The Time Clock was designed to allow you to easily track your team's work hours and make payroll a breeze! From an employee perspective, with just a few clicks, employees can clock in and out from their mobile devices or desktops. As managers, you can easily see what’s going on with your employees daily, communicate with them, edit their timesheets, and export the information for payroll when ready.
Users can track their work hours in multiple ways with Connecteam, whether by clocking in and out from their mobile app, from the company device using the Kiosk App, directly from their schedule, or by adding time records to their timesheets. Customizing how your employees clock in and out allows you to add and remove different functionalities to meet your organization's time management workflow and decide how employees can track their work time and from which device.
How to Customize Employee Clock In
To customize how your employees will clock in, follow these steps:
Navigate to the Time Clock feature from the left sidebar and enter the relevant Time Clock.
Access Settings, and enter the Time Tracking tab.
This page has two sections. In the first, you can select the 'clock-in devices'; the devices you want users to use when clocking in, and 'clock-in options,' where admins decide whether users can clock in only to scheduled shifts, without a scheduled shift, or both. The second section covers timesheets, where admins decide whether users can access and edit their own timesheets.
Clock-in Devices
In this section, you can choose which devices users are allowed to clock in from. For example, if all employees clock in through a kiosk or NFC tag at the office, you can disable other options so that only that device is permitted. For field employees working across the country, you can instead allow clock-ins from their mobile devices.
Clock-in Options
In this section, you can customize two options that can be used independently or together. These are users who clock into scheduled shifts or users can clock in without scheduled shifts. Let's get started!
Users Can Clock Into Scheduled Shifts
By toggling this option, users can clock in and out only if they have a scheduled shift.
Click the gear settings icon to choose which devices users can use to clock in to their shifts. For example, if shifts take place in a physical office, you can restrict clock-ins to a kiosk device or NFC. In this modal you can also select which schedules users can clock in from.
Users Can Clock In Without Scheduled Shifts
By toggling this option, users can clock in at any time, even if they do not have a scheduled shift.
As shown earlier, clicking the gear settings icon lets you choose which devices users can clock in from. For example, if employees work on ongoing tasks without scheduled shifts, you can allow them to clock in on the go from their mobile devices.
💡 Note that these options are not exclusive. You can toggle both of them on if you want users to clock in when they have a scheduled shift and without a scheduled shift. The same is true of the devices employees clock in and out from. You can select one, two, or all of them.
Timesheet Edits
After you have decided how your employees should clock in, it's time to decide whether they can access their timesheets, and which edits, if any, they can make to it. Let's go over the options.
The first toggle determines whether users have any access to their timesheet altogether. By toggling off this option, users will not be able to view their timesheets and will only see the option to clock in when entering the Time Clock feature.
Users can edit and delete shifts and breaks from their timesheets
By toggling this on, employees will be able to edit or remove shifts and breaks from their time clock. Of course, you can enable the option for this, which requires admin approval, making sure that every addition to an employee timesheet has been looked at by a manager.
Users Can Manually Add Shifts and Breaks to Their Timesheets
By toggling off this option, users can manually add shifts or breaks to their time clock - regardless of whether they clocked into those shifts or were scheduled for them. Of course, you can enable the option for these shifts and breaks to require admin approval, making sure that every addition to an employee timesheet has been looked at by a manager.
Users Can Add and Edit Shifts and Breaks for Future Dates
When this option is turned off, users can only edit their shifts and breaks for today or past dates, but not for future dates.
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Different Use Cases for a Quick and Easy Setup
Now that you've understood the basics of customizing your employee clock-in/out, let's go over a few of the most common clock-in/out setups.
The "Kiosk Only" Setup
In this option, you will limit employees to clock in/out on from the Kiosk App.
To do so, you will toggle on the option of how you'd like your employees to clock in/out, and from the drop-down list, select only the kiosk option.
Take a look at how this looks below, where I allow my employees to clock in with or without a scheduled shift, but only from the kiosk app.
The "Timesheets App" Setup
With this option employees will not be able to clock in and out from the time clock at all, however, they will be able to add shifts and breaks to it. This is done by toggling off the clock in options, selecting all of the edit options, and, of course, if needed, selecting adding approval. Take a look at how this looks below:
The "Clock Into Scheduled Shifts Only" Setup
With this option, employees can clock in only to the scheduled shifts. To do this, toggle on just the option to clock into a scheduled shift and choose the divide you want employees to clock in from. The example below shows that I allow users to clock into scheduled shifts from the mobile app.
Clocking in Without a Job
In some cases, you may want to allow users to clock in without having to select a job or resource. This capability streamlines the clock-in process by removing job selection where it’s not needed, making it faster and simpler for businesses that don’t track attendance by job or for roles with a single default job.
In order to allow users to clock in without selecting a job or resource, head over to the Shift entries tab in the Time Clock settings, and disable it.
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