Scheduling Mode Guide

Overview

This guide is specifically for organizations using Scheduling Timesheet Mode. If you’re unsure which mode you’re using, check your dashboard – if you see shift schedules and clock in/out buttons, you’re using Scheduling Mode.

What This Guide Covers

• ✅ Viewing and managing your shift schedule
• ✅ Clocking in and out (mobile, web, kiosk)
• ✅ Auto-generated timesheets from attendance
• ✅ Creating and managing shift schedules (managers)
• ✅ Handling attendance exceptions
• ✅ Timesheet approval workflows
• ✅ Reporting and analytics

What’s NOT in This Guide

For features available in all Office 1 Solution modes, refer to: – Main Getting Started Guide – System basics, navigation, roles – Asset Management Guide – Tracking company assets – Time Off Guide – PTO requests and leave management – Expense Management Guide – Expense submissions and approvals – Employee Directory Guide – Organization directory

Table of Contents

1. Understanding Scheduling Mode
2. Getting Started – Employees
3. Viewing Your Schedule
4. Clocking In & Out
5. Shift Swaps & Coverage
6. Auto-Generated Timesheets
7. Getting Started – Managers
8. Creating Shift Schedules
9. Managing Team Attendance
10. Exception Handling
11. Timesheet Approval
12. Reporting & Analytics
13. Best Practices
14. FAQ

Understanding Scheduling Mode

What is Scheduling Timesheet Mode?

Scheduling Mode is designed for organizations where employees: – Work in scheduled shifts (not flexible project hours) – Clock in and out for each shift – Have timesheets auto-generated from attendance records – Require shift-based workforce management – Need real-time attendance tracking

Who Uses Scheduling Mode?

Typical Users: – 🍽️ Restaurants and hospitality – 🏪 Retail stores – 🏥 Healthcare facilities (nurses, shift workers) – 🏭 Manufacturing plants – 🚚 Logistics and warehousing – 🛡️ Security services – 📞 Call centers

How It Works

Employee's Workflow:
1. Manager creates and publishes shift schedule
2. Employee views schedule in app or web
3. Employee clocks in at start of shift (mobile/web/kiosk)
4. Employee works shift
5. Employee clocks out at end of shift
6. System automatically generates timesheet from clock records
7. Manager reviews and approves auto-generated timesheet
8. Approved timesheet sent to payroll

Key Differences from Full-Time Mode

Aspect	Scheduling Mode	Full-Time Mode
Time Entry	Automatic from clock in/out	Manual entry by employee
Scheduling	Detailed shift schedules	No formal shifts
Focus	Shifts and attendance	Projects and billable hours
Timesheets	Auto-generated	Manually created
Typical Users	Hourly, shift-based	Salaried, project-based

Getting Started – Employees

First Time Login

Step 1: Access Your Account 1. Check email for welcome message 2. Click activation link 3. Create password 4. Complete your profile 5. Download mobile app (recommended for clock in/out)

Step 2: Understand Your Dashboard

Your dashboard shows: – 🔴 Clock In/Out Button – Large, prominent button for time tracking – 📅 Today’s Schedule – Your shifts for today – 📋 Upcoming Shifts – Next 3-7 days of schedule – ⏱️ Current Status – Are you clocked in? How long? – 📊 Hours This Week – Total hours worked so far – 🏖️ Time Off Balance – Available PTO

Step 3: Download Mobile App

iOS: 1. Open App Store 2. Search “Office 1 Solution” 3. Install and open 4. Sign in with your credentials

Android: 1. Open Google Play Store 2. Search “Office 1 Solution” 3. Install and open 4. Sign in with your credentials

Why Mobile App? – Fastest way to clock in/out – Works with location verification – Offline mode for clock in/out – Shift notifications and reminders – Always accessible

Your Daily Workflow

Start of Shift:

1. Arrive at work location
2. Open Office 1 Solution (mobile app or web)
3. Click "Clock In" button
4. Verify shift details shown
5. Optional: Add note about shift
6. Confirm clock in
7. Start working!

