Clocking scenarios

Figuring out how to handle different scenarios with the clock-in device can be confusing. It's quite common for employees to do things like forgetting to clock out when they finish a shift, forgetting to clock their break start etc. Below we've indicated a series of different examples and how the system handles these in the Manage Time screen.

Clocking events scenarios table

Note: for all "Break in Timesheet" scenarios, this depends on the Automatic break settings in your company. (If Automatic breaks are on for timesheets, clocked break events are ignored.)

#	Clocking Scenario	Clock In	Clock Out	Break started	Break ended	Unassociated Clock Event	Timesheet created	Break in Timesheet?	Auto Approval?	Alerts
1	Valid Clock In & Clock Out	Once	Once	-	-	No	Yes	No *	Yes, If within Grace period.
2	Valid Clock In & No Clock Out	Once	-	-	-	Yes, 1 clock-in	No	No *	No
3	No Clock In but Valid Clock Out	-	Once	-	-	Yes, 1 clock-out	No	No *	No
4	Clock-in and Clock Out with Break Start and Break End	Once	Once	Once	Once	No	Yes	Yes *	Yes, If within Grace period.
5	Clock-in and Clock Out with Break Start but no Break End	Once	Once	Once	-	No	Yes	No *	No	Warning of incomplete break
6	Clock-in and Clock Out with Break End but no Break Start	Once	Once	-	Once	No	Yes	No *	No	Warning of incomplete break
7	Double Clock-in with a Clock-out	Twice	Once	-	-	No	Yes	No *	No	Warning of multiple clock ins
8	Clock-in then another Clock-in instead of Break Start, then a Clock-out	Twice	Once	-	-	No	Yes	No *	No	Warning of multiple clock ins
9	Clock-in with double Clock-out	Once	Twice	-	-	Yes, 1 clock-out	Yes, with first clock out time.	No *	Yes, If within Grace period.	No alert, but the unassociated clock out will need to be resolved as a second timesheet
10	Double Clock-in	Twice	-	-	-	Yes, 2 clock-ins	No	No *	No
11	Double Clock-out	-	Twice	-	-	Yes, 1 clock-out event. *	If there is an unassociated Clock in-event, will create a timesheet with that clock-in event.	No *	First timesheet might auto approve if meets grace period conditions.
12	Complete shift with multiple breaks	Once	Once	Twice	Twice	No	Yes, breaks will all deduct from overall shift time.	Yes, 1 for the first starting event to first end event. *	Yes, If within Grace period.
13	Complete shift with incomplete multiple breaks.	Once	Once	Twice	Once	No	Yes	Yes per completed breaks. *	No	Warning for incomplete break.
14	Complete shift with double break start	Once	Once	Twice	Once	No	Yes	Yes per completed breaks. *	No	Warning for incomplete break.
15	Complete shift with double break end	Once	Once	Once	Twice	No	Yes	Yes per completed breaks. *	No	Warning for incomplete break.
16	Complete shift with double break start and double break end	Once	Once	Twice	Twice	No	Yes	Yes, 1 for the first starting event to first end event. *	No	Warning for incomplete break.
17	Clock-out before Clock In	Once	Once	-	-	Yes, 1 clock-in, 1 clock-out	No	No *	No
18	Break before Clock-in	Once	Once	Once		Yes, 1 break start event	Yes	No *	Yes, If within Grace period.
19	Only Break	-	-	Once	Once	Yes, 1 break start, 1 Break end event	No	No *	No
20	Break then clock out	-	Once	Once	Once	Yes, 1 Clock out, 1 break start & 1 Break end event	No	No *	No
21	Clock-out before Clock -in, multi-day	Once	Twice	-	-	No	Yes	No *	No	Warning for multiple clock out.
22	No Clock out from the Previous day	Thrice	Once	-	-	No	Yes, from first clock in to first clock out.	No *	No	Warning of multiple clock-ins.

