Clocking In and Out

Using the Time Clock Card

If you are a user that enters your time-based activities in real-time mode or combination mode, then you will record the time you arrive and leave for the day and leave for and return from unpaid breaks (if unpaid breaks are enabled) from the Time Clock card on the Home screen. If you are in real-time mode, you can also transfer between cost centers and tasks from the Time Clock card, while combination modes can also "check in" to record a change in location.

The Clock transaction records your location (if location tracking is enabled), device begin and end date and time to the minute, in addition to the rounded begin and end date and time. The time is rounded based on your agency's rounding rule settings. For example, if you are set up for 15-minute rounding increments then:

Actual Time From	Actual Time To	Rounds To
7:53	8:07	8:00
8:08	8:22	8:15
8:23	8:37	8:30
8:38	8:52	8:45
8:53	9:07	9:00

Note: The Clock transaction rounded times must match the times recorded in your log transactions. Otherwise, you will see an error flag. You cannot edit or void Clock transactions. However, your manager can do so.

Real-Time Mode

Context:  

If you are a real-time mode user, when you log in to Time Tracking you will see the Time Clock card on the Home screen. The Time Clock card will include the Cost Center and Task drop-down lists so that your Staff Time Worked without Clients Log transactions can be created in tandem with your Clock transactions.

To clock in and out, transfer, and go to and return from unpaid breaks:

1. Click Home in the menu.

   You will see the Time Clock card. If you do not see this card you are an after-the-fact mode user and are not required to record actual begin/end times.

2. Select the appropriate Cost Center from the Time Clock card.

   Important: Your Default Cost Center may be selected initially. However, you can change it to a different cost center, if needed. If you do not see any cost centers in the list, contact your system administrator. If you do not see the Cost Center list at all, you are a combination-mode user and will record your log transactions separately from your clock transactions.

3. Select the appropriate Task.

   Important: The Task tied to your Default Wage Type and Primary Job Title may be selected initially, but you can change it to another task if needed. If you do not see any tasks in the list, contact your system administrator.

4. Select Clock In.

   

   The Status will change to show when you clocked in. Both an "open" (meaning only the begin time was recorded) Clock transaction and Staff Time Worked without Client Log transaction were created. You can view them by going to My Log. The Clock transaction is green and the Log transaction is yellow. The blocks have a ragged edge and an error flag because the end time has not yet been recorded.

   Important: Mouse over the block to view more details or click on it to open it.

   Important: If the transaction is less than one hour in duration you will not see any icons on the block in the condensed view. Select the + magnifying glass icon on the title bar to expand the Hours graph to make all icons visible. Select the - magnifying glass icon to condense the Hours graph again.

   

   The Clock Out and Transfer buttons now appear on the Time Clock card. If your agency is tracking unpaid breaks and has this feature enabled, the Out To Break button appears as well.

   

5. Once you are clocked in, from the Time Clock card you can:

   Select:	To record the Date/Time (and Location*) of when:
   Clock Out	You ended your shift. Both the Clock and Staff Time Worked without Clients Log transactions will be closed.
   Out To <Unpaid Break>	You left for an unpaid break. Both the open Clock and Staff Time Worked without Clients Log transactions will be closed and new open Unpaid Break Clock and Log Transactions will be created. You can view them by going to My Log. Note: <Unpaid Break> may have a different label such as "Lunch."
   Back From <Unpaid Break>	You returned from an unpaid break. Both the open Unpaid Break Clock and Log transactions will be closed and new open Clock and Staff Time Worked without Clients Log transactions will be created. You can view them by going to My Log. Note: <Unpaid Break> may have a different label such as "Lunch."
   Transfer (also select the new Cost Center and/or Task)	You stopped working at one cost center and task and began working at a new one. The open Staff Time Worked without Clients Log transaction will be closed and a new open Staff Time Worked without Clients Log transaction will be created. You can view it by going to My Log.

*If location tracking is enabled in Options.

Combination Mode

If you are a combination mode user, when you log in to Time Tracking you will see the Time Clock card on the Home screen. The Time Clock card records the date, time and location (if location tracking is enabled) of when you begin work, end work, change locations, leave for an unpaid break and return from an unpaid break. You will record worked time Log transactions separately via My Log or the Time Logging card.

