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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 ScenarioClock InClock OutBreak startedBreak endedUnassociated Clock EventTimesheet createdBreak in Timesheet?Auto Approval?Alerts
1Valid Clock In & Clock OutOnceOnce--NoYesNo *Yes, If within Grace period.
2Valid Clock In & No Clock OutOnce---Yes, 1 clock-inNoNo *No 
3No Clock In but Valid Clock Out-Once--Yes, 1 clock-outNoNo *No 
4Clock-in and Clock Out with Break Start and Break EndOnceOnceOnceOnceNoYesYes *Yes, If within Grace period.
5Clock-in and Clock Out with Break Start but no Break EndOnceOnceOnce-NoYesNo *NoWarning of incomplete break
6Clock-in and Clock Out with Break End but no Break StartOnceOnce-OnceNoYesNo *NoWarning of incomplete break
7Double Clock-in with a Clock-outTwiceOnce--NoYesNo *NoWarning of multiple clock ins
8Clock-in then another Clock-in instead of Break Start, then a Clock-outTwiceOnce--NoYesNo *NoWarning of multiple clock ins
9Clock-in with double Clock-outOnceTwice--Yes, 1 clock-outYes, 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
10Double Clock-inTwice---Yes, 2 clock-insNoNo *No 
11Double 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.
12Complete shift with multiple breaksOnceOnceTwiceTwiceNoYes, breaks will all deduct from overall shift time.Yes, 1 for the first starting event to first end event. *Yes, If within Grace period.
13Complete shift with incomplete multiple breaks.OnceOnceTwiceOnceNoYesYes per completed breaks. *NoWarning for incomplete break.
14Complete shift with double break startOnceOnceTwiceOnceNoYesYes per completed breaks. *NoWarning for incomplete break.
15Complete shift with double break endOnceOnceOnceTwiceNoYesYes per completed breaks. *NoWarning for incomplete break.
16Complete shift with double break start and double break endOnceOnceTwiceTwiceNoYesYes, 1 for the first starting event to first end event. *NoWarning for incomplete break.
17Clock-out before Clock InOnceOnce--Yes, 1 clock-in, 1 clock-outNoNo *No 
18Break before Clock-inOnceOnceOnce Yes, 1 break start eventYesNo *Yes, If within Grace period.
19Only Break--OnceOnceYes, 1 break start, 1 Break end eventNoNo *No 
20Break then clock out-OnceOnceOnceYes, 1 Clock out, 1 break start & 1 Break end eventNoNo *No 
21Clock-out before Clock -in, multi-dayOnceTwice--NoYesNo *NoWarning for multiple clock out.
22No Clock out from the Previous dayThriceOnce--NoYes, from first clock in to first clock out.No *NoWarning 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 periodClock in TimeClock out TimeTimesheet StartTimesheet EndAuto approved?What happens
1Employee arrives early within grace period8:58 AM5:00 PM9:00 AM5:00 PMYesEarly snaps forward (within grace)
2Employee arrives late within grace period9:02 AM5:00 PM9:00 AM5:00 PMYesLate snaps backwards (within grace)
3Employee arrives early outside of grace period8:42 AM5:00 PM8:45 AM5:00 PMNoEarly rounds to nearest 15 minutes.
4Employee arrives late outside of grace period9:17 AM5:00 PM9:15 AM5:00 PMNoLate rounds to nearest 15 minutes.
5Employee departs early within grace period9:00 AM4:58 PM5:00 PM5:00 PMYesEarly snaps forward (within grace)
6Employee departs late within grace period9:00 AM5:04 PM5:00 PM5:00 PMYesLate snaps backwards (within grace)
7Employee departs early outside of grace period9:00 AM4:46 PM4:45 AM4:45 PMNoEarly rounds back to previous 5 minute segment
8Employee departs late outside of grace period9:00 AM5:08 PM5:05 PM5:05 PMNoLate rounds back to previous 5 minute segment
 Special scenarios follow:  Grace Period snap overrides Rounding rules.     
1aArrive early within grace period but after a time Rounding interval (Arrive early 8 minutes, Arrive rounding: round to nearest 5 minutes)8:53 AM5:00 PM9:00 AM5:00 PMYesEarly snaps forward (within grace).  Snap overrides rounding.
2aArrive late within grace period but after a time Rounding interval (Arrive late 8 minutes, Arrive rounding: round to nearest 5 minutes)9:07 AM5:00 PM9:00 AM5:00 PMYesLate 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

 

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