Timecard Guide

1. Accessing Timecard

To approve timecards and view employee punch information, you will first click on the timeclock icon to open the timeclock view;

Once the timeclock sidebar is open, you will choose 'timecard' from the list at the bottom of the pop-out window.

You will now be viewing the central hub for all things related to employees, payroll extracts and timecard approvals.

2. Selecting Timecard Date Range

First you would choose the date range in the top left hand corner for the date range you would like to view. You can also use the empty search bar to find a specific employee, as well, choose to view by status; 'all', 'unapproved' or 'approved'.

After selecting the date range, you will click 'Run' on the top right corner.

Once that loads, you will see "All", "Unapproved" or "Approved" based on your selection.

3. Identifying Timecard Issues

If you ran "All" records, you will see which employees have time cards with issues that are awaiting approval, as well as those with no errors.

As you can see, the top employee has 1 issue & 1 approval that need to be addressed, and the bottom employee's timecard is all set for the date range you've chosen.

The issue will be highlighted in red (whether that's the date or time) that is causing the error.

If the date is highlighted in red, like the below example, that would indicate the employee has punch data on that date, but they were not scheduled.

You can also see what the issue is by hovering over the calendar icon on the far right hand side of the timecard.

In this above example, you will see that this issue is due to the employee punching in, but not being scheduled.

As well, if the time in or out is highlighted in red, it is indicating a variance between the punch data and the scheduled shift (employee clocked in late, clocked out early, etc.).

Once you've taken a look at what the issue is, you can either edit the timecard entry (in the next section), or choose to approve that line or the entire time card (jump ahead to 'Approving a Timecard Issue' section).

4. Editing a Timecard Entry

You can choose to make an adjustment to an employees timecard entry by selecting the yellow pencil on the line of the date you would like to adjust.
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Once you click that edit button you will get a pop up window with the shift details as they have been punched. You will see the employees name, the date, and their time in/out, as well as break time if they punched in/out for a break.

You can adjust their time in/out or the break start/end time.

If the pencil icon is RED, it is indicating that the issue requires an edit before it can be approved. Once you click it, the issue will be highlighted on the field that need attention.

If the issue is that the employee had an auto-clock out on that shift. We will make two attempts to have them correct this auto-clock out the next two times they begin a shift. When that employee goes to clock in for their next shift, they will be prompted with a pop-up asking them to input their punch out time from their last shift.

If the employee corrects this, the timecard issue will also resolve.

5. Approving a Timecard Issue

Once their timecard for that date has been corrected, you can hit the green check mark on that line, and it will clear that issue.
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You will repeat this for all errors on the employee's timecard. Once the timecard is free from issues. You can hit the check mark on the top right hand corner at the top of their entire timecard.

You will continue this process for all employee timecards that require approval.

6. Adding a Punch / Timecard Entry

If you have an employee that forgot to punch in, you can also create a timecard shift for them by selecting the 'Add Punch' button on the top right.

After selecting 'Add Punch' you will see the below pop-up. You will fill in the employee, store, date, in/out time and any notes that you'd like, then hit Save Changes.

7. Exporting Payroll Extract

Once you are ready to extract your timecards for payroll, you will hit the "Export" button on the top right corner.

You will be prompted to select your extract type, and then you will hit "Download".