Full scenarios including clocking events for Rounding

1. Valid Clock-in and Valid Clock-out

CLOCK IN at 08:58 am
CLOCK OUT 05:01 pm

The system will create:

Normal timesheet, such as 8:58 am - 5:01 pm (depending on your company rounding rules)

2. Valid Clock-in but No Clock-out

CLOCKIN at 08:58 am
NO CLOCK OUT (e.g. employee forgot)

The system will create:

No auto clock-out
No completed timesheet
Unassociated clock-in event

3. No Clock-in but a Valid Clock-out

NO CLOCK-IN
05:01 pm CLOCK OUT

The system will create:

No auto clock-out
No completed timesheet
Unassociated clock-out event

4. Clock-in and Clock-out with a Break

08:58 am CLOCKIN
11:30 am BREAK START
12:00 pm BREAK END
05:01 pm CLOCK OUT

The system will create:

A normal timesheet with those times

5. Clock-in and Clock-out with Valid Break Start but no Break End

08:58 am CLOCKIN
11:30 am BREAK START
05:01 pm CLOCK OUT

The system will create:

Normal timesheet
No break
Warning of incomplete break

6. Clock-in and Clock-out without a Break Start but with a Break End

08:58 am CLOCKIN
12:00 pm BREAKEND
05:01 pm CLOCKOUT

The system will create:

Normal timesheet
No break
Warning of incomplete break

7. Double Clock-in with a Clock-out

08:58 am CLOCKIN
08:59 am CLOCKIN
05:01 pm CLOCK OUT

The system will create:

Normal timesheet
Ignore second clock-in
Warning of multiple clock-ins

8. Clock-in then another Clock-in instead of Break Start, then a Clock-out

08:58 am CLOCKIN
11:30 am CLOCKIN
05:01 pm CLOCKOUT

The system will create:

Normal timesheet
Ignore second clock-in
Warning of multiple clockins

9. Clock-in with double Clock-out

08:58 am CLOCKIN
05:01 pm CLOCKOUT
05:02 pm CLOCKOUT

The system will create:

Normal timesheet using the first clock-out
Unasssociated clock event with just clock-out

10. Double Clock-in

08:58 am CLOCKIN
05:02 pm CLOCKIN

The system will create:

No timesheets
Unasssociated clock event with just two clock-ins

11. Double Clock-out

08:58 am CLOCKOUT
05:02 pm CLOCKOUT

The system will create:

If there IS an unasssociated clock-in event, create a timesheet with that clock-in event
If there IS NO unasssociated clock-in event, no timesheet sheet will be created
Two unasssociated clock-out events

12. Complete Shift with Multiple Breaks

08:58 am CLOCKIN
11:30 am BREAKSTART
12:00 pm BREAKEND
02:30 pm BREAKSTART
03:00 pm BREAKEND
03:30 pm BREAKSTART
04:00 pm BREAKEND
05:01 pm CLOCKOUT

The system will create:

Normal timesheet
Multiple unpaid breaks, deducting from the overall time

13. Complete Shift with Incomplete Multiple Breaks

08:58 am CLOCKIN
11:30 am BREAKSTART
12:00 pm BREAKEND
02:30 pm BREAKSTART
03:00 pm BREAKEND
03:30 pm BREAKSTART
05:01 pm CLOCKOUT

The system will create:

Normal timesheet
Multiple unpaid breaks, deducted from timesheet
Warning for an incomplete break

14. Complete Shift with Double Break Start

08:58 am CLOCKIN
11:30 am BREAKSTART
12:00 pm BREAKEND
02:30 pm BREAKSTART
02:31 pm BREAKSTART - warning
03:30 pm BREAKEND
05:01 pm CLOCKOUT

The system will create:

Normal timesheet
Multiple unpaid breaks, deducted from timesheet
Warning for an incomplete break

