Shift entries are details that users provide when clocking in or out of their shifts. Upon clocking in, users will be prompted to select the resource they are clocking in to. When clocking out, they will be asked to record relevant information from their shift, such as equipment used, mileage covered, the on-site manager, and other key details. This information helps businesses maintain accurate records, improve accountability, and gain better insights into daily operations. Let's dive in!
In this article, we will go over:
How to Set Up Shift Entries When Clocking in
Access the Time Clock feature found in the left sidebar, and enter the relevant Time Clock.
Navigate to the Time Clock settings found on the top right of the page, and enter the Shift Entries tab on the left-hand side.
When clocking in, users will be asked to select the relevant resource. In this example, we will use the Jobs resource.
Click on the gear icon in order to manage resources per device.
Start by choosing whether each device will have “Flexible” or “Fixed” job options. With Flexible settings, users can select from multiple jobs based on your preferences, such as Any Job, Any Job Except, or a Specific Job List. With Fixed settings, users are automatically assigned to a specific job when clocking in from that device, without needing to make a selection.
Assigning specific jobs or resources to each device creates a more streamlined clock-in experience for users, by showing only the relevant options for that device. For example, if an NFC device is located in the office, you can set it to display only the “Office” job when users clock in.
How to Set Up Shift Entries for During the Shift or Before Clocking Out
In order to add a shift entry which users will need to fill out during the shift or upon clocking out, click Add field.
Name the field, select the Field type and choose a corresponding icon.
The following types of shift entries can be created:
Dropdown list
Text box
Number
Image attachment
File attachment
Signature
Every field can be marked as required, such that users must complete them before clocking out.
Pro tip: Users will always have the option to add a note to their shift while they are clocked out, regardless if you choose to add a text box shift attachment.
How Shift Entries Appear for Users
On the mobile or Kiosk app, users will be prompted to select a resource when clocking in, based on the resource you set for each device. When clocking out of their shift, users will be prompted to fill out the shift entries you selected. The shift entries will be available to complete for all employees assigned to the Time Clock.
Pro tip: To copy information from a previous job performed earlier that day, or to clear all inputted information, click on the three dots and select 'Copy from previous entry' or 'Clear All'.
How Shift Attachments Appear on the Timesheets
When accessing an employee's timesheet on the admin dashboard, shift attachments appear as additional columns. Choose which shift attachments to view by selecting them from the drop-down table menu inside the timesheet.
Shift Attachments Common Use Cases
Recording Employees' Mileage on Shift
If your business involves a lot of commuting, you can set up a shift attachment for employees to report the mileage traveled during their shifts. Tracking mileage helps ensure fair reimbursement, manage expenses, and comply with tax regulations. For this type of attachment, select the Number attachment type.
Recording the Equipment Used on Shift
This option allows users to report which equipment they used while on shift. Tracking equipment usage ensures proper maintenance, helps you manage inventory, and allocates costs accurately. It also helps reduce safety risks, and ensure compliance with regulations. For this type of attachment, select the Dropdown list attachment type.
Signature Confirming Hours Worked
Employees can add the name of the supervisor on-site and ask them to add their signature to confirm the shift was completed and all tasks were done. This helps with verifying attendance, ensuring accountability, and preventing disputes about hours worked. It also provides a record for payroll accuracy and can help with compliance in industries that require detailed work logs. Select the Signature attachment type for this use case.
Signature From Client
If your business involves delivering items to clients, this could be a good option to verify all items were delivered successfully. This shift attachment type will require employees to retrieve a signature from the client they delivered to, confirming successful receipt, ensuring accountability, and resolving disputes. It also helps maintain accurate records for inventory and billing.
Reporting an Incident
This option would allow the user to report any incident that occurred during the shift. This helps resolve problems, prevent future incidents, and maintain proper documentation for safety, insurance, or legal reasons. For this type of attachment, select the Dropdown list attachment type.
*Adding up to 2 shift entries is available on the Advanced Plan and unlimited in the Expert Plan*
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