Employee timesheets can automatically be recorded using the "time clock" add on. Once enabled, hourly employees will be prompted to clock in when they first log in, they will have the option to clock out for breaks, and they can automatically be clocked out at the end of their shifts. Timesheets are compiled into the "Time Sheets" report. In addition, administrators can annotate timesheets and correct them as needed.
To enable the time clock:
- Click on Settings
- Click on "Add-Ons"
- Scroll to the row labeled "Time Clock" and click on the plus icon
- Complete the configuration form that appears, which includes the following options:
- Clock In - Rounds the time an employee clocks in down to the value you specify. For example, if set to 5 minutes, an employee who logs in at 9:03 will be deemed to have clocked in at 9:00, and an employee who logs in at 9:07 will be deemed to have clocked in at 9:05.
- Clock Out - Rounds the time an employee clocks out up to the value you specify. For example, if set to 5 minutes, an employee who logs out at 5:03 will be deemed have clocked out at 5:05, and an employee who logs at 5:07 will be deemed to have clocked out at 5:10.
- Logout - Checking this box will automatically log out users when they clock out.
Setting Pay Type
Only employees who are specified as being hourly will be required to clock in and out. To set an employee's pay type:
- Click on Settings
- Click on "staff" and select "view staff"
- Click on the applicable name
- Click on "edit profile"
- Change the "pay type" field to "hourly"
- Click "save + done"
Clocking In / Clocking Out
Any employee whose pay type has been set to "hourly" will be automatically prompted to clock in when he/she first logs in for the first time that day. Subsequently, an employee can clock in or out by clicking on his/her name at the top right of the page, and selecting the applicable option from the menu.
If an employee is not prompted to clock in at the start of the shift, then he/she most likely forgot to clock out after the prior shift.
Reviewing and Editing Timesheets
All of an employees timesheets will be available for viewing in that employee's profile. The employee is able to make notes on any timesheet, and administrators are able to modify timesheets, by clicking on the gear icon for the applicable timesheet and selecting the applicable option. Any changes that an administrator makes to the timesheet will be logged for audit purposes. All notes will also appear in the Time Sheet report.
Generating Timesheets
Timesheets can be generated using the Time Sheets reports under the "staff" tab in Reports. The "filter" option can be used to display timesheets for the applicable pay period. Timesheets can be exported to CSV (comma-separated value) format or printed by clicking on the "export" link and selecting the applicable option.
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