Managing your team in the Time Clock can be challenging, particularly when overseeing large groups of employees and managers spread across multiple locations. With so many people to track in different places, viewing all users at once can be overwhelming and make it difficult to focus on the essential information you need.
Time Clock Filtersmake it easy to narrow down your view and find exactly what you're looking for. Whether you're using the Today tab or reviewing Timesheets, the Quick & Advanced filters help you track and monitor relevant employees, especially if you are a large organization with multiple admins.
In this article, we will demonstrate practical ways to use the Quick and Advanced Filters in the Time Clock feature. These filters let you zero in on the most relevant employees for your review.
Remember: Quick Filters provide a customizable bar for instant filtering, while Advanced Filters lets you add multiple conditions to make your search more specific and tailored to your needs.
This article will cover:
How To Use Quick & Advanced Filters In The Today tab
View Only Employees Who Report Directly To You
As a field manager or a professional supervisor with admin permissions, you can see all users in the Today tab, but you may want to focus on just the employees who report to you. By filtering users by their Direct Manager, you can quickly view only your team members instead of scrolling through the entire company roster. For this to work, make sure you're set as the direct manager in your team members' User profile fields.
You can further refine your view using Smart Groups, locations, branches, or other categories to zero in on specific teams working on your projects for the day.
View Employees' Clock-In Status
Monitor your team's attendance by filtering their Clock-in status. Choose from three options: see who's currently clocked in ('Users who have clocked in now'), who has clocked in at any point today ('Users who have clocked in today'), or who hasn't clocked in yet ('Users who haven't clocked in today'). These filters give you instant visibility of your team's attendance status.
You can combine a few Quick Filters to get a precise view of your team's status. For instance, as shown below, you can see all employees in New York who report to Susan and haven't clocked in today. This makes it simple to track your workers and follow up with them when necessary.
You can refine your view by using the advanced filters and combining multiple conditions - like finding employees who haven't clocked in today, belong to the 'General cleaning' Smart Group, report to Susan, and are in New York.
View Employee Shift Status
Use Quick Filters to focus on viewing which one of your employees has a scheduled shift. Choose between 'Users scheduled for a shift today' or 'Users scheduled for a shift now' to help you manage your team's schedule effectively.
Combine schedule status with location or Smart Group filters to narrow your view. For instance, you can see which employees are scheduled for a shift today who are located in New York and belong to the Window Cleaners Smart Group.
View Clock-ins vs. Scheduled Shifts
Be on top of your schedule by monitoring attendance and combining filters - select 'Users scheduled for a shift today' with 'Users who haven't clocked in today' to identify team members who haven't arrived.
You can create more detailed searches using Advanced filters. For example, you can find employees who have a scheduled shift but haven't clocked in yet, work across multiple locations, and report to Susan in the Department 'Type A Drivers'.
How to Use Quick And Advanced Filters In The Timesheet Tab
There are many purposes for using Quick and Advanced Filters on the Timesheet. Similar to the Today tab, you can narrow down the view to focus on specific employees for tasks like payroll processing.
Efficient Payroll Review Using Quick Filters
The Quick and Advanced Filters serve more than just team managers - they're invaluable for finance and HR roles too. By filtering for specific departments or worker groups, payroll preparation becomes more precise and efficient
In the example below, I’ve filtered to show all general cleaners who report to Rachel within my departments of interest, streamlining the payroll process and ensuring greater focus
View Time-Off Types in Timesheet
When reviewing employee timesheets, you can easily see the types of Time Off taken based on your company's policies. Simply filter by specific types, such as sick days, vacation days, and any other time-off policies you've set up. This makes it quick and simple to track your team's time off all in one place.
Using Advanced filters makes it easier to review time-off requests before payroll. For example, as a finance manager, you can filter for employees who have taken sick leave, belong to the 'General Cleaners' Smart Group, work across multiple departments, and report to Rachel
View Your Employees' Breaks (Paid & Unpaid)
When reviewing timesheets, easily monitor your team's breaks by first filtering for the type of break - lunch or rest break. Then filter by the type- paid or unpaid to track break durations and ensure compliance with company policies—all in one convenient view.
Using Advanced Filters, you can easily search for specific groups of employees by combining multiple conditions. For example, you can filter for employees who are cleaning supervisors in the 'General Cleaning' Smart Group who report to Rachel and have taken paid lunch breaks.
View Your Employees by Wage Type
When managing timesheets, you can use Quick Filters to review your employees by Wage type. For example, easily sort between hourly employees (for example, part-time employees) or salaried employees (like full-time team members), helping you focus on exactly what you need to review before payroll.
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