Timeclocks in Flow

Overview

Timeclocks may be are used in organizations to track employee attendance and hours. To use the Timeclock features you will need to purchase the Timeclock subscription.

Timeclock times, events, location and comments can be imported to Flow via the API.

Rounding Times

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.

— so that 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.

Automatically adjusting the timecard saves users time by not having to adjust the timecard manually when clock times exceed the rounding thresholds.

Timecard Messages

If you are using timeclocks to validate your timecards, you can configure Flow to:

Add a message only to timecards when the clock time exceeds the rounding threshold
Flow will display the message in the Timecard Messages pane with the timeclock compared to the shift, the timecard is not adjusted and stays as originally scheduled.

Example:

Scheduled Shift: 00:00 to 08:00

Clock Times: Clock In: 00:08, Clock Out: 08:08

Timecard after timeclock rules:

Timecard Message:

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.

OR

Automatically adjust the scheduled times to the rounded timeclock times and add a message to the timecard

Flow will display the message in the Timecard Messages pane AND adjust the scheduled shift to the rounded clock time.

Example:

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 the Timecard Messages

Delete the messages using the trash icon in the message pane.

Some timeclocks 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. Delete the message to clear it.

Filter Timecards

You can filter what timecards are displayed on your timesheet; for example, select the filter for errors and warnings so that timecards with problems and exceptions are highlighted.

Modify the Timecard

1. Select the problem shift by clicking on the date in the summary or the corresponding message in the messages panel. The edit shift pane is displayed.
2. Modify the shift times, as necessary.
3. Click the pencil to accept the change (or hit enter), then
4. Press the Save button.

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