1. Is it possible to clock-in offline?
No, it isn’t possible.
2. When is the notification sent in case of a missed clock-in?
When the clock-in time range is over and the employee has not yet clocked in, an email notification is sent to the employee and the manager. The email is sent approximately one minute after the missed clock-in.
🚨 If the employee clocks in within the allowed tolerance range, no notification is sent. However, if they clock in after the time range has ended, a notification is sent.
💡 Managers also receive a weekly email summary of all punctuality-related incidents for their team members.
3. What happens when an employee forgets to clock-out?
If the worked hours exceed the estimated hours based on work schedules, contract input, and/or time-off, a message will be displayed with two options:
- Confirm the estimated hours.
- Clock out the actual hours.
💡 The message is displayed when the user clicks the clock-out button after surpassing the estimated hours by at least one minute.
💡 If an employee has multiple shifts on a given day, the system will only modify the clock-out time of the last shift to ensure that the total time aligns with their planned hours.
🚨 In the timesheet and in the PDF exportation is shown if an employee used the “Forgot to Clock Out” modal to clock out and edit their clock-out time.
4. How can I prevent employees from tampering with timesheets?
To ensure timesheet accuracy, we have implemented an alert system that detects and warns against tampering. This system analyzes clock-in entries for inconsistencies or suspicious activities.
If any timesheets are found to be manipulated, an incident report is automatically generated, documenting the "manipulated clock-in/out time" for further investigation or disciplinary actions, if necessary.
To minimize false alerts due to minor time variations, the system compares the clock time with the server time, allowing a 2-minute margin for time zone differences.
💡 Email alerts are sent to the timesheet approver of the employee with a suspicious shift. Authorized users, including HR admins, also receive these alerts to ensure prompt action can be taken.
5. If someone clocks in with geolocation activated and subsequently edits the time, does the location disappear or change?
No, the location will not disappear. Instead, two records will appear in the history: the first one will show the clock-in with the geolocation, and the second one will reflect the edited time without any changes to the location information.
6. How are automatic breaks working for different time zones?
Automatic breaks are based on the hours worked by the employee, so the time zone doesn't affect them.
7. Is it possible to restrict clock-in to a specific area?
Currently, it is not possible to limit clock-in to a specific area.
8. What is the range of accuracy of the geolocation coordinates?
The accuracy of geolocation coordinates can vary depending on factors such as mobile reception, area geography, weather conditions, and whether the location is indoors or outdoors. To determine the precision of each geolocation, we store parameters called "accuracy" for latitude and longitude. This value indicates the difference in meters, with a lower number indicating higher accuracy. For example, a value of 0 would mean a difference of just centimeters, while 1000 would indicate a difference of kilometers.
9. How can I make sure an employee is on-site when they clock in?
If indicating "Working from home" or "Working from the office" during clock-in is not enough, the only way to verify their physical presence is by using geolocation and checking the provided coordinates in Google Maps.
How to use geolocation in time tracking
10. Is it possible to restrict clock-in to a specific area?
Currently, it is not possible to limit clock-in to a specific area.
11. What is the process for obtaining signed timesheets from employees?
Export your approved timesheets:
- On your sidebar, click on Time tracking
- Click on the three dots icon, in the upper right corner
- Select Export timesheet
- In Export type select Time Tracking Export - Full version
- In File format, select PDF
- Select employees
- Fill in the other fields and click on Submit
💡 You will receive an email with the exportation.
Send timesheet in bulk and request e-signature:
- On your sidebar, go to Documents
- Click on Send in bulk
- Upload your timesheets
- Select the folder name
- In the Upload type, select Keep documents with all their pages
- Click on Upload document
- Click on Match documents with employees
- Activate the option Request E-Signature to all the recipients
- Click on Send X documents matched
12. Does manually editing clock-in times affect break times in timesheets?
The impact of manually editing clock-in times on break times depends on the situation:
- If the automatic break is scheduled to occur in the future, it will be displayed in the timesheet at the appropriate time, although it may not reflect real-time updates.
- However, if the automatic break has already been recorded in the timesheet, employees will be required to manually adjust the break time to ensure accuracy.