15. Complete Shift with Double Break End

08:58 am CLOCKIN
11:30 am BREAKSTART
12:00 pm BREAKEND
02:30 pm BREAKSTART
03:30 pm BREAKEND
03:31 pm BREAKEND - warning
05:01 pm CLOCKOUT

The system will create:

Normal timesheet
Multiple unpaid breaks, deduct from timesheet
Warning for an incomplete break

16. Complete Shift with Double Break Start and Break End

08:58 am CLOCKIN
11:30 am BREAKSTART
12:30 pm BREAKSTART - warning
03:00 pm BREAKEND
03:30 pm BREAKEND - warning
05:01 pm CLOCKOUT

The system will create:

Normal timesheet
One unpaid breaks, deduct from timesheet
Warning for incomplete break

17. Clock-out before Clock-in

08:58 am CLOCKOUT
05:01 pm CLOCKIN

The system will create:

No timesheets
Two unasssociated clock events

18. Break before Clock-in

08:58 am BREAKSTART
09:01 pm CLOCKIN
05:02 pm CLOCKOUT

The system will create:

Normal timesheet with no breaks
Unasssociated break start event

19. Only break

08:58 am BREAKSTART
05:02 pm BREAKEND

The system will create:

No timesheet
Unasssociated clock events

20. Break then Clock-out

08:58 am BREAKSTART
09:01 pm BREAKEND
05:02 pm CLOCKOUT

The system will create:

No timesheet
Unasssociated clock events

21. Clock-out before Clock-in, multi-day

05:30 pm CLOCKOUT - previous day
09:01 am CLOCKIN
05:00 pm CLOCKOUT

The system will create:

Normal timesheet
Warning multiple clock out

22. No Clock-out from the Previous Day

09:01 am CLOCKIN - previous day
05:00 pm CLOCKIN - previous day
09:01 am CLOCKIN
05:00 pm CLOCKOUT

The system will create:

Normal timesheet
From first clock in from the previous day to the first clock out
Warning of multiple clock-ins

Rounding & Snapping to grace period:

Below we've indicated a series of different examples and how the system handles different clock scenarios in the Manage Time screen if your company has been setup to snap to the start time and or end time if within the grace period and to apply rounding rules if outside. Your company can also be set up to auto approve timesheets if the clock in and out are within grace period. If your company is set up to pay from schedule, this overrides the grace period settings.

Example:

Shift starts 9:00 AM end 5:00 PM

Arrive early grace period: 8 minutes
Arrive late grace period: 5 minutes
Arrival rounding: Round to nearest 15 minutes

Depart early grace period: 5 minutes
Depart late grace period: 5 minutes
Depart rounding: Round backwards 5 minutes

#	Rounding & Snapping to grace period	Clock in Time	Clock out Time	Timesheet Start	Timesheet End	Auto approved?	What happens
1	Employee arrives early within grace period	8:58 AM	5:00 PM	9:00 AM	5:00 PM	Yes	Early snaps forward (within grace)
2	Employee arrives late within grace period	9:02 AM	5:00 PM	9:00 AM	5:00 PM	Yes	Late snaps backwards (within grace)
3	Employee arrives early outside of grace period	8:42 AM	5:00 PM	8:45 AM	5:00 PM	No	Early rounds to nearest 15 minutes.
4	Employee arrives late outside of grace period	9:17 AM	5:00 PM	9:15 AM	5:00 PM	No	Late rounds to nearest 15 minutes.
5	Employee departs early within grace period	9:00 AM	4:58 PM	5:00 PM	5:00 PM	Yes	Early snaps forward (within grace)
6	Employee departs late within grace period	9:00 AM	5:04 PM	5:00 PM	5:00 PM	Yes	Late snaps backwards (within grace)
7	Employee departs early outside of grace period	9:00 AM	4:46 PM	4:45 AM	4:45 PM	No	Early rounds back to previous 5 minute segment
8	Employee departs late outside of grace period	9:00 AM	5:08 PM	5:05 PM	5:05 PM	No	Late rounds back to previous 5 minute segment
	Special scenarios follow: Grace Period snap overrides Rounding rules.
1a	Arrive early within grace period but after a time Rounding interval (Arrive early 8 minutes, Arrive rounding: round to nearest 5 minutes)	8:53 AM	5:00 PM	9:00 AM	5:00 PM	Yes	Early snaps forward (within grace). Snap overrides rounding.
2a	Arrive late within grace period but after a time Rounding interval (Arrive late 8 minutes, Arrive rounding: round to nearest 5 minutes)	9:07 AM	5:00 PM	9:00 AM	5:00 PM	Yes	Late snaps backwards (within grace). Snap overrides rounding

