Time Clock Functionality

The Time Clock functionality allows web users and drivers to record their clock in and clock out times for tracking employee hours. This functionality also provides admin level access to review and edit time cards for all employees.

User Functionality

Web users with the Time Clock Web User right will have access to the time clock functionality through the normal web app by selecting the Time Clock option from the left hand navigation.

From the Time Clock page, the web user will be able to clock in, record break time, clock out, and review their historical time cards.

Driver App Time Clock

For employees who are using the driver app, they can be configured to create clock in times when they log in and clock out times when they log out of the driver app by adding the Time Clock User right to their role.

To help with moving between trucks during the day, the driver app can be configured to maintain a single time card entry for the driver’s entire day. If Extend Previous Entry is enabled, the clock out times will be adjusted to use the last log out time of the day when the driver logs in to a new truck.

Admin Functionality

The Time Clock admin functionality allows specified users to view, edit, and export all time clock information through the web app. When a user is given the Time Clock Admin right, they will see a tab labeled TIME CARDS which gives access to all Time Clock information for all Time Clock employees. This right also provides access to the CONTRACTS tab, where they can define exceptions, pay codes, and holidays. If the Costing feature is enabled, these users will also have access to the COSTING tab, where they can define pre-set cost centers.

Review Time Cards

When accessing the Time Cards section, the weekly hours for all Time Clock users will be shown for the current week, grouped by the currently selected grouping. The date picker in the control bar can be used to switch to a different date range, and the filter menu can be used to change the active filtering and grouping selection.

To review an individual user’s daily breakdown, select the edit icon for the employee’s entry.

If you need to look at a different week for the employee, the date picker in the control bar can be used.

Manually clocking in or out an employee

When looking at an individual employee’s time card, admin users have the ability to manually clock in or out the employee, by using the Clock In and Clock Out buttons.

Edit employee time cards

Admin users can also edit an employee’s time card information as needed.

Edit existing time clock entry

To edit an existing time clock entry, select and edit the cells in the employee’s time card row. When a row is edited, it will be highlighted blue until Save is selected.

Delete existing time clock entry

If a record needs to be deleted, select the remove “X” button for the entry. When an entry is deleted, the row will be highlighted red until Save is selected. If you decide you don’t want to delete the entry, selecting the undo button prior to saving will cancel the deletion.

Add new time clock entry

If a new time clock entry needs to be added for a date, select “New Time Card Entry” and a new blank row will be added. This row will be highlighted green until Save is selected.

Time Clock Filters

To allow for more control over your view, the time clock filters can be used to look at specific employees and locations. You can access the filters by selecting the filter button to the left of the date on the control bar.

Export Time Card Data

If the time card data needs to be exported, select the EXPORT button in the control bar and select the desired export option.

Export as CSV: Exports a CSV file with the weekly totals for all employees along with the daily breakdown for each employee, their location, employee id, earnings code, company, hours, and lunch time.

Viewpoint Export: Exports a CSV file with the daily breakdown of each employee with their company, employee id, earnings code, and hours. Only employees who have recorded time for the week will be included.

Paycom Export: Exports a CSV file with the daily breakdown of each employee with information for their employee id, date, earnings code, and total hours. Only employees who have recorded time for the week will be included.

Paylocity Export: Exports a CSV file containing the punch ins and punch outs for each employee with their employee id, date, time, first name, last name, and whether the punch is an “In” or an “Out”. Only employees who have recorded time for the week will be included.

Time Clock Contracts Configuration

The Time Clock Contracts tab allows a user manage the configuration for user time tracking, by defining pay codes, holidays, and exceptions.

Pay Codes

Each time clock entry has an associated pay code. A user may have a default pay code set, which will then apply any time they clock in. An admin user may also modify the pay code on any entry, using the dropdown in the Admin tab. The available pay code choices are defined in the Settings tab.

To add a new pay code, select “+ Add New Pay Code”. The description field allows admins to annotate the code, it will only appear in the Settings tab’s pay code list.

Each user can be configured with a default Pay Code, which will be automatically assigned to any new entry created for that user. To set a user’s default Pay Code, edit a user’s time card via the Time Cards tab, then select the Edit link in the clock panel:

Holidays

The Holidays section allows an Admin to create time clock entries in bulk for users. To create a new holiday, select “+ Add New Holiday”. Creating a holiday will automatically add an entry for the Holiday Observed date, for the given Holiday Hours, and with the given Pay Code. At the time the holiday is created, all current time clock users (those with the Time Clock User right) will get holiday entries created for them.

