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Time Clock

Jason Day
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📢 Announcement

We’ve made several updates to the Time Clock experience to improve usability and streamline key workflows. Here’s what you can expect:

  • Updated UI with improved layout and space usage
  • New navigation tab for holiday management
  • New status badges that combine approvals and exceptions
  • Reorganized columns for better visibility and usability

Note: To support a smooth transition, the legacy time card UI will continue to be available throughout the beta launch period.  A sunset date will be announced prior to the full cutover to the UI.

 

Time Clock Overview

The Time Clock feature lets employees track their work hours by clocking in, taking breaks, and clocking out. Managers and admins can review, edit, and export time records.

For Employees

Accessing the Time Clock (Web)

If you have the Time Clock Web User permission:

  1. Open the web app
  2. Select Time Clock from the left menu

From here, you can:

  • Clock in
  • Start and end breaks
  • Clock out
  • View your past time cards

Using the Driver App

Drivers can have time tracked automatically through the app:

  • Clock in occurs when logging in
  • Clock out occurs when logging out

Optional: Keep One Entry Per Day

If Extend Previous Entry is enabled:

  • Time continues across multiple truck logins
  • The final logout time becomes your clock-out time for the day

For Admins

Users with the Time Clock Admin permission can:

  • View all employee time cards
  • Edit time card entries
  • Export time card data
  • Configure holidays, pay rules and exceptions

Available tabs:

Depending on your configuration and enabled features, you may see the following additional tabs:

  • Time Cards – View and manage employee time
  • Contracts – Configure pay codes, and exceptions
  • Holidays - Configure and manage holidays
  • Cost Centers (if enabled) – Configure and manage cost centers 
  • Cost Codes (if enabled) – Configure and manage cost code
  • Auto-Costing (if enabled) – Configure rules for auto-costing
  • Exports (if enabled) – Manage payroll export files as part of the approval workflow

Managing Time Cards

Viewing Time Cards

  • The main view shows weekly totals for employees
  • Use the date picker to change the time period
  • Use filters to narrow results by employee or location
  • Hover over a time punch to see how it was created (web, driver app, or admin).

To expand the users time card and view details:

  • Click the plus icon next to an employee's name

Editing Time Cards

  • Click into any field and update it
  • Save when done

(Edited rows appear blue until saved)

Delete an Entry

  • Click the X icon
  • Save to confirm

(Deleted rows appear red until saved)

Manually Clock In/Out

Admins can:

  • Click the edit icon on the right side of the employee summary row 
  • Use Clock In or Clock Out buttons on an employee’s time card

 

Filters

Use filters to:

  • View specific employees
  • Narrow by location
  • Change grouping

Access filters from the control bar next to the date selector.

Exporting Time Data

Click Export and choose a format:

  • Standard CSV summary of totals and daily breakdowns
  • Viewpoint format of daily hours by employee with company and pay code
  • Paycom format of daily hours with employee ID, date, and pay code
  • Paylocity format of individual clock-in/out punches

Custom payroll export options (when available) can also be accessed from this menu.

 

Configuration (Contracts Tab)

Admins can define how time tracking works.

Pay Codes

  • Each entry has a pay code (e.g., regular, holiday, sick)
  • Users can have a default pay code
  • Admins can change codes on any entry

To add a new one:

  • Click + Add New Pay Code

Exceptions (Alerts & Rules)

Exceptions flag unusual or incorrect time entries.

Examples include:

  • Late clock-in (Tardy)
  • Short or long lunch
  • Short or long shift
  • Missing required data
  • No show

Some exceptions can:

  • Automatically clock users out
  • Log users out of the driver app

Admins can:

  • Create, edit, disable, or delete exceptions

Exception Alerts

  • Exceptions appear on time card entries
  • Admins can mark them as resolved
  • Alerts for exceptions can be configured in system settings

Holidays

Create holidays to automatically add time entries:

  • Click + Add New Holiday
  • Set date, hours, and pay code
  • Target specific user groups with business entities (optional)

The system will:

  • Create entries for all active users

Notes:

  • Editing/deleting a holiday updates time card entries
  • Manually edited time card entries won’t be overwritten
  • Past holidays cannot be changed

Additional Features

Costing (Optional)

Adds detailed tracking fields:

  • Cost center
  • Cost code
  • Equipment
  • Ticket number

Entries are grouped for easier review:

  • By date
  • Then by individual records

Time Clock Approval

Used for payroll processing.

Approving Entries

  • Check the Approved box
  • Or use Approve All options

Rules

You cannot approve:

  • Incomplete entries (missing clock-out)
  • Entries with unresolved exceptions

Once approved:

  • Entries are locked
  • Admins can unlock if needed

Exporting Approval Data

If you have approval permissions:

  • CSV exports will include:
    • Approval status
    • Timestamp
    • Approving user

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