Subscribers to the Time & Attendance features can choose to include a Time Clock on their employees dashboards for tracking the hours they work each day.
Configuring Time Clock
Manage your timesheets, time clock access and overtime rules in the Time Clock configuration settings. On the main navigation menu, expand the Time and Attendance menu, then select Configuration. From there, select Time Clock.
Submitting Timesheets
Choose the frequency you want your employees timesheets to be submitted. Current options include weekly, biweekly, and monthly.
You can also select how many days you want to give supervisors to approve timesheets.
Note: Timesheets will be auto-approved after the selected number of days if the supervisor does not manually approve it.
Note: While supervisors have access to manage the timesheets of their direct reports, the business owner and users with admin level permissions also have access to all employees. Any employees without a direct manager can have their timesheet approved by the Owner and Admins.
Click on Change Time Period to configure the time sheet time periods.
Note: If you change the time period, the new time period will begin after the current time period ends.
Who Can Clock In And Out
Choose which Payroll types can access the time clock. You can customize to allow time clock access to specific Payroll types like Hourly, Salary, Commission or Volunteer employees or choose to allow access to all Payroll types.
Note: Employees must also be assigned a role in the Time & Attendance permission settings to access the time clock features.
Overtime Rule
Record any overtime of employee hours by configuring overtime rules. If a user clocks more than the selected number of hours, it will be considered overtime. You can then manage the pay rate amount for reporting purposes.
Note: You can input a custom pay rate by selecting the ‘Add your own’ option.
Enable Timesheets
Configure which employees you want to have timesheets here. Currently you must enable timesheets for All Employees but soon you will be able to specify which employees you want to enable timesheets for.
Clocking In & Clocking Out
Employees who are granted access to the time clock can use the feature to track their daily work time.
There are two places where employees can clock in and out. The first is on the Dashboard. The first card on the Dashboard will have a ‘Clock in’ button. When selected, the timer will begin and display the amount of time the user is clocked in. The employee will then see the button change to ‘Clock out’ and can clock out on this same card.
If the employee is clocking out for a meal or for a break, they can select the applicable option.
If the employee is clocking out for the day, they can select ‘Out’.
The second place an employee can clock in and out is in the Time Clock tab. This tab will bring up the employees time sheet and another time clock window.
Note: Employees must have a role assigned to them in the Time & Attendance permission settings and must have a payroll type selected in their directory profiles in order to be able to Clock In and Clock Out. If this is not set up then the employees dashboard will be missing these features.
Managing Time Cards
To manage time cards for employees, navigate to the Time Clock page. There you will see a list of employees and their time cards for the current time period.
Select an employee to view the day by day recorded hours. This is where you can also edit hours as needed.
Once a time period is done, time cards can be approved within the custom selected time period (ex. 3 days after a period ends, time cards may be approved). The time cards will be auto-approved if not manually done within the selected amount of days.
The amount of days allowed for approval can be adjusted in the Time and Attendance Configuration settings. Time & Attendance > Configuration > Time Clock.
Note: Employees will only be able to access their own time cards and Supervisors can access their direct reports.
Note: When a time period is in its approval time window, you will see the time cards for the previous period so you can approve.
To Approve a time sheet, select the desired employee, review the time sheet and when ready, click the Approve button at the top of the time sheet. You can also download the time sheet if desired by clicking on the download icon next to the approve button.
You can also approve time sheets in bulk from the time sheet employee summary page. To do this, select each employee you wish to approve and then click on the Approval button to approve all selected time sheets at one time.
Note: Time sheets cannot be approved until the approval time window opens. If you make edits to a time sheet that was already approved, you will need to reapprove the time sheet again.