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Attendance Settings

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Overview

Configure your Attendance Settings to determine how your users use Time Clock & Attendance.

Considerations

  • You must have manager or admin access privileges to access the Attendance Settings page.
  • If you make any changes to Attendance Settings, click Save in the top-right corner of the screen.
Communicate settings changes to users

To avoid confusion, be sure to inform users 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 and supervisors can clock in for shifts and if employees are allowed to edit their own timesheets.

Time clock

Control how users clock in and out for their shifts.

Callouta
NameClock In with Mobile App
Description

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

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

Calloutb
NameEmployees and Supervisors Must Be Near Location To:
Description
Calloutc
NameHow Close Must Employees and Supervisors Be to the Scheduled Location?
Description

Set how close employees and superviors 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 and supervisors 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 and supervisors to clock in using their personal computers.

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

Calloute
NameEmployees and Supervisors Must Be Near Location To:
Description
Callout f
NameHow Close Must Employees and Supervisors Be to the Scheduled Location?
Description

Set how close employees and supervisors 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 and supervisors can clock in.

  • The default radius is set to 100 meters.
  • The minimum radius allowed is 100 meters.
Calloutg
NamePhoto Clock-In
Description

Turn on to take photos of users when they clock in or clock out from an iOS Time Clock Terminal.

Photos can be reviewed by supervisors, managers, and admins on the iOS Time Clock Terminal.

Callout Name Description
a Clock In with Mobile App

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

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

b Employees and Supervisors Must Be Near Location To:
c How Close Must Employees and Supervisors Be to the Scheduled Location?

Set how close employees and superviors 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 and supervisors 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 and supervisors to clock in using their personal computers.

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

e Employees and Supervisors Must Be Near Location To:
 f How Close Must Employees and Supervisors Be to the Scheduled Location?

Set how close employees and supervisors 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 and supervisors can clock in.

  • The default radius is set to 100 meters.
  • The minimum radius allowed is 100 meters.
g Photo Clock-In

Turn on to take photos of users when they clock in or clock out from an iOS Time Clock Terminal.

Photos can be reviewed by supervisors, managers, and admins on the iOS Time Clock Terminal.

Pay Periods

The Pay Periods 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 Pay Period section, ask the admin to give you access to manage timesheets and pay periods.

Rounding

The timesheet rounding option allows timesheet entries to be rounded to the nearest 5, 6, or 15 minutes to align with your payroll requirements and workplace policies. Both rounded and actual timesheet entries can be exported and rounded entries can be sent to a supported payroll integration.

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 Users 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 Users About Paid Rest Breaks
Enable the paid break reporting question upon clock out.
Callout Name  Description
a Let Users 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 Users 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.

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 Users When They Miss Clock In/Out
DescriptionChoose how long When I Work waits to notify a user 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 Users When They Miss Clock In/Out Choose how long When I Work waits to notify a user 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 9, 2023

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