Configuring Attendance Settings

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Overview

Attendance settings control how employees clock in, payroll options, and attendance alerts. You can edit the 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.
  • Managers can access the Payroll settings only if the account holder enables Can Manage Payroll in their employee profile.
  • Only the account holder can access the Attendance Notifications and Overtime Alerts settings.

Accessing the Attendance settings

  1. From your computer, use a supported web browser to sign in to When I Work on the web.
  2. In the top-right corner of the page, hover over your profile picture and select App Settings.App Settings menu item
  3. On the left side of the page, click Attendance.

Time clock settings

The Time Clock section controls how your employees clock in and out for their shifts.

Time Clock methods

There are three different options to choose from:

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.
  • Managers and account holders can clock themselves or employees in from any location regardless of attendance settings.
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.

Restricting when employees can clock in

By default, employees can clock in no more than 15 minutes early for their shifts. If you’d like to change this behavior, choose another option from the Users Must Clockin Within menu.

  • If you want to prevent employees from clocking in before their shifts begin, select 5 minutes of a shift15 minutes of a shift, or 30 minutes of a shift.
  • If you want to allow employees to clock in at any time, select Anytime (no shift required).
Note

  • Clock in restrictions do not apply fixed time clock terminals on iPhones and iPads.
  • Managers and account holders can clock themselves or employees in at any time regardless of attendance settings.

Payroll settings

The Payroll section contains settings for employee time sheet edit, pay periods, and overtime thresholds.

Payroll settings

Can't See the Payroll Section?

If you have manager privileges and you don’t see the Payroll section, ask the account holder to grant you access by enabling Can Manage Payroll in your employee profile.

Employee time sheet edit

If you want to allow employees to edit their time sheets, check the Allow employees to enter and edit their own time sheets box.

Pay period settings

Configure your pay period type from the Pay Period Type menu.

You can choose from the following options:

  • 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.

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.

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.

Attendance 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 Notifications

  • Missed Clock In/Out for Employees: Employees are notified when they fail to clock in on time. Choose how long When I Work should wait to send a notification after an employee fails to clock in.
  • Missed Clock In/Out for Managers: Supervisors, managers, and account holders are notified when their employees fail to clock in on time. Choose how long When I Work should wait to send a notification after an employee fails to clock in.
Note

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

Overtime Alerts

Currently available for accounts created on or after September 26, 2017 that use a weekly or bi-weekly pay period and have the payroll cutoff time set for midnight.

The Overtime Alerts section controls alerts that are sent to managers to let them know employees are nearing overtime based on the configured overtime thresholds. Managers have the option to opt in or out of these alerts by setting their personal alert preferences.

Overtime Alerts

Scheduled for overtime alert

If you want managers to be notified when an employee is projected to work overtime, turn on Alert When an Employee’s Worked Hours and Remaining Scheduled Hours Will Cause Overtime. The alert is triggered when an employee clocks out and the totals are recalculated.

Nearing overtime alert

If you want managers to be notified when an employee is within a X hours of overtime, turn on Send an Alert When an Employee is X Hours Away from Working Overtime. The alert is triggered when an employee clocks in and the totals are recalculated.

Updated on September 26, 2017

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