During Shift:

- Dashboard shows "Currently clocked in"
- Running timer shows hours worked
- Can view today's schedule
- Can request time off for future dates

End of Shift:

1. Finish work
2. Open Office 1 Solution
3. Click "Clock Out" button
4. Review total hours for shift
5. Optional: Add end-of-shift notes
6. Confirm clock out
7. Done! Hours automatically logged

Viewing Your Schedule

Schedule Dashboard

Access Your Schedule: – Dashboard: Today’s shifts widget – Schedule Tab: Full calendar view – Mobile App: Schedule screen

Schedule View Options:

Day View: – Shows today’s schedule only – Your shifts for the day – Start/end times – Location and position – Any shift notes from manager

Week View (Default): – 7-day calendar grid – All your shifts for the week – Quick overview of hours – Easy to see patterns

Month View: – Calendar month grid – All scheduled days highlighted – Good for planning ahead – Click day for details

Understanding Your Schedule

Shift Information:

Each shift displays: – 📅 Date: Which day – ⏰ Time: Start and end time (e.g., 5:00 PM – 11:00 PM) – 📍 Location: Where to work (if multiple locations) – 🏢 Department: Which area (Kitchen, Front of House, etc.) – 👔 Position: Your role for this shift (Server, Cashier, etc.) – ⏱️ Duration: Total shift length (e.g., 6 hours) – ☕ Break: Scheduled break time (e.g., 30 min unpaid) – 📝 Notes: Any manager notes about the shift

Example Shift:

📅 Tuesday, February 11
⏰ 5:00 PM - 11:00 PM
📍 Main Location - Downtown
🏢 Front of House
👔 Server
⏱️ 6 hours
☕ 30 minute break (unpaid)
📝 "Expect busy evening - Valentine's week"

Schedule Notifications

Automatic Reminders:

24 Hours Before Shift: – Notification: “Reminder: You have a shift tomorrow at 5:00 PM” – Email and/or push notification – Can disable in settings if desired

2 Hours Before Shift: – Notification: “Your shift starts at 5:00 PM” – Final reminder – Good for day-of prep

Schedule Changes: – Immediate notification if shift changes – Shows what changed (time, location, etc.) – Requires acknowledgment

Configure Notifications: 1. Go to Settings → Notifications 2. Toggle shift reminders on/off 3. Choose notification method: – Push (mobile) – Email – SMS (if enabled) 4. Set quiet hours (no notifications while sleeping)

Syncing Schedule to Personal Calendar

Export to Calendar:

From Web: 1. Navigate to Schedule 2. Click “Export” or “Calendar Feed” 3. Choose format: – iCal (Apple Calendar) – Google Calendar – Outlook 4. Add to your calendar app

From Mobile App: 1. View your schedule 2. Tap a shift 3. Tap “Add to Calendar” 4. Shift added to device calendar

Calendar Sync: – One-way sync (Office 1 → Your calendar) – Updates automatically when schedule changes – Shows shift details in calendar entry – Can enable for all shifts or select specific ones

Clocking In & Out

How Clock In/Out Works

Basic Flow:

Clock In (Start of Shift)
    ↓
Work Your Shift
    ↓
Clock Out (End of Shift)
    ↓
System Records Time
    ↓
Auto-Matched to Schedule
    ↓
Timesheet Entry Created

What Gets Recorded: – Exact clock in timestamp – Exact clock out timestamp – Total time worked – Location (GPS if enabled) – Device used (mobile, web, kiosk) – Photo (if required by employer) – Which shift it matches to

Clocking In

Method 1: Mobile App (Recommended)

1. Open App
   • Large “Clock In” button on home screen
2. Verify Details
   • System shows your scheduled shift
   • Confirms location (if GPS enabled)
   • Displays: “Clocking in for Server shift, 5:00 PM – 11:00 PM”
3. Optional Actions:
   • Take photo (if required)
   • Add note: “Arrived early to prep”
   • Select which shift (if multiple today)
4. Confirm Clock In
   • Tap “Confirm Clock In”
   • Confirmation screen: “Clocked in at 4:55 PM”
   • Timer starts showing elapsed time

Method 2: Web Browser

1. Navigate to Attendance
   • Or click “Clock In” on dashboard
2. Similar Process:
   • Verify shift details
   • Add optional notes
   • Confirm
3. Confirmation:
   • Green banner: “Successfully clocked in”
   • Timer appears on dashboard

Method 3: Time Clock Kiosk

If your workplace has a dedicated kiosk:

1. Approach Kiosk
   • Tablet or terminal at entrance
2. Identify Yourself:
   • Swipe badge, OR
   • Enter employee ID + PIN, OR
   • Scan QR code from your phone, OR
   • Facial recognition (if enabled), OR
   • Fingerprint (if enabled)
3. Confirm:
   • Screen shows: “Hello [Your Name]”
   • Displays your shift
   • Touch “Clock In”
4. Confirmation:
   • “Clocked in at [time]”
   • Receipt printed (optional)

