Setting up and using the time clock

Create a time clock

This works on the web only.

1. 1Go to Time > Timesheets and click Add.
2. 2Setup: give the clock a Name.
3. 3Payroll cycle: choose how often you pay.
4. 4Location tracking: choose whether people have to share their location.
5. 5Jobs: add the jobs people clock in on.
6. 6Assignments: pick Smart groups or Specific users.
7. 7Admins: optionally name who looks after this clock. This does not give them any extra rights.
8. 8Check the Summary and click Create.

Go through the settings

On the card of the clock, open the three-dot menu and choose Settings. Save with Save changes. Edit defaults in the toolbar sets values for every clock that has no value of its own.

• Auto clock out is on by default, after 9 hours. The end time then becomes the start time plus those hours, not the moment someone really stopped. The employee is asked afterwards with Confirm your end time.
• Breaks default to manual, with a 30-minute lunch and a 15-minute rest break, both unpaid.
• Geolocation: add a place with Add site. On the web, type an address and choose Search, or enter a latitude and longitude yourself, then set a radius. There is no map to pick from.

A clock-in outside the zone is not refused. It is marked Out of zone, and approvers can be alerted. If sharing the location is required, someone without location access cannot clock in, even with no sites set up. With sites, the phone has to send a real location: a fake or too inaccurate one is refused.

Overtime

Overtime is set per clock: card > three-dot menu > Settings > General > Overtime & Pay rules. Overtime tracking is on by default and counts everything above Daily overtime after (8 hours) or Weekly overtime after (40 hours). Overtime multiplier (1.5) sets what those hours are worth in the export. Hours more than 4 above the daily limit always count double. The hours show in the Overtime column of the timesheet.

Clock in as an employee

1. 1Open Clock In/Out: on the web under My work, on the phone with the clock button on the home screen.
2. 2Choose Clock In and then your job, plus a site if that job has sites.
3. 3Take a break with Take a Break and carry on with Resume Work.
4. 4Stop with End Shift and confirm: End & save shift on the web, Confirm & Save on the phone.

• With two or more clocks you choose the right one first.
• You can have one open shift at a time.
• You cannot clock in on a locked day.

No connection? Your clock actions are saved on the device and sent as soon as you are back online.

See who is working

Open the clock with Open. The Today tab shows attendance, including Clocked in now, Late clock-ins and No-show. On the phone: Admin tab > Timesheets > tap the clock.

Correct hours

1. 1Open the Timesheets tab and choose an employee.
2. 2Change the time in the row, or add one with Add > Add shift. On the phone: day > shift > Edit shift.
3. 3Handle anything under Pending requests.

• A shift you add cannot be in the future.
• A time shows in the zone of the device someone clocked in on, so everyone sees the same time.

Approve and export

1. 1Choose Approve period. To change something afterwards, use Reopen period first.
2. 2Choose Export and the kind of report: Timesheets, Payroll totals, Shift report or Audit log.
3. 3If you connected a payroll system, use the three-dot menu > Push to payroll.

• A shift that is still running cannot be approved.
• Approving in the middle of a period locks only the days before it.
• Declining asks for a reason.
• You export these reports on the web. On the phone you can only export the timesheet of one employee, from Approvals.

What is not possible

• Creating or configuring a clock on the phone.
• Clocking in without a job.
• Picking a site on a map.