Setting Up Time Clock & Attendance

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Overview

Time Clock & Attendance allows you to easily track employees’ hours by having them clock in and out using When I Work. At the end of each pay period, you can easily send employees’ time sheets to your payroll processor.

This article explains how to set up Time Clock & Attendance for your workplace.

Things to know before you begin

When you sign up for a free Time Clock & Attendance trial, you automatically get free Scheduling. For more information, see Introduction to Scheduling.

Before you begin

Decide how you want your employees to clock in. You can use any or all of the following options:

  • A dedicated computer, tablet, or smartphone located at your place of business (also called a fixed terminal)
  • Employees’ iPhones and Android phones (with the When I Work app)
  • Employees’ work computers that are connected to your business network

Step 1: Sign in to When I Work

  1. If you don’t already have a When I Work account, go to the Time Clock & Attendance page, then click Start Tracking Time to start your free 30-day trial.
  2. From your computer, use a supported web browser to sign in to When I Work on the web.

Step 2: Configure Time Clock & Attendance settings

  1. In the top-right corner of the page, click your profile picture, then select App Settings.
  2. On the left side of the page, click Attendance.
  3. Choose how employees are allowed to clock in by enabling or disabling the following options:Time Clock settings
    • Fixed Terminal: Allows employees to clock in from a dedicated terminal (PC, tablet, or mobile phone) that is set up by you or another manager.
      The fixed terminal option is always on, and cannot be turned off.
    • Mobile: Allows employees to clock in from iPhones and Android phones via the When I Work mobile app.
    • Work Computer: Allows employees to clock in from computers that get online using your business Internet connection.
  4. If you want to make sure employees are clocking in near the schedule address, select Force Users To Clock In Near The Specified Schedule And/Or Job Site.
  5. (Optional) Adjust the Payroll settings to meet the needs of your business.
    To change these settings, you must be the account holder or a manager that is allowed to manage payroll. The account holder can give you access by enabling Can Manage Payroll in your employee profile.
  6. Near the top-right corner of the page, click Save.

Step 3: Add schedules

If your business has multiple workplaces, create a schedule in When I Work for each one.

When you add a schedule, make sure to set the street address and IP address so that employees can clock in:

  • If you intend to allow employees to clock in from their iPhones and Android phones, set the Address to the physical address of the workplace.
    Tip: If your employees need to clock in from a location that doesn’t match a mailing address, you can enter latitude and longitude coordinates from Google Maps.
  • If you intend to allow employees to clock in from their work computers, set the IP Address.
    • If you are currently using a computer at the schedule location, click Location to automatically set the IP address.
    • If you know your public IP address, type it in the field.
Static IP Address Required

Restricting clock ins by IP address only functions reliably if your Internet service provider (ISP) assigns you a public IP address that is static. If you don’t know whether you have a static IP address, contact your ISP.

Step 4: Add positions

Positions tag employees and shifts to a particular duty or skill. For example, a restaurant might have separate positions for cashier, waiter, and cook. Keeping employees and shifts separated by position helps you ensure that your business has the skill coverage that you need.

Create a position for each type of employee that works in your business.

Step 5: Add employees

Now you’re ready to add your employees. There are several ways to add employees:

Step 6: Set up fixed time clock terminals

If you don’t want to set up a fixed terminal for employees to clock in, skip this step.

Follow our instructions to set up a fixed terminal on a computer, iPhone/iPad, or Android phone/tablet.

Step 7: Instruct your employees to start clocking in and out

Now that your clock in methods are defined, tell your employees how they should clock in to their shifts. We recommend sending a WorkChat message to announce time clock procedures to your employees.

Reference our articles on clocking in and out:

Next Steps

Now that Time Clock & Attendance is set up, you might want to:

Updated on November 16, 2017

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