Clocking Out

Process is Same as Clock In:

Mobile/Web: 1. Click/tap “Clock Out” button 2. System shows: – Clock in time – Current time – Total hours worked this shift 3. Optional: Add end-of-shift note 4. Confirm clock out 5. Confirmation: “Clocked out at 11:10 PM. Total: 6 hours 15 minutes”

Kiosk: 1. Identify yourself (badge, PIN, etc.) 2. Touch “Clock Out” 3. Review hours worked 4. Confirm

Clock In/Out Rules

Grace Periods:

Your organization may allow: – Early Clock In: 5-15 minutes before shift – Late Clock In: 5-10 minutes after shift start (with manager notice) – Early Clock Out: Usually not allowed without approval – Late Clock Out: Allowed, tracked as overtime

Example Grace Period:

Scheduled: 5:00 PM - 11:00 PM
Allowed Clock In: 4:45 PM - 5:10 PM
Allowed Clock Out: 10:50 PM - anytime after

If you clock in/out outside grace period: – Flagged as exception – Manager reviews – May adjust hours or mark as approved exception

Location Verification:

If GPS/Location is Enabled: – Must be at work location to clock in – System verifies GPS coordinates – Prevents remote clock-ins (working from home when not allowed)

Can’t Clock In If: – Not at designated location – GPS disabled on device – Outside geofence radius

If Location Disabled: – Can clock in from anywhere – Manager trusts attendance – Used for remote workers or when location isn’t relevant

Photo Capture:

If Required by Employer: – Take selfie when clocking in/out – Verifies identity – Photo stored with time record – Privacy: Only visible to managers and HR

If You Forget: – System prompts: “Photo required to complete clock in” – Can’t complete without photo – Contact manager if you can’t take photo

Missed Clock In/Out

What If You Forget to Clock In?

Option 1: Clock In Late (Same Day) 1. Clock in as soon as you remember 2. Add note: “Forgot to clock in on arrival, started at 5:00 PM” 3. Manager receives exception alert 4. Manager can adjust clock in time to when you actually arrived

Option 2: Manager Adds Manual Entry 1. Tell your manager immediately 2. Manager adds manual clock in for actual start time 3. Exception flagged for review 4. Documented in notes

What If You Forget to Clock Out?

Next Day: 1. System flags “Missed clock out” 2. Manager receives alert 3. You receive notification: “You forgot to clock out yesterday”

You Should: 1. Contact manager with actual end time 2. Manager adds clock out time 3. Or manager rejects incomplete record and you can’t edit it

Your Responsibility: – Notify manager ASAP – Provide accurate end time – Don’t wait for manager to notice

Offline Clock In/Out

Mobile App Offline Mode:

If No Internet Connection: 1. Open mobile app 2. App works in offline mode 3. Clock in/out as normal 4. Time recorded locally on device 5. Automatically syncs when connection restored

Syncing: – Happens automatically in background – Check for sync icon/status – Verify clock records appear in system after syncing

Best Practice: – Don’t rely on offline mode regularly – Ensure you sync before end of pay period – Check that records uploaded successfully

Shift Swaps & Coverage

Requesting a Shift Swap

When You Can’t Work Your Shift:

Option 1: Find Your Own Coverage

1. Talk to Coworker:
   • Find someone willing to work your shift
   • Must be qualified for the position
   • Manager must approve
2. Submit Swap Request:
   • Navigate to Schedule
   • Click your shift
   • Click “Request Shift Swap”
   • Select coworker to swap with
   • Choose their shift you’ll work (if swapping)
   • Or: Giveaway shift (you don’t take one of theirs)
   • Add reason/notes
3. Coworker Approves:
   • They receive notification
   • They review and accept/decline
   • If accepted → goes to manager
4. Manager Approves:
   • Manager receives notification
   • Reviews swap for feasibility
   • Approves or denies
5. Schedule Updates:
   • Automatic update if approved
   • Both employees notified
   • New schedule visible immediately

Option 2: Pick Up Open Shift

If manager posts open shifts: 1. Navigate to Schedule → Open Shifts 2. View available shifts 3. Click “Pick Up Shift” 4. Manager receives request 5. Manager approves 6. Shift added to your schedule

Requesting Time Off

Submit Time Off Request:

