Clocking set up - Geolocation & Exceptions
When setting a location up for clockings, the system allows buffers to be set with rules on what will be automatically approved verses what will show on the exceptions report.
Below are the instructions on setting up the buffers. Each business will have a different criteria, it is best to know this before starting.
Information to know before starting;
i) If the business is using Geo location - the post code (Latitude / Longitude) of location can be used as well.
ii) Unexpected Clockings - This is the time duration before and after a shift is starting ending that a staff member can clock in / out - ie when the unexpected clocking is set for 60 (mins) a staff member can only clock-in 60 mins ahead of their shift start / end time
iii) Auto Approval - This is the time frame that the system will ignore if a staff member clocks in early or late. Outside of the buffers set the clocking will show on an exceptions report and require Manager approval.
iv) Adjustments - This is the time frame a staff member can clock in / out on and the system will automatically ignore. Outside of the buffers set the clocking will show on an exceptions report and require Manager approval..
v) Adjustments and Auto Approval - this is the time frame the system will automatically allow a clocking to happen outside of a shift time that will automatically be approved and not show on the exceptions report.
Step 1 - Log into the system and go to admin
Step 2 - Click on Location Admin and the drop down arrow to show the company locations
NB - Clocking rules can be different at each location
Step 3 - Open the location using the 3 dots.
Step 4 - Go to the Clocking tab
Setting up Geolocation
Geo Location set up is only required if its being used.
Step 1 - Enter the post code for the location where the clock in will take place at.
Alternatively if a Post code doesn't exist enter the Latitude and Longitude for the location ...
Unexpected Clockings
This is the time that a clocking will be recorded from a head of the shift start time.
i.e. If the staff members shift started at 9am - the earliest a clocking will be recorded in the system is 8am - the same rule applies for clocking out..
The default 480 - refers to minutes so and can be left in place if staff can clock in or out at anytime.
In the example given here we have set it 60 (minutes)
Auto Approval
Auto approval is the time frame the system will automatically approve a clocking.
ie If the staff member clocks in 10 minutes early or late the system will automatically approve the clockings. Clockings outside the auto approve time will show on the exceptions screen and will need manager approval to be processed.
Adjustments
The adjustments area is where buffers can be set to show when a staff member clocks in or out outside of their shift time. These can be set differently the Auto Approval buffer.
Adjustments and Auto Approval
The Buffers can be set to auto approve if the times are set to be the same for both adjustments and auto approve. If they are different these should be set to 0
Miscellaneous settings
Double Buffer - This is the time frame that must pass after a 'clocking' has been recorded before a 'clock out' will register on the staff members clockings - this is to ensure that if a staff member clocks in and doesn't remember that they have and tries to clocking in again they won't be clocked out.
Clocking Times Per-populated - this can be ticked on or off .. if it is ticked on the shift time will used to populate this information on the clocking and exceptions tile
Adjustment Rounding Rules - this can be set to round to the nearest 15 minutes
Clock in /out thresholds - The clock in / out threshold is used in conjunction with the 'Round to Nearest 15 mins' , and determines the threshold used to round the clockings either up or down to 15 mins
Clock In threshold=7 means that, for a 0900-1700 shift, if someone clocks in at 0906, this will be rounded to 0900, but an 0908 clocking would be rounded to 0915
