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Clock log

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Track employee attendance using the clock log

If your business uses Clocking, you may want to see a history of your employees' clock times and/or clocking locations.

Found in the Time & Attendance menu, the Clock Log allows you to view the clocking history for your employees, whether they use the Clock App (on a workplace iPad) or the Employee App (on their mobile device).

The Clock Log is useful for capturing the clocked times for all employees, but particularly so for your Salaried employees, as their worked hours bypass the Approve Shifts page. 

The Clock Log is also helpful for:

  • Viewing a list of all your employees who are on-site
  • Ensuring employees are clocking as close as possible to their start and finish times
  • Capturing paid and unpaid break times (optional)
  • Viewing clocking details for other sites or venues

In this article, we will cover:

  • Viewing data captured in the Clock Log
  • Exporting clocking information
  • Viewing individual employee clocked times from the employee profile.
  • Capturing paid and unpaid break times (optional)
  • Other reports you can use to gather and view clocking data

  Please note: Once an admin user has approved an employee's clocked hours, they will only be able to see their approved work hours. For steps on how employees can view their work history, please have a look at our dedicated employee guide. 

Viewing the clock log

If you want a quick and easy overview or export of your employee Clock times, including those of your Salaried employees, you can view them in the Clock Log on your platform. Using the Clock Log you will also be able to highlight if any of your employees have not clocked out of their shifts, or missed clocking their breaks.

The Clock Log with capture time stamp data for all employees clocking in via the:

  • Clock App (on workplace iPad) 
  • Employee App (on the employee's mobile phone)

  Please note: Clock times cannot be changed due to compliance requirements. Therefore, information will not be recorded if an employee fails to clock out. However, approved shift times can be modified if necessary. Both approved and submitted shift times by employees are accessible on the Approve Shifts page. 
 

Viewing clock log data

Using the Clock Log, you will be able to see the following data:

  • Date
  • Employee
  • Operation
  • Roster
  • Clock in time
  • Clock out time
  • Worked Duration (in minutes or decimal format)
  • Unpaid and Paid break start time
  • Unpaid and Paid break end time
  • Total Break Durations
  • Details
    • Comments - The following scenarios may require employees to provide a comment when clocking: 
      • Employee clocks in too early/late.
      • Employee clocks out too early/late.
      • Employee clocks in without a rostered shift. 
      • Employee responding to a clock-in question. 
      • Employee responding to a clock-out question. 
    • Photos - Employees clocking via an iPad may have a photo taken when they clock in & out.
       

To use the Clock Log:

  1. Navigate to Time & Attendance > Clock Log.
  2. By default, this page opens to your current period's start date. Optionally, you can specify a date range to update your returned results.
  3. You can use the search field or Filter to narrow your view down by selecting from the following filters:
    • Operation
    • Roster - Select 
    • Employees - Search for specific employees.
    • Salaried Only - This will filter for your Salaried employees.

    • Show on-site personnel only - This option will display who has clocked in and is on-site for the selected date. Once an employee has clocked out, they are no longer on-site. 

  4. Customise the data displayed on your screen by selecting the Display options eye icon. With this, you can choose to view or hide the following columns. Any changes to the display that differ from the standard view will stay in place when you return to this page. 
    • Operation
    • Roster
    • Unpaid Breaks - Hover over the break total duration to see a further breakdown of all Unpaid breaks taken on the day, including break start and end times. 
    • Paid Breaks - Hover over the break total duration to see a further breakdown of all Paid breaks taken on the day, including break start and end times. 
    • Work Duration - This will display the total shift duration in hours and minutes. Optionally, toggle on Duration in decimals to display the shift duration as a decimal.

      • For example, with this option selected, a 20-minute shift duration will display as 0.33.



          Hot tip: Display settings are unique to each admin user. Once you apply your display settings, your selections will be remembered and saved. This custom configuration will be indicated by a red dot on the display options button.

  5. If the image icon to the right is highlighted, selecting this will allow you to see any comments made by your employee, as well as any photos taken on the iPad, while clocking in and out.

  6. Use the red and orange coloured icons above your Filter to show only:
    • Employees who have not clocked out of their shifts
    • Employees with location issues, meaning they have either clocked in or out, off-site or out of the set boundaries. 

  Hot Tip: Select 'Clock locations' to see a map of pin-dropped locations where your employees have clocked in and out.
 

Sorting the clock log

You can sort the data shown in your Clock Log by selecting the arrows next to the heading of the desired field (e.g. Clock in time). Note that the records will still be sorted primarily by date, even if they are sorted manually by clock times or shift durations. 


 

Exporting the clock log

If you want to export your Clock Log data so you can view it externally from your platform or print it for managers to review, you can do so directly from the Clock Log page.

To export your Clock Log:

  1. From the Clock Log page, select the download icon to open the Export CSV page.
  2. Ensure the dates selected match the period you want to export. By default, all data points are selected for export. Individually select to remove an item from your export, or select Deselect All, to remove everything, and add back in the items you need. 
  3. If you have made custom selections, opt to Save as template, to use in the future when downloading this export. 

  4. Export CSV to download this information into a CSV file.

  Please note: If you are exporting multiple days of data, the export may take some time to complete. Once it's ready, you'll find it available to download in the notifications area.

Viewing the clock log via an employee profile

Some clock log data can be viewed on an employee's profile. 

However, please note that more data is available through the Clock Log, making that the preferred method of viewing these records. 

To view a clock log via an employee profile:

  1. Navigate to the employee profile via People > Approved People or via the search bar.
  2. In the employee profile, select Work History > Clock Log.
  3. Here you can see a log of every time this employee has clocked including:
    • Operation
    • Roster
    • Shift Start time
    • Shift End time
    • Break Start
    • Break End

Clock data in reports

There are a few ways to export and report on your clocked dates in your platform. The option you choose will depend on your reason for reporting. 

Key places you can export clocked data from are:

  • Clock Log page - Exporting a CSV file from the Clock Log directly allows you to obtain clocking data over any given time period, for specific rosters or operations, and even for individual employees. For steps on how to do this, please see the instructions outlined in the first section of this guide. 
  • Approve Shifts page - Exporting a CSV file from the Approve Shifts page allows you to compare your clock times with the hours that will be processed for payroll in the relevant pay cycle.
  • Roster Summary Report - This report allows you to compare rostered, clocked and approved hours per employee.

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