(For detailed process, see Time Off Guide)

Quick Version: 1. Navigate to Leave → Request Time Off 2. Select dates 3. Choose leave type (PTO, Sick, etc.) 4. Submit request

If Approved: – Automatically clears your schedule for those dates – Manager reassigns shifts or finds coverage – You don’t need to find your own coverage

Best Practice: – Submit as early as possible – Don’t wait until last minute – Check team calendar for conflicts

Auto-Generated Timesheets

How Timesheets Are Created

Completely Automatic:

Pay Period: Feb 3 - Feb 9 (Weekly)

Your Clock Records:
- Monday: Clock in 5:00 PM, Clock out 11:05 PM → 6 hours 5 minutes
- Tuesday: Clock in 4:55 PM, Clock out 11:00 PM → 6 hours 5 minutes
- Wednesday: Off
- Thursday: Clock in 5:00 PM, Clock out 11:15 PM → 6 hours 15 minutes
- Friday: Clock in 5:00 PM, Clock out 11:30 PM → 6 hours 30 minutes
- Saturday: Clock in 4:00 PM, Clock out 12:00 AM → 8 hours
- Sunday: Off

System Auto-Generates Timesheet:
- Total Regular Hours: 32.5 hours
- Overtime Hours: 0.5 hours (over 8 hours on Saturday)
- Total Payable Hours: 33 hours
- Status: Pending Manager Approval

What System Does: 1. Collects all clock in/out records for period 2. Matches each record to scheduled shift 3. Calculates hours for each shift 4. Applies overtime rules (if applicable) 5. Flags exceptions (missed punches, late arrivals, etc.) 6. Creates timesheet with all data 7. Sends to manager for approval

You Don’t Need To: – ❌ Manually enter any hours – ❌ Calculate totals – ❌ Submit timesheet – ❌ Anything! It’s all automatic

Viewing Your Timesheet

Access Timesheets:

Navigate to Timesheets or click from dashboard

Timesheet Shows:

Summary Section: – Pay period dates – Total regular hours – Total overtime hours (if any) – Total payable hours – Status (Draft, Pending Approval, Approved, Locked)

Detailed Entries: – Each shift worked – Date and day of week – Scheduled time vs. actual time – Hours worked – Location and position – Any exceptions or notes

Example Timesheet View:

Pay Period: Feb 3 - Feb 9, 2026
Status: Pending Manager Approval
Total Hours: 33.0 (32.5 regular + 0.5 OT)

Monday, Feb 3
├─ Scheduled: 5:00 PM - 11:00 PM (6 hrs)
├─ Actual: 5:00 PM - 11:05 PM (6.08 hrs)
└─ Status: ✓ Approved by manager

Tuesday, Feb 4
├─ Scheduled: 5:00 PM - 11:00 PM (6 hrs)
├─ Actual: 4:55 PM - 11:00 PM (6.08 hrs)
└─ Status: ⚠️ Early clock-in (5 min)

[continues for all days…]

Timesheet Status

Draft: – Pay period still in progress – You’re still working shifts – Timesheet updating in real-time as you clock in/out – Not yet submitted to manager

Pending Approval: – Pay period ended – Timesheet auto-submitted to manager – Manager reviewing – You can view but not edit

Approved: – Manager approved – Locked for payroll – Will be in next paycheck

Locked: – Sent to payroll – Final, cannot be changed – Historical record

Exceptions on Your Timesheet

Common Exceptions:

🔴 Critical (Require Action): – Missed Clock In: You were scheduled but didn’t clock in – Missed Clock Out: Clocked in but no clock out recorded – No Schedule: Clocked in without being scheduled

⚠️ Warnings (Manager Review): – Early Clock In: Clocked in more than grace period early – Late Clock In: Clocked in late without notification – Late Clock Out: Clocked out late (potential overtime) – Short Break: Break shorter than policy minimum

📊 Informational: – Early Clock Out: Left before scheduled end – Split Shift: Worked multiple separate shifts same day

Your Role: – Exceptions are automatically flagged – Manager reviews and resolves – You may be asked for clarification – Be proactive – notify manager of issues when they happen

Questioning Your Timesheet

If You Think There’s an Error:

Review Carefully: 1. Check each shift entry 2. Compare actual to scheduled 3. Verify clock times match your memory 4. Look for missing shifts

If You Find an Issue:

