Attendance Settings Reference

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Applies to ,

Overview

Attendance settings control how employees clock in, payroll options, and Attendance notifications. You can edit Attendance settings at any time from the App Settings page.

Things to know before you begin

  • You must have manager or account holder access privileges to access the App Settings page.
    • A manager can access the Payroll settings only if the account holder gives them access to manage payroll.
    • Only the account holder can access the Notifications settings.
  • If you make any changes to Attendance settings, click Save in the top-right corner of the screen.

Accessing the Attendance settings

  1. From your computer, use a supported web browser to sign in to When I Work on the web.
  2. Go to App Settings.
  3. On the left side of the page, click Attendance.Attendance settings

Time clock settings

Control how your employees clock in and out for their shifts.Time clock settings

Callouta
NameHow Early Can Employees Clock In for a Shift
DescriptionChoose how early employees can clock in for their shifts.
Calloutb
NameClock In with Mobile App
Description

Turn on to allow employees to clock in using the When I Work mobile app.

Make sure your schedules and job sites have addresses to ensure employees can clock in.

Calloutc
NameEmployees Must Be Near Location to Clock In
Description

(Clock In with Mobile App must be enabled) Turn on to prevent employees from clocking in if they’re not at their scheduled location or job site.

Make sure your schedules and job sites have addresses to ensure employees can clock in.

Calloutd
NameHow Close Must Employees Be to the Scheduled Location or Job Site to Clock In
Description

(Clock In with Mobile App must be enabled) Set how close employees need to be to their scheduled location to be able to clock in.

Enter a distance (in meters) to create a radius around a schedule or job site’s address where employees can clock in.

  • The default radius is set to 100 meters.
  • The minimum radius allowed is 100 meters.
Calloute
NameClock In with Personal Computer
Description

Turn on to allow employees to clock in using their personal computers.

Make sure you add IP addresses to your schedules to ensure employees are clocking in from the right location.

Callout Name Description
a How Early Can Employees Clock In for a Shift Choose how early employees can clock in for their shifts.
b Clock In with Mobile App

Turn on to allow employees to clock in using the When I Work mobile app.

Make sure your schedules and job sites have addresses to ensure employees can clock in.

c Employees Must Be Near Location to Clock In

(Clock In with Mobile App must be enabled) Turn on to prevent employees from clocking in if they’re not at their scheduled location or job site.

Make sure your schedules and job sites have addresses to ensure employees can clock in.

d How Close Must Employees Be to the Scheduled Location or Job Site to Clock In

(Clock In with Mobile App must be enabled) Set how close employees need to be to their scheduled location to be able to clock in.

Enter a distance (in meters) to create a radius around a schedule or job site’s address where employees can clock in.

  • The default radius is set to 100 meters.
  • The minimum radius allowed is 100 meters.
e Clock In with Personal Computer

Turn on to allow employees to clock in using their personal computers.

Make sure you add IP addresses to your schedules to ensure employees are clocking in from the right location.

Payroll settings

The Payroll section contains settings for periods and overtime thresholds.Attendance Settings Payroll Callouts

Callouta
NamePay Period Length
DescriptionSet how long your pay periods are.
Calloutb
NameWeekly Overtime Threshold
DescriptionSet how many hours an employee can work in a week before earning overtime.
Calloutc
NameDaily Overtime Threshold
Description

(Optional) Set how many hours an employee can work in a day before earning overtime.

Enter 24 to disable the threshold from calculating daily overtime.

Calloutd
NameDaily Double Overtime Threshold
Description

(Optional) Set how many hours an employee can work in a day before earning double overtime.

Enter 24 to disable the threshold from calculating daily double overtime.

Calloute
NameWeekly Overtime Indicator
Description Displays when weekly overtime calculations start.
Callout Name Description
a Pay Period Length Set how long your pay periods are.
b Weekly Overtime Threshold Set how many hours an employee can work in a week before earning overtime.
c Daily Overtime Threshold

(Optional) Set how many hours an employee can work in a day before earning overtime.

Enter 24 to disable the threshold from calculating daily overtime.

d Daily Double Overtime Threshold

(Optional) Set how many hours an employee can work in a day before earning double overtime.

Enter 24 to disable the threshold from calculating daily double overtime.

e Weekly Overtime Indicator  Displays when weekly overtime calculations start.
Can't See the Payroll Section?

If you have manager privileges and you don’t see the Payroll section, ask the account holder to give you access to manage payroll.

Timesheets

The Timesheets section contains settings allowing timesheet editing by employees and automatically deducting unpaid breaks.

Attendance Settings Timesheets callouts

Callout
Name
 Description
a
Allow Employees To Enter and Edit Their Own Time Sheets
Allow or prevent employees from editing their own time sheets.
b
Automatically Deduct Scheduled Breaks From Timesheet
Unpaid breaks set in the shift’s details are automatically deducted from time sheets.
Callout Name  Description
a Allow Employees To Enter and Edit Their Own Time Sheets Allow or prevent employees from editing their own time sheets.
b Automatically Deduct Scheduled Breaks From Timesheet Unpaid breaks set in the shift’s details are automatically deducted from time sheets.
Not seeing the option to automatically deduct breaks?

Reach out to our Customer Care team to be added to the new break experience!

Notification settings

The Attendance Notifications section allows you to control when notifications are sent if an employee doesn’t clock in for a shift on time.Attendance notification settings

Callouta
NameNotify Managers When Employees Miss Clock In/Out
DescriptionChoose how long When I Work waits to notify management after an employee forgets to clock in or out.
Calloutb
NameNotify Employees When They Miss Clock In/Out
DescriptionChoose how long When I Work waits to notify an employee when they forget to clock in or out.
Calloutc
NameNotify Managers When Employee’s Worked Hours and Remaining Scheduled Hours Will Cause Overtime
DescriptionSend notifications when an employee’s remaining scheduled hours cause them to earn overtime.
Calloutd
NameNotify Managers When Employees are X Hours Away From Working Overtime at Clock-In
DescriptionSend notifications when employees are nearing overtime.
Callout Name Description
a Notify Managers When Employees Miss Clock In/Out Choose how long When I Work waits to notify management after an employee forgets to clock in or out.
b Notify Employees When They Miss Clock In/Out Choose how long When I Work waits to notify an employee when they forget to clock in or out.
c Notify Managers When Employee’s Worked Hours and Remaining Scheduled Hours Will Cause Overtime Send notifications when an employee’s remaining scheduled hours cause them to earn overtime.
d Notify Managers When Employees are X Hours Away From Working Overtime at Clock-In Send notifications when employees are nearing overtime.

NOTE: The settings for attendance alerts affect mobile alerts only. Attendance notices that appear on the Dashboard are not affected.

Updated on January 14, 2019

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