Overview
Save time by using Flows time clock rules to automate time and attendance routines such as validating time, correcting exceptions, and applying gross pay rules. Flow's robust rules minimize errors, maintain compliance and maximize your teams productivity.
Already own time clocks? Integrate in real time any time clock with Flow via our API. Flow's integration supports all fields captured regardless of time clock vendor.
Time clock integration and rules are included with the Enterprise subscription or can be added to the Starter or Professional tier.
Time Clock Rule Features
Time clock punches are pushed to the employee timecard via the API.
Configure Flow to compare the employee's clock times to their posted schedule. This time clock data is a key input to validating your employee timecard.
Rounding Rules
Once you have established the rounding rules for in/out punches this determines whether an alert is generated on the timecard.
Typically, timeclocks are rounded to the nearest interval, for example, a quarter hour.
Rounding to the nearest 15 min. The first 1-7 minutes round down to the nearest quarter hour and minutes 8-15 round up to the nearest quarter hour.
— if an employee clocks in at 8:03 for a shift scheduled to start at 8:00, the clock time it is rounded to 8:00. If an employee clocks in at 8:08 for a shift scheduled to start at 8:00, the clock time is rounded to 8:15.
Configure Flow to generate a message to the timecard when the clock time exceeds the threshold
Flow will display the message in the Timecard Messages pane with the time clock compared to the shift, the timecard is not adjusted and stays as originally scheduled.
Example:
Midnight Shift to 8:00 am
Scheduled Shift in Flow Schedule: 00:00 to 08:00
Clock time punches as they would appear in the timecard, employee clocked in 8 min after their scheduled start time and 8 min after the scheduled end time.
Clock In: 00:08
Clock Out: 08:08
Timeclock rules run and based on established rounding rules, the timecard displays the following message:
Wed 01/11 Late clock in by 8 minutes for reason of Late Clock In, clocked in 2023-01-11 00:08:18, shift started at 2023-01-11 00:00:00.
OR
Set Flow to automatically adjust the scheduled times to the rounded timeclock times; a message is added to the timecard highlighting the change
Automatically adjusting the timecard saves users time by not having to adjust the timecard manually when clock times exceed the rounding thresholds.
Flow will display the message in the Timecard Messages pane AND adjust the timecard shift to the time clock rule configuration.
Example:
Midnight Shift to 8:00 am
Scheduled Shift: 00:00 to 08:00
Clock Times: Clock In: 00:08, Clock Out: 08:08
If the employee clocks at 8:08 for a shift scheduled to start at 8:00, the clock time is automatically rounded to 8:15, Flow adjusts the timecard to reflect the difference between the scheduled shift and the rounded timeclock.
Timecard:
Timecard Messages
Wed 01/11 Late clock in by 8 minutes for reason of Late Clock In - Unpaid, clocked in 2023-01-11 00:08:18, shift started at 2023-01-11 00:00:00.
Wed 01/11 Late clock out by 8 minutes for reason of Late Clock Out - Unpaid, clocked out 2023-01-11 08:08:18, shift ended at 2023-01-11 08:00:00.
Clear Time Clock Messages
Delete the messages using the trash icon in the message pane.
Some time clocks will show the employee clocked in/out without a shift. Resolve this message by either adding a shift to match the in/out times or delete the message.
There may be an errant clock time in the clock pane, e.g. employee clocked in twice. Delete the message to clear it.
Filter Timecards for Time Clock Exceptions
You can filter timesheet to display only timecards with message; for example, select the filter for errors and warnings so that timecards with messages and exceptions are highlighted.
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