Your employees can simply clock in and out using the punch clock. This keeps track of the hours they actually worked. If an employee leaves earlier or works overtime, this will be reflected in the time registration.
In the new HR module, you can also configure employees to be required to use the punch clock. Their worked hours will then be calculated based on their clocked times. If employees do not clock in or out, their worked hours will be determined based on their work schedules (contract hours / standard working hours).
How can an employee clock in and out?
Log in with your own profile and password.
Go to Human Resources (Punch Clock).
Under Employees, select your name.
Click Start when you begin your working day.
At the end of the day, click End before leaving.
If the employee is required to use the time clock and automatic time registration is not enabled, the manager must confirm these hours at the end of the day. See Automatic time registration below.
Mandatory time clock use
Go to the HR module.
Go to Employees.
Click the pencil icon on the right (Edit).
Enable the option 'Has to punch'.
Click Save.
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If employees do not clock in and out manually, the worked hours will be copied from their contract hours (work schedules).
Automatic time registration
The setting “Automatically confirm time registrations” means that manually clocked registrations are automatically approved. The manager no longer needs to review and confirm the clocked hours.
This setting does not affect registrations that are copied from the standard working hours (contract hours).
Go to Settings.
Go to the Employee settings.
Enable Automatically confirm time registrations.
“Automatically confirm time registrations” ENABLED ✅
Employees who are not required to use the time clock are automatically confirmed based on their standard working hours.
Employees who are required to use the time clock are automatically confirmed at the end of the day based on their clocked start and end times.
“Automatically confirm time registrations” DISABLED 🚫
Employees who are not required to use the time clock are automatically confirmed based on their standard working hours.
For employees who are required to use the time clock:
→ The registrations MUST still be confirmed MANUALLY at the end of the working day.
Absences in the past
When an absence is created for a date in the past, the following rules apply:
Employee is required to clock in and out:
It is assumed that the clocked times are already correct.
Employee is not required to clock in and out: Because the change concerns a date in the past, the hours must be approved manually. For example, if an absence such as sick leave is entered for a previous day, you will also HAVE TO approve the hours for that past day again. A warning will be displayed to inform you of this.
Plus/minus hours
There are two ways to register deviations:
1. Adjust expected plus/minus hours
Use deviating hours to register planned deviations.
For example: an employee intentionally works one hour longer or starts later than usual.
2. Register unexpected plus/minus hours
The manager can manage the time clock to enter unexpected deviations, such as additional work after closing time or a missed clock-in/clock-out.
How can you manage the time clock?
Was a mistake made? Was the wrong person selected, or did someone simply forget to clock in or out?
Click Manage at the top.
Select the date at the top.
Select the registration you want to edit.
Adjust the start/end time by clicking the time.
Click the green checkmark to confirm.
Or delete the registration completely using the red cross.
You can also add an additional registration via Add.
Who can manage the time clock?
Only users with the permission “Permission to manage the time clock” can make changes. You can find these permissions under Settings > Users.
Questions?
Our support team is happy to help:
💬 Via the chat in the bottom-right corner of your screen or via help@optios.net