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
- From your computer, use a supported web browser to sign in to When I Work on the web.
- In the top-right corner of the page, hover over your profile picture and select App Settings.
- 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.
There are three different options to choose from:
- Fixed Terminal: Allows managers to transform a computer, laptop, or tablet into a dedicated time clock terminal. If a device is set up as a terminal, it shouldn’t be used for other purposes.
This method is always on. Follow our instructions to set up a fixed time clock.
- Mobile: Allows employees to clock in and out using the When I Work app on their iPhone and Android devices. If you enable location restrictions, GPS coordinates ensure that employees clock in near the address of the schedule or job site.
Click the toggle to turn this method on or off. Follow our instructions to allow employees to clock in from mobile devices.
- Work Computer: Allows employees to clock in while they are logged into their When I Work accounts on a computer. This feature is recommended if you want your employees to clock in at their own work computer, or if your work computer is used for more than just clocking in and out. Employees will only be able to clock in if they are on your business’s Internet connection (requires a static IP address).
Click the toggle to turn this method on or off. Follow our instructions to allow employees to clock in from work computers.
If you made any changes, click Save.
Enforcing location restrictions
If the mobile time clock method is enabled, When I Work can use GPS coordinates to ensure that employees are physically located near the schedule or job site address 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.
To restrict mobile clock in by location:
- Select Force Users to Clock In Near the Specified Schedule and/or Job Site.
- 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 shift, 15 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).
The Payroll section contains settings for employee time sheet edit, pay periods, and overtime thresholds.
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. Change the cutoff time if you want to make sure that hours are not split between two days.
- 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 your When I Work account was created on or after October 1, 2017, you cannot change the payroll cutoff time.
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.
The Attendance Notifications section allows you to control when notifications are sent if an employee doesn’t clock in for a shift on time.
- 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.
Currently available for accounts 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.
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 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.