Use “Request Correction” Feature: 1. Click timesheet 2. Click “Request Correction” button 3. Describe the issue: – “I worked Monday Feb 3 but it’s missing” – “Clock out time shows 10:00 PM but I worked until 11:00 PM” 4. Submit to manager

Manager Will: – Investigate – Check original records – Make corrections if warranted – Respond with explanation

Or Contact Manager Directly: – Email or talk in person – Provide specific details – Manager can add manual entries or adjust times

Getting Started – Managers

Manager Dashboard

Access Your Manager View:

Your dashboard shows: – 👥 Team Overview: Who’s working right now – ✅ Pending Approvals: Timesheets awaiting your approval – 📅 This Week’s Schedule: Team schedule at a glance – ⚠️ Exceptions: Attendance issues requiring attention – 📊 Labor Metrics: Hours, costs, overtime

Manager Responsibilities

Schedule Management: – Create weekly/monthly schedules – Publish schedules to team – Handle schedule changes – Manage shift swaps and coverage – Ensure adequate staffing

Attendance Monitoring: – Monitor real-time clock ins/outs – Address missed punches – Handle attendance exceptions – Resolve issues promptly

Timesheet Approval: – Review auto-generated timesheets – Resolve exceptions – Approve or adjust hours – Meet payroll deadlines

Team Communication: – Notify team of schedule changes – Respond to shift swap requests – Approve/deny time off requests – Provide feedback on attendance

Creating Shift Schedules

Schedule Creation Methods

Method 1: Manual Creation (Drag & Drop)

Step-by-Step:

1. Navigate to Schedule → Create
2. Select Week/Period you’re scheduling
3. View Grid:
   • Rows: Employees
   • Columns: Days of week
   • Time slots vertically
4. Create Shift:
   • Click on time slot to create shift, OR
   • Drag across time range
   • Shift box appears
5. Fill Shift Details:
   • Time: Start and end (e.g., 5:00 PM – 11:00 PM)
   • Position: Server, Cook, Cashier, etc.
   • Location: If multiple locations
   • Break: Unpaid break duration (e.g., 30 min)
   • Notes: Any special instructions
   • Skills Required: (optional) Ensures qualified staff
6. Assign Employee:
   • Drag employee from sidebar onto shift, OR
   • Click shift → Select employee from dropdown
   • System checks: Availability, conflicts, qualifications
7. Repeat for all shifts in week
8. Review:
   • Check for conflicts (highlighted in red)
   • Verify coverage for all positions
   • Ensure fair distribution
   • Check labor budget
9. Publish Schedule:
   • Click “Publish”
   • Team receives notification
   • Schedule visible to all employees

Method 2: Copy Previous Schedule

Quick Scheduling for Recurring Patterns:

1. Navigate to Schedule
2. Select Week you want to schedule
3. Click “Copy from Previous Week”
4. Select Source Week to copy from
5. System Duplicates:
   • All shifts copied
   • Same employees assigned
   • Same times and positions
6. Adjust as Needed:
   • Remove employees on PTO
   • Add/remove shifts
   • Adjust times
   • Handle shift swaps
7. Publish

When to Use: – Regular weekly patterns – Consistent staffing needs – Minimal week-to-week changes

Method 3: Use Schedule Template

Pre-Configure Common Schedules:

Create Template: 1. Navigate to Schedule → Templates 2. Click “Create Template” 3. Name template: “Weekend Lunch Shift” 4. Build schedule: – Define all shifts – Set times and positions – Don’t assign specific employees (or assign roles) 5. Save template

Apply Template: 1. Select week to schedule 2. Click “Apply Template” 3. Choose template 4. System populates shifts 5. Assign employees to each shift 6. Adjust as needed 7. Publish

Example Templates: – Monday-Friday standard week – Weekend busy shifts – Holiday coverage – Summer season schedule – Slow season schedule

Smart Scheduling Features

Conflict Detection:

System automatically flags: – 🔴 Double-booked: Employee scheduled for overlapping shifts – 🔴 PTO Conflict: Employee scheduled while on approved leave – 🔴 Back-to-back: Less than 8 hours between shifts (labor law) – 🟡 Over 40 hours: Employee approaching overtime – 🟡 Missing Skills: Employee lacks required certification – 🟡 Coverage Gap: Position has no coverage for time slot

Conflict Resolution: – System won’t let you publish with critical conflicts – Warnings can be overridden (with note) – Fix conflicts before publishing

Labor Budget Tracking:

Real-Time Budget Calculation: – As you add shifts, system calculates labor cost – Shows: Scheduled Cost vs. Budget – Alerts when approaching/exceeding budget

Example:

Week of Feb 10-16
Scheduled Labor Cost: $8,450
Weekly Budget: $9,000
Remaining: $550 (6% under budget) ✓

Daily Breakdown:
Monday: $1,200 / $1,300 ✓
Tuesday: $1,150 / $1,300 ✓
Wednesday: $1,300 / $1,300 ✓ (at budget)
[...]

