Clock settings

There are many options and settings available to customise the clocking experience for your staff and the shift approval process for your managers.

Clock settings can be configured to apply to:

• Your entire platform - This is useful for setting a standard baseline for all clocking across your platform. You can access clock settings from the main menu > Platform Settings > Clock Settings.
• A specific operation - You can further customise your settings by overriding them on a per-Operation basis. This is especially useful if your business operates as a franchise with multiple venues, or if you want to apply different clocking rules per site to better manage attendance issues. These overrides can be applied in two ways:

  • Individually per Operation - From the required Operation, select Clocking or Clock calculations in the Operation Overrides section. You can also select the cog icon to view all overrides. 

    
     

  • To multiple Operations in bulk - From the Operations menu > Bulk Actions > Apply Clock Settings Overrides for Selected/ Filtered.

    
     

Before you begin

Before updating your clock settings, it's a good idea to consider what's best for all departments in your business and discuss the best approach to move forward. Here are some things to consider:

• What are your current Platform Clock Settings, as these are your Default Clock Settings.
• What clocking options do your clients/operations use (or want to use)- Employee App or Clock App?
• How many Operations do you have?
• How many require customisation?
   

Clock calculation test

As you configure or adjust your clock settings, you can see in real-time how the changes will affect your clocking. This is done using the Clock calculation test located to the right of the Clock Calculations section. 

• The Clock calculations tester is based on a rostered shift that starts at 9:00 am and finishes at 5:00 pm. 
• The clock in and out times can be adjusted in the top timing fields.
• The times below reflect what will be defaulted in the Approve Shifts menu based on the settings you have enabled and adjusted.
• These settings influence the Approve Shifts menu, not the clock log. Shifts can still be edited in Approve Shifts regardless of these settings. 

  Please note: The Clock calculation test can be accessed from either the Clock Settings or the Operation Overrides pages. However, it is not available when updating Operations via the bulk method.
 
To use the clock calculation test: 

1. Adjust the Clock in & Clock out times around this 9 - 5 shift to see how your settings will behave. 
2. Adjust your settings to see how the changes will impact your clocking approvals. 
3. The settings that can be tested include:
   • Auto-approve shifts when employees clocks in and out within acceptable thresholds
   • Use clocked start time when employee clocks-in more than 
   • Use clocked end time when employee clocks out more than 
   • A reason is required when employee clocks-in more than 
   • A reason is required when employee clocks-out more than 
   • Apply rounding to clock in/out times

The below gif highlights how the Settings Tester updates based on altering the clocking times and relevant settings.

The 'Enable Clocking' setting is important because it activates all clocking features on your platform, regardless of the method you are using.

This setting is enabled by default, however you can but you might want to disable it if:

• Your business uses an alternative method of timekeeping
• Your business does not do timekeeping because your employees are salaried
• You use the Submit Shifts feature instead of clocking shifts in your platform

This option is only accessible via the Clock Settings page and cannot be overridden within an Operation.

If you want to restrict which Operations have permission to use the Employee App (Phone) for clocking, you can enable this feature individually for each Operation. Please refer to the Employee App settings section below for additional information.

The Clock Times Import feature is a great timesaving tool. Its primary purpose is to help customers using external clocking systems to effortlessly add captured times to Approve Shifts.

The imported times go straight into Approve Shifts and the Clock Log, so you won't have to spend time manually editing shifts.

The 'Allow clocked times to be imported' setting, once enabled, allows you to use the Clock Times Import feature. This is disabled by default. 

This option is only accessible via the Clock Settings page and cannot be overridden within an Operation.

  For the full guide on importing your Clock Times, please refer to our article on the Clock Times Import. 

From time to time, you may need to call employees in without prior notice or ask them to stay late. Usually, there isn't enough time to make changes to the roster in advance.

In these situations, your employee may be eligible for extra breaks. To avoid confusion on which type of break to select, enabling the 'Allow employees to clock unscheduled paid breaks' setting will hide the Paid break option from the employee when they start an unrostered break.

