Adding Time Clock & Attendance to Scheduling

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Applies to

Overview

Time Clock & Attendance allows you to easily track employees’ hours by having them clock in and out using When I Work. At the end of each pay period, you can easily send employees’ time sheets to your payroll processor.

This article assumes that you’re already using Scheduling and you want to add Time Clock & Attendance.

Things to know before you begin

Step 1: Sign in to When I Work

From your computer, use a supported web browser to sign in to When I Work on the web.

Step 2: Activate Time Clock & Attendance for your account

  1. Activate a free 30-day trial of Time Clock & Attendance on your account:
    • If you’re on a paid Scheduling plan, click Time Clock at the top of the screen.
    • If you’re on a free Scheduling plan, hover your pointer over  Gear menu  in the top-right corner of the screen, then click Time Clock.
  2. Click Start Setup.
    The Attendance Setup wizard appears.Attendance setup wizard
  3. Follow the Attendance Setup steps. The settings you configure can be changed at any time in App Settings.

Step 3: Configure Time Clock & Attendance settings

Customize Time Clock & Attendance settings to meet the needs of your business.

Payroll settings

To change these settings, you must be the account holder or a manager that has access to manage payroll.

Notification settings

To change these settings, you must be the account holder.

Step 4: Prepare your schedules and job sites

Set up your schedules and job sites with addresses to make sure employees are clocking in from the right location. For more information, check out Restricting Where Employees Can Clock In.

If you enabled location-based clock-in restrictions during Attendance setup, make sure you have addresses added to your schedules and job sites.

Step 5: Prepare your shifts

To allow your employees to clock in, their shifts must be tagged with the correct schedule and job site.

Review future shifts

Use the Scheduler to confirm that future shifts are tagged to the correct schedule and job site.

If you have multiple schedules, review each schedule one at a time:

  1. On the left side of the page, select a schedule:
  2. Review all future shifts to make sure they are assigned to the correct schedule.
  3. If you use job sites, make sure shifts are assigned to the correct job sites. Use the Job Site filter to show shifts by job site.

Review shift templates

If you’ve created any shift templates, review them to make sure they are assigned to the correct schedule:

  1. In the top-right corner, click the Gear menu, then select Shift Templates.
  2. Review the list of shift templates to verify that the Schedule column is correct.
  3. If a shift template is set to the wrong schedule, click the shift template to set the correct schedule.

Step 6: Set up time clock terminals

If you don’t want to set up a time clock terminal for employees to clock in, skip this step.

Follow our instructions to set up a time clock terminal on a computer, iPhone, or Android phone/tablet.

Step 7: Instruct your employees to start clocking in and out

Now that your clock in methods are defined, tell your employees how they should clock in to their shifts. We recommend sending a WorkChat message to announce time clock procedures to your employees.

Reference our articles on clocking in and out:

Next steps

Now that Time Clock & Attendance is set up, you might want to:

Updated on June 22, 2018

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