Configuring Attendance Settings

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Overview

You can edit the way your account’s Attendance settings are configured any time in the App Settings page.

Accessing the Time Clock & Attendance settings

  1. Access the app settings page by hovering over your name at the top right corner.
  2. Click the Attendance tab at the left side of your screen.

Then you will see that you have two different features to configure settings for – Time Clock and Payroll.

Time clock settings

At the top, you can select how you’d like your employees to clock in and out of their shifts.

There are three different options to choose from:

Time Clock methods

If you made any changes, click Save.

Forcing users to clock in near a location

If the mobile time clock method is enabled, when I Work can use GPS coordinates to ensure that employees are physically located near the appropriate location or job site when they clock in. This restriction does not apply when employees clock out.

Locations Must Have Addresses

Make sure each of your locations has an address in When I Work before you enable location restrictions.

To restrict mobile clock in by location:

  1. Select Force Users to Clock In Near the Specified Location and/or Job Site.
    Location-based restrictions
  2. In Maximum Distance When Clocking In, configure how close employees must be to the address (in meters) in order to clock in.
    • The default is 100 meters. If you adjust this value, we recommend entering a value greater than 50 meters.
    • If employees are having trouble clocking in, try entering a larger number to extend the radius around the address.

Adjust when employees can clock in

If you would only like your employees to clock in within a certain time frame before their shift starts, you can choose from the options within the Users Must Clockin Within menu.


You can choose between the following options: Anytime (no shift required), 5 minutes of a shift, 15 minutes of a shift, or 30 minutes of a shift. By default, this is set to 15 minutes of a shift. This will make sure your employees are not clocking in too early for their shifts.

Note: Clock in restrictions do not apply fixed time clock terminals on iPhones and iPads.

Payroll settings

In this section, you can adjust various settings regarding payroll.

Note: If you are a Manager and cannot view this section, you must have the Account Holder grant you access by checking Can Manage Payroll in your employee profile.

Employee timesheet edit

Choose whether or not your employees have access to edit their time sheets by selecting or deselecting the check box to the left of Allow employees to enter and edit their own time sheets.

Pay period settings

Configure your pay period type from the drop down menu titled Pay Period Type. You can choose from the following options: Bi-Weekly, Weekly, Bi-Monthly, or Monthly.

  • Bi-Weekly: Select this option if your employees receive payment every two weeks. Payroll is calculated every other week based on the payroll end date.
  • Weekly: Select this option if your employees are paid every week. Payroll is calculated every week based on the payroll end date.
  • Bi-Monthly: Select this option if your employees receive payment twice a month. Payroll is calculated every 15 days based on the pay period end date.
  • Monthly: Select this option if your employees are paid once a month. Payroll is calculated every month based on the pay period end date.

Overtime thresholds

Set up your overtime thresholds so employees are paid extra depending on certain circumstances. You can adjust the thresholds based on weekly, daily, and daily double overtime thresholds.

  • Weekly and daily overtime are paid at 1.5 times the normal rate.
  • Daily double overtime is paid at 2 times the normal rate.
  • For more information on how overtime works, see How Overtime is Calculated.

Turning off daily overtime

If you do not use Daily or Daily Double overtime thresholds, enter to 24 so this calculation never applies.

Payroll cutoff time

The payroll cutoff time determines when one pay period ends and the next pay period begins. It also determines when daily and weekly overtime calculations start over.

By default, the payroll cutoff time is set to midnight. This means if a shift goes from 8p-8a, 4 hours fall on the previous day and 8 hours fall on the next day.

If you would like daily overtime to be calculated after midnight for all shifts, then you will want to set the Payroll Cutoff Time.

Updated on April 13, 2017

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