Options for this setting: 

• No - Unless rostered, the option to start a paid break will be visible to select. If a paid break occurred, an edit will be needed in Approve Shifts. 
• Yes - This is the default option, allowing employees to select if they would like to start a paid break, even when not rostered in advance. 

  For further information on break settings, please refer to our guide here. 

Occasionally, your employees may clock in without being rostered for a shift. This can happen for a few reasons, such as:

• Being called in to work unexpectedly
• Human error
• Having flexible working arrangements with no fixed roster

In such cases, it’s helpful for employees to provide a reason for clocking in without a rostered shift. This allows clear communication with managers about why an unrostered shift is being started, ensuring hours are approved and paid correctly.

The reason will be visible on the Clock Log and Approve Shifts pages, so it is advised to review these reasons before approving shifts.

Options for this setting: 

• No - Employees won't be asked to enter a reason when clocking in for an Unrostered shift. The field will be hidden during the clocking process. 
• Yes - This is the default option. Employees are required to provide a reason when starting an unrostered shift. They will receive an error when a reason is not provided.  

When an employee clocks in without having a rostered shift on that day, this shift will be placed in an unassigned state. Unassigned shifts must be edited and assigned to a roster by an admin user.

However, you can reduce the need to edit these types of shifts by enabling the 'Unrostered employee must select a roster when clocking in' setting.

Once enabled, when an employee clocks in without a rostered shift for that day, this setting will require them to select the roster they are working on.

Options for this setting:     

• No - This is the default option. When clocking without a shift, employees have the option to select a roster; however, it is not mandatory. 
• Yes - When clocking in without a rostered shift, employees are required to select a roster. 

The Clock App offers two methods for employees to clock in: either by entering their Employee ID & Passcode or by scanning a unique QR Code.

Clocking with QR codes is an optional feature that enhances the clocking process by streamlining it and reducing the time it takes for employees to clock in and out.  This feature is particularly useful for event venues, warehouses or other businesses where multiple employees start their shifts at the same time. 

The 'Employees can sign in using an access card (QR code)' setting, when enabled, allows employees to clock in using a custom QR code and works best with the 'Automatically complete employee clocking when using access card' setting for full automation. 

  Please note: This method of clocking is exclusive to the Clock App (iPad) clocking and is not available for Browser Clocking. 

Options for this setting: 

• No - This is the default option. Employees will be unable to clock using QR codes; instead, they will need to use their Employee ID and Passcode when clocking their shifts. 
• Yes - Employees can clock in using QR Codes; this will not prevent them from clocking using their ID or Passcodes.

  For more information on using QR clocking on the iPad, refer to our article here. 

The 'Automatically clock an employee in/out when access card is used' setting is specific to the QR clocking method. When enabled, it allows employees to automatically clock in or out without needing to touch the iPad, making the process faster.

When using this method, employees must still submit comments when clocking in or out if they are early or late, have an unrostered shift, or are answering a clocking question. They will need to touch the iPad in these cases. 

  Please note: This setting is only available when the 'Employees can sign in using an access card (QR code)' setting has been set to 'Yes', as this enables QR code functionality. 

Options for this setting: 

• No - This is the default option. When using QR Codes for clocking, employees will need to review their shift details before selecting Start shift. 
• Yes - Once a QR Code is scanned, the employee will automatically be clocked for their shift. 

  For more information on using QR clocking on the iPad, refer to our article here. 

The main benefit of using the Clock App (iPad) for time tracking is that it captures a photo of your employee using the iPad's camera at specific times. Photos are not taken when clocking breaks or when the device is offline. 

This helps keep records for various purposes, such as: 

• Checking if your employees are in uniform before their shift begins
• Making sure coworkers aren’t clocking in for each other, and
• Managing other HR matters

  Please note: This method of clocking is exclusive to the Clock App (iPad) clocking and is not available for Browser Clocking. 

You can view the photos from both the Clock Log and Approve Shifts pages by selecting the Picture icon. 

