Adding Time Clock & Attendance to Scheduling

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Overview

This article describes how to set up Time Clock & Attendance for your existing When I Work Scheduling account. When Time Clock & Attendance is set up, you can track your employees’ hours and use their timesheets to create reports for running payroll.

You can allow employees to clock in using any or all of the following options:

  • A dedicated computer, tablet, or smartphone located at your place of business (also called a fixed terminal)
  • Employees’ iPhones and Android phones (with the When I Work app)
  • Employees’ work computers that are connected to your business network

Things to know before you begin

  • To set up Time Clock & Attendance, you must connect to the When I Work web app from a computer. After setup, you can also use the iPhone/iPad app to manage clock ins and time sheets.
  • You must be a manager or account holder to add Time Clock & Attendance to your account.

Things to do before you begin

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

Step 1: Sign in to When I Work

  1. From your computer, use a supported web browser to go to https://app.wheniwork.com/.
  2. Sign in to your When I Work account.

Step 2: Activate Time Clock & Attendance for your account

  1. Near the top-right corner of the page, hover your pointer over Gear menu, then click Time Clock.
    The 30-day free trial page appears.
  2. Click Try It Free For 30 Days.
    The time clock wizard appears.Time clock methods
  3. Choose how employees are allowed to clock in by enabling or disabling the following options:
    • Fixed Terminal: Allows employees to clock in from a dedicated terminal (PC, tablet, or mobile phone) that is set up by you or another manager.
      The fixed terminal option is always on, and cannot be turned off.
    • Mobile: Allows employees to clock in from iPhones and Android phones via the When I Work mobile app.
    • Work Computer: Allows employees to clock in from computers that get online using your business Internet connection.
  4. Click Continue.
  5. If you enabled the work computer time clock method, set the IP address for your location.Set location IP address
    • If you’re currently at the workplace, click Yes. If you have more than one location, select your location from the list, then click Continue.
    • If you’re not at the workplace, click No, then click Continue. You’ll need to set an IP address for each location later.
  6. (Optional) Add employees to When I Work. When you’re finished, click Done Adding.
  7. Click Done.
  8. Click View The Dashboard to continue setting up Time Clock & Attendance.

Step 3: Configure Time Clock & Attendance settings

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

Time clock settings

  • Adjust when employees can clock in.
  • Set how close an employee must be located to the location or job site to clock in to a shift.

Payroll settings

To change these settings, you must be the account holder or a manager that is allowed to manage payroll. The account holder can give you access by enabling Can Manage Payroll in your employee profile.

  • Prevent employees from editing their own timesheets.
  • Set pay period length, end date, and cutoff time.
  • Change overtime settings.

Notification settings

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

  • Set how quickly an employees are notified when they miss their shifts.
  • Set how quickly managers are notified when their employees miss shifts.

Step 4: Prepare your locations

When I Work uses the physical address and IP address information for your locations to make sure employees clock in for shifts from the correct place.

Perform these steps for each of your locations to make sure that clocking in works correctly:

  1. Near the top-right corner of the page, hover your pointer over Gear menu, then click Locations or Schedules.
    The choice may vary depending on the age of your When I Work account.
  2. Click a location to edit it.
  3. If you intend to allow employees to clock in from their iPhones and Android phones, set the Address to the physical address of the workplace.
    Tip: If your employees need to clock in from a location that doesn’t match a mailing address, you can enter latitude and longitude coordinates from Google Maps.
  4. If you intend to allow employees to clock in from their work computers, set the IP Address.
    Note: Restricting clock ins by IP address only functions reliably if your Internet service provider (ISP) assigns you a public IP address that is static. If you don’t know whether you have a static IP address, contact your ISP.

    • If you are currently using a computer at this location, click the arrow to the right of the address to automatically set the IP address.
    • If you know your public IP address, type it in the field.
  5. Click Save Location.

Step 5: Prepare your job sites

If you do not use job sites, skip this step.

When I Work uses the physical address for your job sites to make sure employees clock in for shifts from the correct place.

Perform these steps for each of your job sites to make sure that clocking in works correctly:

  1. From the top-right of the page, click the gear icon, then select Job Sites.
  2. Click a job site to edit it.
  3. Set the Address to the physical address of the job site. Tip: If your employees need to clock in from a job site that doesn’t match a mailing address, you can enter latitude and longitude coordinates from Google Maps.
  4. Click Save Job Site.

Step 6: Prepare your shifts

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

Review future shifts

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

If you have multiple locations, review each location one at a time:

  1. On the left side of the page, select a location:
  2. Review all shifts scheduled in the future to make sure they are assigned to the correct location.
  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 location:

  1. In the top-right corner of the page, click the gear button, then select Shift Templates.
  2. Review the list of shift templates to verify that the Location column is correct.
  3. If a shift template is set to the wrong location, click the shift template to set the correct location.

Step 7: Set up fixed time clock terminals

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

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

Step 8: 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. You can send a WorkChat message or a group email/TeamTxt to announce time clock procedures to your employees.

Fixed terminal

If you set up fixed terminals, tell your employees where the terminals are located and how to clock in and out.

Work computer

If you chose to allow employees to clock in from their work computers, tell them how to clock in and out.

Mobile

If you chose to allow employees to clock in from their phones and tablets, instruct them to download the app. Refer your employees to our articles about clocking in and out from iPhone/iPad and Android.

Next Steps

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

Updated on September 18, 2017

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