Full scenarios including clocking events for Snapping to grace period

Rounding or snapping to grace period

Below we've indicated a series of different examples and how the system handles different clock scenarios in the Manage Time screen if your company has been setup to snap to the start time and or end time if within the grace period and to apply rounding rules if outside. Your company can also be set up to auto approve timesheets if the clock in and out are within grace period. If your company is set up to pay from schedule, this overrides the grace period settings.

Example:

Shift starts 9:00 AM end 5:00 PM

Arrive early grace period: 8 minutes
Arrive late grace period: 5 minutes
Arrival rounding: Round to nearest 15 minutes

Depart early grace period: 5 minutes
Depart late grace period: 5 minutes
Depart rounding: Round backwards 5 minutes

1. Employee arrives early within Arrive early grace period

8:58 AM - CLOCK IN
5:00 PM - CLOCK OUT

The system will create:

Normal timesheet
Clock in will snap to shift start time
Timesheet is auto-approved

2. Employee arrives late within Arrive early grace period

9:02 AM - CLOCK IN
5:00 PM - CLOCK OUT

The system will create:

Normal timesheet
Clock in will snap to shift start time
Timesheet is auto-approved

3. Employee arrives early outside of Arrive early grace period

8:42 AM - CLOCK IN
5:00 PM - CLOCK OUT

The system will create:

Normal timesheet
Clock in will round to nearest 15 minutes

4. Employee arrives late outside of Arrive early grace period

9:17 AM - CLOCK IN
5:00 PM - CLOCK OUT

The system will create:

Normal timesheet
Clock in will round to nearest 15 minutes

5. Employee departs early within grace period

9:00 AM - CLOCK IN
4:58 PM - CLOCK OUT

The system will create:

Normal timesheet
Clock out will snap to end time
Timesheet is auto-approved

6. Employee departs late within grace period

9:00 AM - CLOCK IN
5:04 PM - CLOCK OUT

The system will create:

Normal timesheet
Clock out will snap to end time
Timesheet is auto-approved

7. Employee departs early outside of grace period

9:00 AM - CLOCK IN
4:46 PM - CLOCK OUT

The system will create:

Normal timesheet
Clock out will round back to 5 minutes

8. Employee departs late outside of grace period

9:00 AM - CLOCK IN
5:08 PM - CLOCK OUT

The system will create:

Normal timesheet
Clock out will round back to 5 minutes

1a. Arrive early within grace period but after a time Rounding interval (Arrive early 8 minutes, Arrive rounding: round to nearest 5 minutes)

8:53 AM - CLOCK IN
5:00 PM - CLOCK OUT

The system will create:

Normal timesheet
Clock in will snap to shift start time (So 9AM, overriding the Rounding setting to nearest 5 minutes)
Timesheet is auto-approved

2a. Arrive late within grace period but after a time Rounding interval (Arrive late 8 minutes, Arrive rounding: round to nearest 5 minutes)

9:07 AM - CLOCK IN
5:00 PM - CLOCK OUT

The system will create:

Normal timesheet
Clock in will snap to shift start time (So 9AM, overriding the Rounding setting to nearest 5 minutes)
Timesheet is auto-approved