Timesheet settings

The timesheet registration settings can be managed under: “Settings” > “Timesheet”.
Within the settings, the timesheet registration can be managed by departments / locations.

Clock locations
Clock-in and -out locations can be managed by clicking on “Clock locations”.

Here you can add new locations where the clock actions must be done.
The location will appear in the list and the radius can be set in which employees must be located to be able to clock.
The pointer in the map can be moved to define the exact location.

Clock IP’s
Clock IP’s can be managed by clicking on the “Clock IP-addresses” button.

Here you can see your current IP address, so you can impose restrictions on the employees who must clock. When added, employees can be connected to your IP address.

Note: When clock locations or clock IP’s are used, clock actions that meet one of the specified restrictions is sufficient to approve a clock action.

Timesheet settings

Timesheet interval
Here you can indicate the interval settings and the number of minutes you can select for the timesheet registration is. The choice of time courses we encounter among other things in the hours registration, timetable and how the clock times are rounded off.

per 1 minute
per 5 minutes
per 15 minutes

Round clock in times
Below are the options with an example, based on a 15-minute time interval

  • None: The clocking times are precisely registered.
  • Nearest: An employee clocks at 8:06, a time of 8:00 will be registered. If the employee signs in at 8:09, a time of 8:15 will be registered.
  • Up: An employee clocks at 8:03, a time of 8:15 will be registered. If the employee clocks in at 8:12, a time of 8:15 will be registered.
  • Down: An employee clocks at 8:04, a time of 8:00 will be registered. If the employee clocks at 8:13, a time of 8:00 will still be registered.

Round clock out times
Clock out times can also be managed in the same way.
Below are the options with an example, based on a 15-minute time interval

  • None: The clocking times are precisely registered.
  • Nearest: An employee clocks at 17:06, a time of 17:00 will be registered. If the employee clocks at 17:09, a time of 17:15 will be registered.
  • Up: An employee clocks at 17:04, a time of 17:15 will be registered. The employee clocks at 17:10,  a time of 17:15 will still be registered.
  • Down: An employee clocks at 17:05, a time of 17:00 will be registered. If the employee clocks at 17:13, a time of 17:00 will still be registered.

Round break shifts
How should the start and end times be rounded for break shifts. Break shift is 2 shifts with less than an hour between the end of the first and start of the second. In all other cases the normal clock roudings will be applied. Roundings are applied to shift A end time and start time of shift B.

Automatically clock out after
Employee’s will automatically be clocked out as soon as the maximum set time has elapsed. At this point, the end time is set equal to the start time and an email is sent to employee and manager.The times can be manually adjusted and approved.

Automatically approve clocked times
This will automatically approve  all clocked hours for mobile, desktop and time clock actions in the timesheets.

Copy schedule to timesheets
The shifts are copied from the schedule to the timesheets.
This functionality is useful when the hours are manually registered. In this way you don’t have to manually add every timesheet. The start, end and break time is automaticaly added.

These settings should turned off in the case when employees “Clock in / Clock out”. To prevent a double timesheet registration.

Automatically approve scheduled hours
The schedule hours are automatically approved in the timesheets.

Allow clock in while unscheduled
It is possible to only allow scheduled employees clock. This will prevent unnecessary hourly registrations.

Allow surcharges
When surcharges are allowed, it is possible to use rate cards in the timesheets.

Register meals
Occasional meals can be registered in the timesheets.

Register kilometers
Occasionally driven kilometers can be registered and be added to a timesheet.

Copy starttime
If an employee clocks in before the start of his or her shift, copy the starttime from her schedule.

The copy starttime setting can be used in combination to the clock functionality. When clocked, the start time can be taken from the schedule.

The setting can be used to prevent employees from registering more time than worked.

A margin can be set that determines when the schedule time should be taken over. For example: An employee is scheduled to start at 8:00, the clock margin is set to 60 minutes. When the employee clocks at 7:42, a start time of 8:00 will be registered. If the employee clocks in late, 8:03. 8:03 will be registered as start time.

Copy endtime
If an employee clocks out later than scheduled, copy the end time from her schedule.

A margin can be set that determines when the schedule time should be taken over.
For example: An employee is scheduled till 17:00. The clocking margin is set to 30 minutes. When the employee clocks out at 17:15, 17:00 will be registered as end time. If the employee clocks out at 17:32, 17:32 will be recorded as end time.

Break calculation

How should the break duration be determined:

  • None, breaks are set manually
  • Automatic copy from schedule if shift duration matches clock times or when there are no break rules, otherwise calculate according to the break rules.
    If the times match the schedule, use the given shift break time.
  • Copy from schedule, copy break from the shift
    By default, the pause is taken from the work schedule in the hours registration.
  • Break rules, calculate according to the break rules.
    (See description below: “Manage pause rules”)
  • Clocked
    When activating this option, all employees should clock in/out. The breaks must be clocked. The clocked breaks are taken from the total worked hours.

Split clocked shifts
When a clocked break is longer then the given time, it should start a new shift.

For example: When the split clocked shift is set to 120 minutes, there will be a new timesheet entry if the clocked break is longer then 120 minutes. You can also select the “Always” setting . This wil initiate a new timesheet registration everytime a clock in action takes place.

Default clock shift
Which shift should be used when clocking in without a roster match.

Break interval
If the clocked breaks should be rounded off. An interval can be set here.

  • 1 minute
  • 5 minutes
  • 15 minutes

Rounded clocked break
Break times can be rounded off.

  • None
  • Total up, all clocked breaks are added up and rounded up to the break interval.
  • Total down, all clocked breaks are added up and rounded down to the break interval.
  • Total nearest, all clocked breaks are added and rounded to the nearest time interval.
  • Up, each individual clocked break is rounded up to the break interval.
  • Down, each individual clocked break is rounded down to the break interval.
  • Nearest, each clocked break is rounded to the nearest break interval.

Break rules
It is possible to automatically calculate the break times. This can be done by clicking the “Manage break rules” button.

Here a minimum and maximum worked hours can be set, with the corresponding break. These breaks are deducted from the worked hours.

For example, when clocked between 2 and 6 hours, a 15-minute pause is deducted from the shift. When working between 6 and 10 hours, a 30-minute break will be deducted. If an employee works less than 2 hours, no break will be registered.

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