extensibility into the architecture: after the first release the system took on new schedule types without a redesign.
Research
General survey on work schedules
A map of every time-tracking scenario in the group: the terminology, pains and needs of the factories and the dealer network. The baseline the other studies built on.
Planning work schedules
How HR and managers put together work schedules today: what the planning cycle consists of, where time gets lost and what has to be redone most often.
Testing schedule templates
Testing the template builder on real HR cases: can they assemble their own schedule from rules without hints, and where the flow breaks.
Temporary schedules and cover shifts
Deviations from the permanent schedule: cover shifts, temporary transfers and seasonal peaks — and how HR works around the tools to handle them.
Attendance analytics: what managers look at
The questions managers ask about attendance every week and the reports they build by hand — so the dashboard answers them without exports.
Clock-in and clock-out
How people clock in and out in real conditions: entries made through a device and the system.
Work schedules
From the factory 5/2 to the dealer network's shift cycles — any schedule can be described with a single builder.
Templates instead of manual markup
A schedule is described by rules: the cycle, working and rest days, allowed lateness and early leaves. A new schedule type is a new template — not a system redesign.
The whole team on one screen
Every employee's shifts for the week in a single timesheet: filters by department, employee and event, shift editing and attendance export for payroll.
Check-ins and events
Clock-in takes seconds on a phone, and everything that used to be paperwork became events on the schedule.
Events instead of paper requests
Business trips and public holidays live right on the schedule — with dates, a comment and the day's history: when they arrived, when they left and where they were.
Corrections and night shifts
An entry can be fixed manually — with a mandatory comment explaining why. A shift across midnight is a standard scenario, and sick leave, day off, business trip and training are selectable entry types.
Analytics
A manager sees the day's picture across the whole group without asking HR or exporting spreadsheets.
A day summary for the whole group
Who is on site, who is late, who is on vacation or a business trip — in percentages and by person. From the summary you can drill down to a specific employee and their events.
Outcomes
- 78
- ~300K
- 90%
- – All 38 surveyed HR staff gave positive feedback after the module's release.
- – 8 of them asked for special scenarios — night shifts, field work, flexible remote schedules. I took them on and shipped, expanding coverage.
- – New schedule types landed without reworking the architecture — proof of the system's extensibility.
- – The system handles ~4,500 check-ins a day; the module removed one of the blockers that kept clients from migrating off the previous solution.
