This document outlines how to enable employee clock-in/out features on the mobile and web apps. It covers settings for clock-in types, shift lengths, rest periods, and daily hours allocation. It also explains how to set up mobile clocking options like geolocation, photo capture, and device restrictions, as well as web-based IP limitations. These steps help manage time tracking efficiently while ensuring policy compliance.
This article's instructions follow the order of the sections presented on the Company Rule screen. The instructions are followed by more in-depth functionality details.
Table of Contents
Enabling Clocking In/Out on the Web App
Enabling Clocking In/Out on the Mobile App
- Navigate to Global Settings > Time Tracking > Reporting Hours.
- Select Company (whole company), Group (groups within a company), or Employee (one or more employees). For our example, we've selected Company.
- Enter a Rule Name.
- Select an Effective Start Date to define when the rule should go into effect.
General
- For Clock In/Out type, select User Selection or Quick Punch.
- User Selection gives employees more control, requiring them to manually select their clock-in, clock-out, and breaks. (Environments that need more detailed tracking of breaks and work activities use this option.)
- Quick Punch automatically handles clock-in/clock-out and break periods with a single button. This option is mostly used on devices. (Environments that prefer quick, minimal interaction and require less detailed tracking use this option.)
- Select the Max Shift Length time and the Max Rest In A Shift time.
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Max Shift Length refers to the maximum duration allowed for an employee's single shift. This setting helps the system determine if the "Clock In" and "Clock Out" punches belong to the same shift.
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Max Rest in a Shift defines the maximum amount of rest or break time permitted within a single shift.
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- Under Daily Hours Allocation, select the type of hours allocation.
(Daily Hours Allocation assigns or distributes work hours to employees within a single workday.)
- To force the software to cut the shift at the end of the pay period when the employee works overnight on the last day of the pay period, select the checkbox Enforce Max Rest at the end of the pay period.
- Select an applicable option for Default Time Code.
- You can select if employee comments and manager notes should be mandatory.
Employee Reporting Methods
The various checkboxes allow you to fine-tune your configuration. When you select the options Web Clock In/Out, Mobile Clock In/Out, Automatic Hours, and Job Costing, additional selection options will appear for each one.
Enabling Clocking In/Out on the Web App
- Click the + sign Web Clock In/Out and select one of the two options for Clock In/Out IP Limitation.
- If selecting Allow All IP Addresses, click Save.
- If selecting Allow Certain IP Address, select Deny or Allow / Flag unauthorized IP under Non-listed IP Address.
- Enter the Authorized IP Addresses.
- Click Save.
Enabling Clocking In/Out on the Mobile App
- Select the Mobile Clock In/Out checkbox.
- Click the + sign to expand the Mobile Clock In/Out options.
- Select the Mobile Clock In/Out settings as applicable. Please refer to Functionality Details for the descriptions of the various settings.
- Click Save.
Functionality Details
General
Clock In/Out Type
User Selection: Employees are required to select the buttons In, Out, Break, and Transfer, which are always available.
Quick Punch:
- Time Clock: Employees do not have to select any buttons pertaining to In or Out.
- Web/Mobile: Employees only have one button, which automatically changes its state from In to Out and vice versa.
Max Shift Length (maximum continuous work hours)
Default Value: 12:00
- It determines the maximum hours an employee works in a shift.
- It is calculated from the first clock-in to the last punch of the day.
- It resets once the Max Shift Length has been reached or when the Max Break Lenght has surpassed.
- It determines when to split the shift in case the employee forgets to clock out and clocks in the next day or shift.
- If the employee works for more hours than the number specified, the clock-out punch will become another clock-in (Quick Punch) or record a clock-out with two missing punches in between (Manual Selection).
Scenarios:
- Quick Punch and/or User Selection: Employee clocks in at 8 AM and clocks out at 7:00 PM; the timesheet will display a complete segment.
- Quick Punch: Employee Clock In at 8 AM–Clock Out at 9:00 PM; the timesheet will display an incomplete segment of Clock In 8:00 AM–Clock Out Missing, Clock In 9:00 PM - Clock Out Missing
- User Selection: Employee Clock In at 8 AM–Clock Out at 9:00 PM; the timesheet will display an incomplete segment of Clock In 8:00 AM–Clock Out Missing, Clock In Missing–Clock Out 9:00 PM.
Max Rest In A Shift
Default value: 12:00
- The maximum time an employee can be on a break.
- It's used to determine if the employee is clocking back in from a break or is punching in to start a new shift.
- Taking a break longer than the specified amount will cause the software to clock the employee back in as the start of another shift and the clock going to the break as clocking out.
Daily Hours Allocation
- Leading Day (Start of Shift): Hours are allocated to the clock-in day.
- Trailing Day (End of Shift): Hours are allocated to the clock-out day.
- Where Hours Fall (Split Overnight): Hours are allocated to the day they were actually worked on.
- Day With More Hours: Hours are allocated to the day that has the most hours.
Default Time Code
Worked hours: All of the hours will default to the Worked Hours time code.
Employee Reporting Methods
- Timeclock Clock In/Out: Employees have the ability to clock in/out from a time clock (Xenio).
- Web Clock In/Out: Employees have the ability to clock in/out from the web application.
- Mobile Clock In/Out: Employees have the ability to manually manage their own clock-in and clock-out punches.
- Manual Timesheet Hours: Employees have the ability to manually enter their expenses and tips.
- Automatic Hours: Enables the Automatic Hours feature.
Web Clock In/Out
Clock In/Out IP Limitations: It allows limiting web users on when to clock in/out.
Allow All IP Addresses: It allows employees to clock in/out from any IP address.
Allow Certain IP Addresses: It allows limiting employees to clock in/out from specific public IP addresses.
- Deny: Employee will not be allowed to clock in/out.
- Allow/Flag unauthorized IP: Employee will be allowed to clock in/out; the system will flag the punches, informing the user that the punch was made from an outside IP address.
- Authorized IP Addresses: Enter the authorized public IP addresses for employees to use.
Mobile Clock In/Out
Photo Required: The employee will be required to take a selfie when clocking in/out.
Enable Geolocation: Enables the option for employees to accept the Location Services on their device to track their geolocation when clocking in/out.
- Geolocation Tracking (Optional): Employee is allowed to clock in/out without having a geolocation
- Geolocation Tracking (Required): Employees must have geolocation in order to clock in/out. If no geolocation is found, the employee will not be allowed to clock in/out.
- Enforce Geofence: Employees must be within the designated geofence and must have geolocation in order to clock in/out.
- If an employee is outside the geofence, then they will not be allowed to clock in/out.
- If the employee is inside the geofence and does not have geolocation, then they will not be allowed to clock in/out.
- Allowed Geofences: Select the geofences allowed for the employees to clock in/out.
Users can restrict employees to clock in/out on only certain devices based on their IMEI or ID.
- Allowed IMEI or ID: Enter the IMEI or ID you wish the employees to use. If an employee tries to clock in/out from an IMEI or ID that is not listed, they will be prompted with a message.
Automatic Hours
Automatic Hours (no Clock In/Out): The software automatically populates the employee’s timesheets with the number of hours configured.
Minimum guarantee hours: The software populates the employee’s timesheet with the automatic hours configured once the employee has a clock-in. The software does not populate any hours if the employee does not clock in.
Days of the week
Used to enter the number of automatic hours for each day of the week.
If you have questions, please call us at (888) 783-1493, email support@workeasysoftware.com, or submit a ticket.