If a holiday is edited or deleted, any associated time clock entries will be updated appropriately. If a time clock entry that was created originally by a holiday, but was manually modified after that, the system will no longer update that time clock entry for any reason. If a holiday’s Observed date is in the past, it may no longer be modified.

Exceptions

Time Clock Exceptions allow warnings to be attached to time clock entries, based on a set of triggering conditions. Depending on the type of exception, they each have a configurable threshold time, and can be configured to clock out users and log them out from the driver app. Once created, an exception can be disabled without deleting it. It may also be modified or deleted.

To configure a new exception, select “+ Add New Exception”. Different configuration options are available depending on the selected Exception Type.

Exception Types

Tardy
Triggers if a user’s clock in time is later than their scheduled start time. Interacts with Driver Scheduling.

Long Washout
Triggers if a user remains clocked in for longer than the configured threshold after receiving a washout message. Interacts with End of Day.

Short Lunch
Triggers if a user’s break duration was less than the minimum required configured threshold.

Long Lunch
Triggers if a user’s break duration exceeds the configured threshold.

Short Clock Out
Triggers when a user logs in, if that user’s clocked out time is less than the configured threshold.

Short Shift
Triggers if a user’s clocked in duration was less than the minimum required configured threshold.

Long Shift
Triggers if a user’s clocked in duration exceeds the configured threshold.

Missing Costing Data
Triggers if a user clocks out, and their time card entry does not have the full set of costing data (ticket number, truck, cost center, cost code).

Clock Out While Lunch In Progress
Triggers if a user logs out after starting a break, but before ending it. Has no configurable threshold. This exception may occur in situations where a driver’s time tracking is being managed via both the tablet and the time clock web UI, or when a driver is automatically logged out.

Auto-clockout: Long Login
Triggers when a user’s driver app logged in time exceeds the configured threshold. Can be configured to trigger an automatic time clock clock-out and/or an automatic driver app logout.

Auto-clockout: Long Washout
Triggers similarly to Long Washout, but can be additionally configured to trigger an automatic time clock clock-out and/or an automatic driver app logout.

Auto-clockout: Long Clock In
Triggers when a user’s clocked-in time exceeds the configured threshold. Can be configured to trigger an automatic time clock clock-out and/or an automatic driver app logout.

Auto-clockout: Long Ignition Off
Triggers at the configurable threshold after the user’s truck signals ignition off. Can be configured to trigger an automatic time clock clock-out and/or an automatic driver app logout.

Disabled Clock Out
Triggers if the user’s timeclock user permission was removed while they were clocked in. The system will wait at least 24 hours to make sure that this wasn’t a temporary permissions change before clocking out.

No Show

Triggers if the user has not clocked in within the specified threshold time, after their scheduled start time. The scheduled start time is the result of having published a driver schedule for the user.

Extend Previous Entry

Triggers if the user's previous time clock entry was extended per thresholds set for Extension Clock In Limit and Extension Clock Out Limit.

Triggered Exceptions and Alerts

If exceptions are triggered for a user, they will appear attached to the associated entry in the Admin view, where they can be marked as resolved. An alert for "Time Clock Exceptions" is available in Settings --> Client Management --> Alerts. An alert will trigger when the selected Exception Types are added to a user's Time Card.

Additional Premium Features

Costing

If the Costing feature is enabled, the Time Card entries are displayed with a different layout. The same information is available, and additional costing fields are exposed.

In each employee grouping, expanding the group will show a summary row for each date in the selected date range. These date rows are expandable in turn, to show all the individual entries for that date. When costing is enabled, a driver will have many entries each day. This additional level of roll-up helps to review the data without getting lost in the details.

Besides the standard columns (scheduled start time, clock in/out, lunch, etc), when costing is enabled each entry also has cost center, cost code, equipment, and ticket number columns.

Time Clock Approval

Time Clock Approval allows administrators to mark user’s time cards as approved. It is intended to be used as part of a pay period close-out process when exporting to a payroll system.

Approving Entries

To approve an entry select the checkbox in the “Approved” column for the entry, or use one of the “Approve All” actions at the employee, group, or top levels.

Approving a row for an entry date with no clock data will mark it as approved, with zero total hours for that entry date.

Certain entries may not be marked as approved:

Entries with an entry date in the future.
In progress entries, those with a clock in but a missing clock out.
Entries with unresolved exceptions.

Once an entry is approved and saved, it is locked for further edits. However, a user with the Time Clock Admin edit right may un-check an entry’s Approved status, and reset its read-only status.

Exporting Approval Data
If the user viewing the time cards page has the Time Clock Approver right, then the data downloaded by Export As CSV will include approval data (timestamp and approving user).