Use For: – Stay within labor budget – Balance staffing across week – Identify over-staffed days

Employee Availability:

Employee Sets Availability: – Navigate to Profile → Availability – Mark when they can/can’t work – Recurring patterns (every Monday unavailable) – One-time blocks (Feb 12 unavailable)

Manager Sees Availability: – When assigning shifts, see who’s available – System highlights conflicts – Can override but flags as exception

Publishing Schedules

Before Publishing:

Final Checks: ✓ All positions covered ✓ No conflicts remaining ✓ Fair distribution of hours ✓ Within labor budget ✓ Proper staffing levels for expected business ✓ Adequate break times

Publishing: 1. Click “Publish Schedule” 2. Review summary: – Total shifts: 87 – Employees scheduled: 23 – Total hours: 743 – Estimated labor cost: $8,450 3. Optional: Add announcement – “Please note Tuesday is expected to be very busy” 4. Confirm publish

After Publishing: – All employees receive notification – Schedule visible in their apps immediately – Shift reminders will be sent automatically – Schedule locked from employee changes (manager can still edit)

Schedule Change Communication:

If You Need to Change After Publishing:

1. Make changes in schedule
2. System detects changes
3. Affected employees receive notification:
   • “Your Tuesday shift has changed: 5PM-11PM → 6PM-12AM”
4. Requires employee acknowledgment
5. Tracked in audit log

Best Practice: – Minimize changes after publishing – Give as much notice as possible – Communicate reason for change – Confirm employees saw the change

Managing Team Attendance

Real-Time Attendance Monitoring

View Who’s Working Now:

Live Dashboard: Navigate to Attendance → Live View

Shows: – Clocked In: All employees currently working – Name – Clock in time – Elapsed time – Position/location – Scheduled shift – Scheduled Not In: Should be working but haven’t clocked in – Not Scheduled: Clocked in without schedule (need approval) – Recently Clocked Out: Last hour

Example:

Currently Clocked In (12):
├─ Sarah Johnson - Server (Clocked in 5:05 PM, 2h 15m ago)
├─ Mike Chen - Cook (Clocked in 4:00 PM, 3h 20m ago)
├─ [...]

Scheduled Not Clocked In (2):
├─ ⚠️ Alex Davis - Expected 5:00 PM (15 min late)
├─ ⚠️ Emily Wilson - Expected 5:00 PM (15 min late)

Not Scheduled (1):
├─ 🔴 Chris Brown - No shift scheduled (clocked in 30 min ago)

Actions: – Call/text employees who are late – Approve unscheduled work – Monitor shift coverage in real-time

Handling Missed Clock Ins/Outs

Missed Clock In:

When Employee Forgets: 1. You receive alert: “Alex didn’t clock in for 5PM shift” 2. Verify employee is actually working 3. Add manual clock in: – Navigate to Attendance – Click “Add Manual Entry” – Select employee – Select shift – Enter actual start time (ask employee) – Add note: “Employee forgot to clock in, started at 5:00 PM per employee” 4. Save entry

System Records: – Manual entry flagged for audit – Your name attached as creator – Timestamp of when you added it – Note explaining why

Missed Clock Out:

Next Day: 1. System flags “Missed clock out – Alex Davis – Feb 11” 2. Contact employee: “What time did you leave last night?” 3. Add manual clock out: – Navigate to Attendance → Alex’s record – Click incomplete shift – Click “Add Clock Out” – Enter time employee provides – Add note: “Employee forgot to clock out, confirmed left at 11:00 PM” 4. Save

Incomplete Records: – Cannot approve timesheet with missing clock outs – Must resolve before payroll lock – Follow up promptly

Attendance Reports

Daily Attendance Report: – Who worked yesterday – All clock times – Exceptions – No-shows

Weekly Attendance Summary: – Attendance rate by employee – Late clock-ins – Early departures – Pattern analysis

Export for Payroll: – All clock records for period – Ready for payroll system – Includes all exceptions and resolutions