To clock in and out, check in and go to and return from unpaid breaks:

1. Click Home in the menu.

   You will see the Time Clock card. If you do not see this card you are an after-the-fact mode user and are not required to record actual begin and end times.

2. Select Clock In.

   

   The Status will change to show when you clocked in. An "open" (meaning only the begin time was recorded) Clock transaction was created. You can view it by going to My Log. The Clock transaction is green and has a ragged edge. It will also have an error flag icon because the end time has not been recorded yet.

   Important: Mouse over the block or press and hold a block to view more details in or click or tap on it to open it for editing, etc.

   Important: If the Clock transaction is less than one hour in duration you will not see any icons on the block in the condensed view. Select the + magnifying glass icon on the title bar to expand the Hours graph to make all icons visible. Select the - magnifying glass icon to condense the Hours graph again.

   

   The Clock Out and Check In buttons will now appear on the Time Clock card. If your agency is tracking unpaid breaks and has this feature enabled, the Out To Break button appears as well.

   

3. Once you are clocked in, from the Time Clock card you can:

   Select:	To record the Date/Time (and Location*) of when:
   Clock Out	You ended your shift. The open Clock transaction will be closed and the status on the Time Clock card will be updated.
   Out To <Unpaid Break>	You left for an unpaid break. The open Clock transaction will be closed and a new open Unpaid Break Clock transaction will be created. You can view them by going to My Log. Note: <Unpaid Break> may have a different label such as "Lunch."
   Back From <Unpaid Break>	You returned from an unpaid break. The open Unpaid Break Clock transaction is closed and a new open Worked Clock transaction is created. You can view them by going to My Log. Note: <Unpaid Break> may have a different label such as "Lunch."
   Check In	You changed physical locations. The open Clock transaction will be closed and a new open Clock transaction will be created.

*If location tracking is enabled in Options.

Adding Clock Transactions from the Hours Graph

Only Review Log Managers and Approve Log Managers can add Clock transactions for staff, update or void them.

From the Hours graph:

1. Click Staff Log in the menu, set any needed filters and then select the appropriate Staff card.

   

   The Staff Log screen opens.

2. Select Add on the Hours graph.

   

   The Hours pop-up opens

3. Complete the following information and click Save.

   In this field:	Enter:
   Type	Select Clocked In Hours as the type.
   Date	The date staff started this Clock transaction. Note: Depending on your agency's settings, you may be restricted from entering a date a specified number of days in the past or future. If so, you will see an error message when you try to save.
   Begin Type	Clock In - If the Begin Time is the start of the staff's shift for the day. Back From Unpaid Break - If the Begin Time is the start of the shift after retuning from an unpaid break. Location Check In - If the Begin Time is the start of the shift after a location check in (if the staff has shifts at different locations). Out To Unpaid Break - If the Begin Time is the start of the staff's unpaid break. Clock Continuation From Last Week - If a shift crosses payroll week, the system will automatically break the Clock transaction into two. The one that begins the new week will have a Begin Type of Clock Continuation From Last Week.
   Begin	The unrounded or device time that staff started this Clock transaction. The Begin Time is required.
   End Type	Clock Out - If the End Time is the end of the staff's shift for the day. Open - If staff is still working. The End Time must be blank. Location Check In - If the End Time when staff checked in at another location (if the staff has shifts at different locations) Out To Unpaid Break - If the End Time is when staff's unpaid break began. Clock Continuation To Week - If a shift crosses payroll week, the system will automatically break the Clock transaction into two. The one that ends the first week will have an End Type of Clock Continuation To Next Week.
   End	The time staff ended this Clock transaction. Note: You cannot enter an End Time that is before the Begin Time.
   Notes	Any notes related to this Clock transaction.

   The Clock transaction will appear on the Hours graph in a green block. The bottom edge of the block will be ragged, if no end time was entered (open) and solid, if an end time was entered (closed). If the Clock transaction is open you will also see the error flag. This is because the end time is currently missing and it is required to approve the Clock transaction.

   Important: Mouse over the block or press and hold a block to view more details in or click or tap on it to open it for editing, etc.

   Important: If the Clock transaction is less than one hour in duration you will not see any icons on the block in the condensed view. Select the + magnifying glass icon on the title bar to expand the Hours graph to make all icons visible. Select the - magnifying glass icon to condense the Hours graph again.

   
   

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