Use reporting hours rules to define how employees record time in WorkEasy across web, mobile, time clocks, and kiosks. These rules control the available clocking methods, how hours are allocated, and requirements such as photos, location capture, IP address restrictions, and device restrictions. Rules can apply to everyone, specific groups, or specific employees.
Photos, location data, and employee notice
Reporting Hours rules can require a photo and capture location data when employees clock in or out. Depending on applicable law, your organization may need to inform employees that photos and location data are collected. Your organization is responsible for meeting these requirements.
Before you begin
You must have access to Global Settings > Time Tracking > Reporting Hours.
If you plan to use geofences, create the required geofences under Global Settings > Time Tracking > Geofences before configuring the rule.
If you enable Job Costing, employees may be required to select a job when recording time, depending on your job costing configuration.
If job selection is required, employees must select the final required job level before saving a manual time or duration entry.
To configure jobs, projects, clients, and job rules, see Configure Job Costing Structure.
Create a reporting hours rule
Go to Global Settings > Time Tracking > Reporting Hours.
Select Create Rule.
Enter a Name.
Set Starting on, or leave it as Immediate.
Select the Audience:
Everyone: Apply the rule to everyone.
Specific group: Open Groups, select a group type, select the applicable group values using their checkboxes, and select Done.
Specific employee: Open Employee, select the applicable employees, and select Ok.
Configure the applicable settings described below.
General settings
Open General and review the settings that apply to the rule.
Clock In/Out type:
User Selection: Employees select their clock-in, clock-out, and break actions.
Quick Punch: WorkEasy automatically assigns IN/OUT without break options.
Disable Smart Clocking: Select this checkbox to disable Smart Clocking for this rule.
Max Shift Length: Set the maximum expected shift duration.
Max Rest In A Shift: Set the maximum allowable break time.
Daily Hours Allocation:
Leading Day: Assign hours to the day the shift starts.
Where Hours Fall: Allocate hours to the days on which they occur.
Trailing Day: Assign hours to the day the shift ends.
Day With More Hours: Assign hours to the day containing more of the shift's hours.
Default Time Code: Select the time code used to categorize hours recorded under this rule.
Employee Comments & Manager Notes:
Employee Comments Required: Select this checkbox to require employee comments.
Manager Notes Required: Select this checkbox to require manager notes.
Employee reporting methods
Under Employee Reporting Method, select the checkboxes for the clocking methods employees can use. This article covers Time Clock In/Out, Web Clock In/Out, Mobile Clock In/Out, and Kiosk Clock In/Out. Open each selected method's section to configure its options.
For job costing setup, see Configure Job Costing Structure.
Time clocking
Select Time Clock In/Out under Employee Reporting Method, then open the Time Clock In/Out section.
To capture employees’ locations when they clock in or out, turn on Enable geolocation.
Important: In this section, geolocation tracking and geofence enforcement work only with the Mobile Time Clock. If employees use other time clocks, clock-in and clock-out may be blocked.
Choose How should location be tracked?:
Location required at clock in/out: Employees must share their location. Clocking is blocked if the location cannot be determined.
Location optional at clock in/out: Capture location when available.
To configure approved-location rules, turn on Use geofences and choose:
Allow and flag outside geofences: Allow punches outside the selected geofences and flag them for review.
Enforce geofences: Block punches outside the selected geofences.
Open Allowed geofences, select the applicable geofences, and select Ok to return to the rule.
Web clocking
Select Web Clock In/Out under Employee Reporting Method, then open the Web Clock In/Out section.
Choose Clock In/Out IP Limitation:
Allow All IP Addresses: Allow web clocking without an IP address restriction.
Allow Certain IP Address: Configure an authorized IP address list and choose how to handle addresses outside that list.
If you select Allow Certain IP Address, choose the behavior for Non-listed IP Address:
Deny: Block punches from unlisted IP addresses.
Allow / Flag unauthorized IP: Allow punches from unlisted IP addresses and flag them for review.
If you select Allow Certain IP Address, enter each approved address under Authorized IP Addresses and select the plus (+) icon to add it to the list.
Mobile clocking
Select Mobile Clock In/Out under Employee Reporting Method, then open the Mobile Clock In/Out section.
Use device's local time: Select this checkbox to allow the mobile device to use its local time zone for clocking.
Require photo: Select this checkbox to require a photo when employees clock in or out.
Turn on Enable geolocation, then choose How should location be tracked?:
Location required at clock in/out: Employees must share their location. Clocking is blocked if the location cannot be determined.
Location optional at clock in/out: Employees can proceed if their location is unavailable. This option cannot be used with geofences.
To configure geofences:
Select Location required at clock in/out.
Turn on Use geofences.
Choose an enforcement option:
Allow and flag outside geofences: Allow punches outside the selected geofences and flag them for review.
Enforce geofences: Block punches outside the selected geofences.
Open Allowed geofences, select the applicable geofences, and select Ok to return to the rule.
For additional information, see Configure Geofence Enforcement in Reporting Hours.
To limit mobile clocking to approved devices, turn on Restrict by device (IMEI or ID). Enter each permitted identifier under Allowed IMEI or ID and select the plus (+) icon to add it to the rule's list.
Kiosk clocking
Select Kiosk Clock In/Out under Employee Reporting Method. For the remaining setup, see Configure Reporting Hours for Kiosk Clocking.
Finish setup
Review the rule's name, audience, starting date, selected clocking methods, and restrictions.
Select Save.
Locate the rule in Reporting Hours and check its audience and starting date.
If the starting date is in the future, check the list's Effective as of date when locating the rule.
If Use geofences is unavailable
In Mobile Clock In/Out, check How should location be tracked?. Location optional at clock in/out cannot be used with geofences. Select Location required at clock in/out if your policy requires geofence checks, then configure Use geofences and Allowed geofences.
Need help?
If you need help configuring reporting hours, submit a support ticket or call (888) 783-1493. Include your company name, rule name, affected clocking method, selected audience, and any screenshots or error messages.