Options for this setting: 

• No - The employee's photo will not be captured; the employee will still need to review their shift details prior to starting their shift.
• Yes - This is the default option. The employee's photo will be taken when they review their shift details upon clocking in and out of their shifts. 

  Hot tip: For best results, consider mounting your iPad to ensure the device is at average head height. When left on a desk, the photo will capture whatever is in view, which may not include the employee's full face. 

The 'Log out of Clock App by clicking the 'Person' icon' setting, when enabled, allows you to quickly and seamlessly log out of the Clock App on your device by simply selecting the icon of a person. This action will also disconnect it from your Operation, requiring reinstallation of the app afterwards.

This feature can be useful if you frequently move the iPad between different venues, sites or Operations. However, if this is not the case, disabling this setting will help prevent accidental log-outs by employees. 

Options for this setting: 

• No - Selecting the logo will have no effect. This may be your preferred option. 
• Yes - This is the default option. When selecting the 'Person' icon, the clock app will be logged out of your device. 

Another key benefit of clocking in with the Clock App or Browser is that it can display a message to all employees.

This message can serve as a quick reminder of important company deadlines, such as:

• Details for completing training modules
• Public holiday reminders
• Encouragement for casual staff to update their availability around holiday periods
• Reminders to see the shift manager before starting work

To add a message when clocking: 

1. Navigate to either Clock Settings or a required Operation.
2. In the Clocking section, locate the setting 'Display a message to employees on clock-in'.
3. Add your message in the message field.
4. To update, select Save from the taskbar.

Using the Employee App to clock in is an effective way to manage time, especially for employees who frequently work on the move or remotely.

To enable this feature, ensure the 'Allow employees to clock in or out with their Employee App' setting is enabled on your platform. This setting can be applied globally via Clock Settings or restricted to a single Operation, giving you control over where and which employees can use it.

Once enabled, the 'Employee Clock Enabled' toggle appears in each employee's profile, allowing you to select specific employees who are permitted to clock in using their phones, providing further customisation.

  Please note: To enable phone clocking on your platform, you need to activate both the 'Enable clocking' setting in Clock Settings and the 'Allow employees to clock in or out with their Employee App' setting. This can be enabled in either the Clock Settings or overridden within an Operation.  

Options for this setting: 

• No - Employees will be unable to clock using their Employee App. 
• Yes - This is the default. Once selected, it will enable you to choose which employees can clock using their Employee App. 

  For further information about how employees can clock using their Employee Apps, please refer to our article on Employee App clocking.

When adding your rosters, you will need to set up a geolocation boundary. This is to ensure that employees who clock using their mobile app are on site when they start their shifts.

If an Operation is more rural, consider these settings to help manage location errors when employees clock in for their shifts.  

The 2 location settings for clocking with the Employee App are: 

• Employees can clock in or out without enabling location settings
• Employees may clock from outside a roster clocking radius

  For further information about managing these settings and troubleshooting geolocation errors for employees, please refer to our article here. 

The 'Apply auto-approval from Clock Calculations to Employee App clocking' setting helps streamline shift approvals. When enabled, it automatically approves shifts clocked via the Employee App, provided they fall within a set threshold of the employee's rostered start or end time.

  Please note: This setting works in conjunction with the 'Auto-approve shifts when employees clock within acceptable thresholds' setting. Both will need to be enabled to auto-approve shifts.

Options for this setting: 

• No - This is the default. Shifts will not be automatically approved and must be reviewed and approved manually in Approve Shifts. 
• Yes -  The rules configured in the Clock Calculations section are applied. Shifts within the set thresholds are auto-approved.

Please refer to the Clock Calculation sections below for instructions on setting up rules to manage times in the Approve column of the Approve Shifts page. This includes defining boundaries for automatic shift approvals. 

To speed up your shift approval process, these settings in the Clock Calculations section can assist.  

The 'Auto-approve shifts when employees clocks within acceptable thresholds' setting helps by automatically approving shifts if they are close enough to the rostered shift times.

Assuming your employees usually clock in or out very close to their rostered times, this will save you time approving shifts.

