Adding Time Clock & Attendance to Scheduling

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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

You must have manager or account holder access privileges to add Time Clock & Attendance to your account.

Before you begin

Decide how you want your employees to clock in. 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

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. 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 schedule location.Set location IP address
    • If you’re currently at the workplace, click Yes. If you have more than one schedule location, select your schedule 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 schedule 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 schedule or job site address 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 schedules

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

Perform these steps for each of your schedules 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 Schedules.
  2. Click a schedule 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 schedule, click Location to automatically set the IP address.
    • If you know your public IP address, type it in the field.
  5. Click Save Schedule.

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. In the top-right corner, click Gear menu, 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 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 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. 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 November 16, 2017

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