Check in and out at work - Online Service

Before you start

Check in and out at work (CIaO) is the online presence registration service for the cleaning sector.

Through this service, workers (employees, self-employed workers, temporary workers and trainees) record their presence at the workplace in real time.

There are three ways to access the online service:

  • by scanning the QR code on the ‘Declaration of Works’ poster,
  • by using the employer's customised link, or
  • via the social security portal.

Using a QR code

When a QR code is scanned, the worker is directed to the authentication page. After authentication, the registration screen is displayed. In this case, the Declaration number is pre-filled and cannot be modified.

Access via a CIaO link

The worker receives a URL by SMS or email providing access to the Check in and out at work online service. Accessing the service redirects the worker to the authentication page.

After authentication, the home screen is displayed.

Using the social security portal

The CIaO online service can also be accessed via the social security portal.

Authentication is performed via CSAM, using a recognised digital identity.
Depending on the user’s profile and country, different authentication methods may be available.

CSAM login screen showing the available digital authentication methods.

Once logged in, the user’s first name and national registration number are displayed at the top of the screen.

CIaO home page showing the logged‑in worker’s name at the top together with the language interface selection.

The interface language can be changed using the arrow next to the first name. The application is available in French, Dutch, German or English.

Selecting another language reloads the application in the selected language. 

Registrations already made for the current day are displayed below the header, from the most recent to the oldest. If no registration has yet been made, a message is displayed.

  CIaO home page showing the logged‑in worker’s name at the top, followed by the current date and an empty list of registrations with the message “There are no records for today yet”. The “New registration” button is displayed at the bottom of the screen.   CIaO home page showing the logged‑in worker’s name at the top, followed by the current date and a list of IN and OUT registrations with their time and associated company number. The “New registration” button is displayed at the bottom of the screen.

To create a new registration, push the New registration button. The registration screen is displayed.

Registration form

The registration form contains the following fields:

Registration form with current date and time, company number, declaration number, and place of performance, showing IN and OUT buttons and the last IN registration.

  • Current date/hour: 

This field is filled in automatically and cannot be changed.

  • Company number: 

This field is mandatory.

  • If the worker performs activities for a single employer, the company number is filled automatically. 
  • If activities are performed for multiple employers, the application proposes a list of employers:
    • employers for whom there is an active contract (Dimona or Limosa);
    • employers for whom registrations were created during the current year (maximum five).
  • If the employer is not listed, enter:
    • the company number for a Belgian company;
    • or the VAT number for a foreign company.

A history of company numbers used during the last 30 days is maintained (maximum five entries).

  • Declaration number:

When accessing the service via QR code, the declaration number is filled in automatically. Otherwise, the application proposes the last 15 declaration numbers used, sorted from most recent to oldest. If the number is not listed, it must be entered manually. 
Entering the Declaration of Works number is strongly recommended. If the declaration number is not known, the ‘Unknown’ option must be selected from the drop-down list.

  • Place of performance:
    • GPS coordinates:

      If location sharing is enabled, GPS coordinates are automatically displayed. This is the preferred method.

      Place of performance field showing automatically generated GPS coordinates based on geolocation.

    • Free-text address:
      If location sharing is not enabled or cannot be activated, the address of the place of work must be entered as accurately as possible (e.g.: Zuidlaan 100, PO Box 5, 1000 Brussels).

As this is not the preferred solution, you may wish to change or reactivate location authorisation. In that case, the page must be refreshed to load the GPS coordinates.

The address can be entered in two ways:

  • Option 1:
    Select an address previously used via the drop‑down list under Place of performance.

Registration form showing the current date and time, with empty company number and declaration number fields. The place of performance section displays the message “GPS location denied” and an arrow highlights the button used to open a drop‑down list of addresses. A link to the help website is displayed at the bottom of the screen.

  • Option 2:
    Select Enter a new address.
  1. Enter the postcode or municipality, select the proposed municipality.
  2. Select or enter the street name.
  3. Street number and box number are optional.