To enable this setting:

1. Navigate to either Clock Settings or a required Operation. In the Clock Calculations section, locate the 'Auto-approve shifts when employees clocks within acceptable thresholds' setting.
2. Select 'Yes' to enable this setting. This will open additional fields where you can specify your thresholds. 
3. Next, you need to set your thresholds; these determine when shifts will automatically be approved if their clocked start and end times are within a specified number of minutes (threshold) of the rostered times. You will need to complete the following fields:
   • Clocked start time must be no more than xx early
   • Clocked start time must be no more than xx late
   • Use clocked start time when employee clocks-in more than xx early
   • Use clocked start time when employee clocks-in more than xx late
4. To save your changes, select Save at the bottom of the taskbar.

  Hot tip: If you would like the feature to work with employees who have clocked using the Employee App (Mobile). To do so, locate and enable the 'Apply auto-approval from Clock Calculations to Employee App clocking' setting. 

Do you need help managing time theft, where employees try to sneak in early or dawdle and clock out just a bit late? These settings can help with that.

Once enabled, these settings will use the employee's rostered start or end times in the Approve column of Approve Shifts, instead of their clocked times. This is provided their clocked time falls within a specified threshold.

This is useful when employees tend to start slightly too early or late (e.g., clocking in before they are ready for work); as a result, their clock times will be a few minutes ahead of their roster start/end time.
 

To adjust these settings:

1. Navigate to either Clock Settings or a required Operation. In the Clock Calculations section, locate the 'Use clocked start/ end time when employee clocks-in/ out more than' settings.
2. Set your thresholds; these define when to use the rostered start or end time. You will need to complete the following fields:
   • Use clocked start time when employee clocks-in more than xx early
   • Use clocked start time when employee clocks-in more than xx late
   • Use clocked start end when employee clocks-out more than xx early
   • Use clocked start end when employee clocks-out more than xx late
3. To update, select Save at the bottom of the taskbar.

When the unexpected happens and your employees are unable to start or end their shift at the rostered times, the 'A reason is required when employee clocks-out more than' setting is here to help.

This setting is a valuable HR tool because it requires employees to provide a free-text reason for not starting or ending their shift on time. Reasons your employees may be late include:

• Employee is called in to start early
• Sent home early to save labour
• Has had to stay back due to unexpected circumstances
• Started late due to traffic or other circumstances

The provided reason will be visible in the Clock Log and Approve Shifts pages, so reviewing these before approving shifts is recommended.

To turn on this setting:

1. Navigate to either Clock Settings or a required Operation. In the Clock Calculations section, locate the 'A reason is required when employee clocks-in/ out more than' setting.
2. Set your thresholds; these define when an employee is required to provide a reason. You will need to complete the following fields:
   • A reason is required when employee clocks-in more than xx early
   • A reason is required when employee clocks-in more than xx late
   • A reason is required when employee clocks-out more than xx early
   • A reason is required when employee clocks-out more than xx late
3. To update your changes, select Save at the bottom of the taskbar.

If you prefer to simplify your timekeeping, there is a setting you can adjust to round times in increments of 5, 10, 15, 20, or 30 minutes. This setting is applied directly to the times in the Approve column within Approve Shifts. 

This can be beneficial for circumstances where employees may start or finish a shift early/ late (e.g. if they are called in early or asked to stay late); as such, their clock times will far exceed their roster start/ end time.

To enable this setting:

1. Navigate to either Clock Settings or a required Operation. In the Clock Calculations section, locate the 'Apply rounding to clock in/out times' setting.
2. Select 'Yes' to enable this setting. This will open additional fields where you can specify your thresholds. 
3.  Next, you will need to complete the following fields:
   • Rounding in xx increments - Set your increment, this can be either 0, 5, 10, 15, 20 or 30 minutes.
   • Round forward after xx past the increment - Within your increment, state when the increment will round forward (e.g when it will round forward to 5:15 pm rather than back to 5:00 pm).
4. To update your changes, select Save at the bottom of the taskbar.