Attendance Settings

From your

Applies to ,

Overview

Configure your Attendance Settings to determine how your staff uses Time Clock & Attendance.

Considerations

  • You must have manager or account holder access privileges to access the Attendance 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.
Communicate settings changes to employees

To avoid confusion among employees, be sure to inform them of any changes to the account’s settings.

Accessing the Attendance settings

Hover over Gear, then select Attendance Settings Attendance Settings.

Attendance settings

General

Choose how early employees can clock in for shifts and if they are allowed to edit their own timesheets

Time clock

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

Callouta
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.

Calloutb
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.

Calloutc
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.
Calloutd
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 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.

b 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.

c 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.
d 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

The Payroll section contains the setting for how long your pay periods are. Changing the pay period length can change when overtime calculations start. Check out Setting Pay Period Length for more information.

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.

Breaks

The Breaks section allows you to control how breaks are reported. The toggle switch on the left enables and disables breaks completely. If the Breaks switch is toggled on but none of the options are checked, lunch breaks can be added, edited and deleted on timesheets

Callout
Name
 Description
a
Let Employees Record Unpaid Breaks
Enable the Take Lunch button on the mobile, computer and terminal time clocks.
b
Automatically Deduct Scheduled Breaks When Scheduled
Unpaid breaks set in the shift’s details are automatically deducted from timesheets.
c
Ask Employees About Paid Rest Breaks
Enable the paid break reporting question upon clock out.
Callout Name  Description
a Let Employees Record Unpaid Breaks Enable the Take Lunch button on the mobile, computer and terminal time clocks.
b Automatically Deduct Scheduled Breaks When Scheduled Unpaid breaks set in the shift’s details are automatically deducted from timesheets.
c Ask Employees About Paid Rest Breaks Enable the paid break reporting question upon clock out.

Notifications

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 August 15, 2019

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