Registration form showing the current date and time, a pre‑filled company number, and an empty declaration number field. The place of performance section displays the message “GPS location denied” and shows the municipality selected, with fields to manually enter the street, number and box. The IN and OUT buttons are displayed at the bottom.
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  • IN / OUT registration:

Select IN at the start of the activity and OUT at the end.
The system proposes the most likely option based on the previous registration.

IN registration

Enter the Company number and the Declaration number if they are not already filled in, then confirm the registration. 

Completed registration form showing the current date and time, company number, declaration number, and place of performance. The IN and OUT buttons are displayed, with the IN option highlighted, indicating that a check‑in can be performed.

OUT registration

Two options are available.

  1. With geolocation enabled.

    A confirmation message (Are you stopping work?) is displayed at the top of the registration list. Confirming the message immediately records the OUT registration.

    CIaO home page displaying the worker’s name, the current date, a list of registrations, a “Stop working?” prompt with an OUT button, and the “New registration” button.  Confirmation screen for an OUT registration, indicating that the registration has been completed, with “Back to list” and “Log out” buttons.

  2. Manual completion.

Enter the Company number and Declaration number if necessary, then confirm the registration.

Registration form with all fields completed, showing active IN and OUT buttons for submitting the registration.

After confirmation, the following information is displayed:

  • Type of registration (IN or OUT)
  • Date
  • Record time
  • Company number
  • Declaration number
  • Place of performance (GPS coordinates or free-text address)
  • Name of the company

 Confirmation screen indicating that an IN registration has been added, displaying the registration details: type of registration, date, time, company number, declaration number, place of performance, and employer name. Two action buttons are available: “Back to list” and “Log out”.

From this screen, it is possible to log out or return to the list of registrations.

The registration list is displayed by default after login via the CIaO link.
It can also be accessed via:

  • the Back to list link on registration screen, or
  • the Back to list button of the registration confirmation screen.

List of registrations

Registrations for the current day are displayed by default, with the most recent first.
If no registration exists for the selected day, a message is shown.
List of registrations for the current day, with the “New registration” button displayed at the bottom of the screen.  CIaO home page showing the logged‑in worker’s name, the current date, an empty list of registrations, and the “New registration” button.

Each registration card displays:

  • Registration type (IN or OUT)
  • Hour
  • Company number

Summary screen for an IN registration, displaying the key details of the registration.

Expanding a card displays additional information:

  • Name of the company
  • Declaration number
  • Place of performance

Detail view of an IN registration, showing all recorded information related to the registration.

Note – Visibility of registrations

A worker may see registrations in the application that they have not entered personally. The list displays all registrations linked to the worker concerned, regardless of the channel through which they were recorded.

This includes registrations made:

  • via a smartphone,
  • via a badge reader, and
  • via the applications used by the NSSO or by employers.

Registrations on another date 

Selecting the calendar icon opens the calendar.

A date can be selected to display registrations made on that day.

The arrows allow navigation by one day.

  • The right arrow is greyed out for future dates.
  • The left arrow remains available for past dates.

When navigating, the date is updated and the registrations are displayed.

Current date displayed with a calendar icon, allowing navigation to previous or next dates.

To enable geolocation on a smartphone, settings must be checked at three levels: 

  1. the smartphone operating system
  2. the browser used to access the CIaO online service
  3. the CIaO online service itself

Note: The names and location of these settings may vary depending on the device, operating system version, browser, and language used.

iOS (Safari)

Ensure that location services are enabled on the smartphone and that location access is allowed for the Safari browser.

When logging in to the CIaO online service, grant access to the device location when prompted.

Refresh the CIaO page to load the GPS coordinates.

Android (Chrome)

Ensure that location services are enabled on the smartphone and that location access is allowed for the browser.

When prompted during login, allow access to the device location either while using the application or for the current session.

GPS coordinates are then displayed automatically in the Place of performance field.

Logo Funded by the European Union – NextGenerationEU

Funded by the European Union – NextGenerationEU. Views and opinions expressed are however those of the author(s) only and do not necessarily reflect those of the European Union or European Commission. Neither the European Union nor the European Commission can be held responsible for them.

National Social Security Office (NSSO)

You can also get in touch via our Contact page.