Attendance and timesheets
See who is on shift today, settle late, missing and off-site clock-ins, set the exception thresholds, and approve timesheets for pay.
On this page
Workers clock in and out from the employee app. Today shows what that means right now: who is on shift, who is late or missing, and which clock-ins need a look. Work hours turns the clock-ins into a timesheet per person for each payroll period, and approved hours are what payroll pays.
Looking at attendance and timesheets needs attendance.view, which every built-in role has. Deciding anything (adding or correcting a clock-in, recording an absence, excusing an exception, building and approving timesheets) needs people.manage, which Admin and HR have. The exception types are a shared list: Admin keeps it, and a custom role needs workspace.manage.
How clocking in works
In the employee app, a worker chooses Start shift when they arrive and End shift when they leave. The phone shares its location once, to check they are at the right place; it is never tracked between shifts. A clock-in outside the circle around the place's pin still counts: it is only flagged. A worker whose required credential has lapsed cannot start the shift and is told to speak to their coordinator.
Arriving after the late threshold, leaving early or staying past the shift end is recorded as an exception, using the thresholds below.
See today's attendance
Go to Attendance and choose Today. The counters show On shift now, Not clocked in, Late, Clocked in off site and Finished. Below them:
- Needs a look lists what needs a decision, oldest first.
- On shift now lists who is clocked in, where, and since when.
- On the side, Starting in the next two hours shows the shifts about to start, with Assign where nobody is on them, Finished today lists who has left, and How it is judged gives the thresholds, with Change the thresholds.
Decide what needs a look
| Situation | What you can do |
|---|---|
| Not clocked in | Call them, choose Record absence and find cover, or choose They are there, add the clock-in and give the time and a Reason. |
| Clocked in off site | Look at the map, then Accept, with why or Correct it. |
| Late | Excuse, with a note, or Leave it as late. |
Recording an absence frees the slot, tells the people who could cover it, and keeps the absence on the person's timesheet. Someone not clocked in shows from the late threshold, and turns red once the no-show threshold passes. Every correction is kept in the audit trail with its reason.
Set the exception thresholds
Go to Setup › Lists & catalogs and choose Attendance exception types. Four types are built in: late, left early, no show and unplanned overtime. They are marked System, and can be renamed and tuned but not stopped.
Open a type and set its Threshold (minutes): how many minutes before it counts as an exception. Late, left early and unplanned overtime start at 15 minutes. On Today, someone who has not clocked in turns red after the no-show threshold, or after 60 minutes when it has none. On the timesheet, a shift that ended with no clock-in at all counts as a no-show.
Build and approve timesheets
- Go to Attendance and choose Work hours, then pick the payroll Period.
- Each person shows Planned, Worked, Overtime, Exceptions and a status of Not built, Draft or Approved. Narrow the list with All, To review, Approved or Not built.
- Choose Build all for this period and Confirm. Missing timesheets are built from the clock-ins and this period's drafts are refreshed; approved ones are never touched. You can also Build one person.
- Choose Review on a draft. The timesheet shows the shifts Day by day, and Settle the exceptions on the side:
- Excuse with a reason, or Keep it;
- for a no-show, Record sick leave (the day becomes approved sick leave from their balance) or Keep as no-show;
- for an off-site clock-in, Accept.
- To fix a time, choose Correct a clock-in, pick Which day, change the times, give a Reason and choose Submit. The timesheet is rebuilt.
- Under Approve, add a Note for payroll if needed and choose the approve button, which shows the hours.
Approving waits until every exception is settled. It freezes the timesheet and sends its hours to the salary export. To approve every draft with nothing left to settle at once, use the approve link at the foot of Work hours. Download saves the list as a CSV file.
See Pay export for what happens next.