Exception Handling

Types of Exceptions

🔴 Critical Exceptions (Block Timesheet Approval):

1. No Show: – Employee scheduled but never clocked in – Action: Confirm absence, mark as unpaid/PTO/sick

2. Missed Clock Out: – Clocked in but no clock out – Action: Contact employee, add clock out time

3. Unscheduled Work: – Clocked in without being scheduled – Action: Approve and create shift, or reject hours

⚠️ Warning Exceptions (Review Required):

4. Late Clock In: – Arrived 15+ minutes late – Action: Document, approve, or counsel employee

5. Early Clock In: – Arrived 15+ minutes early – Action: Decide if early hours are payable

6. Late Clock Out: – Worked past scheduled end – Action: Verify legitimate overtime or adjust

7. Short Break: – Break shorter than required – Action: Ensure compliance, counsel if pattern

📊 Informational Exceptions (FYI):

8. Early Departure: – Left before scheduled end – Action: Note, may require follow-up

9. Long Shift: – Worked more than 10 consecutive hours – Action: Monitor for fatigue/safety

Resolving Exceptions

Exception Dashboard:

Navigate to Attendance → Exceptions

Prioritized List:

Critical (Must Resolve Before Payroll):
├─ 🔴 No Show: Alex Davis - Feb 11, 5PM shift
├─ 🔴 Missed Clock Out: Sarah Johnson - Feb 11
├─ 🔴 Unscheduled: Mike Chen - Feb 12

Warnings (Review Recommended):
├─ ⚠️ Late 20min: Emily Wilson - Feb 11
├─ ⚠️ Early 15min: Chris Brown - Feb 12
[...]

Resolve Each Exception:

Click Exception → See Options:

For No Show: – Mark as Unpaid Absence (no hours paid) – Mark as PTO/Sick (use leave balance) – Add Note: Employee called in sick – Save resolution

For Missed Clock Out: – Add Clock Out Time (after confirming with employee) – Enter time – Add note: “Employee confirmed 11:00 PM” – Save

For Unscheduled Work: – Approve Hours (create shift retroactively) – Reject Hours (not payable) – Add reason – Save

For Late/Early: – Approve as-is (pay actual hours) – Adjust to scheduled (pay scheduled hours only) – Counsel employee (note issue for HR) – Save decision

Timesheet Approval

Approval Workflow

When Pay Period Ends:

Sunday Night (Automatically): 1. Pay period closes at midnight 2. System generates all timesheets 3. Monday morning: You receive notification – “15 timesheets ready for approval”

Your Approval Timeline:

Monday-Tuesday: – Review all timesheets – Resolve any exceptions – Approve clean timesheets

Tuesday 5 PM (Deadline): – All timesheets must be approved – Unapproved escalate to HR – Late approvals delay payroll

Reviewing Timesheets

Navigate to Timesheets → Pending Approvals

Dashboard Shows:

Pending Approvals: 15
Total Hours: 487.5
Exceptions: 8 (6 resolved, 2 remaining)
Deadline: Tuesday 5:00 PM (28 hours remaining)

Employee List:
├─ ✓ Sarah Johnson - 32 hrs - No exceptions
├─ ✓ Mike Chen - 40 hrs - No exceptions
├─ ⚠️ Alex Davis - 35 hrs - 1 exception (late clock-in)
├─ 🔴 Emily Wilson - 28 hrs - 1 critical (missed clock-out)
[...]

Click Employee to Review:

Timesheet Details: – Summary of hours – Each shift with clock times – Scheduled vs actual comparison – Any exceptions highlighted – Previous period comparison

Approval Actions

Approve: – Click “Approve” button – Optional: Add approval note – Timesheet locks for payroll – Employee notified

Adjust Hours: – For minor corrections – Click shift – Edit clock in/out time – Add justification note – Then approve

Reject: – For major issues – Requires detailed explanation – Returns to draft for employee – Use rarely – better to adjust yourself

Hold: – Waiting for information – Timesheet stays pending – Follow up required

Bulk Approval

For Clean Timesheets:

1. Review each briefly for obvious issues
2. Select multiple (checkboxes)
3. Click “Bulk Approve”
4. All selected approved at once

Best For: – Employees with consistently accurate attendance – Timesheets with no exceptions – When you’re confident in accuracy

Not For: – Timesheets with exceptions – New employees – When there are questions

Reporting & Analytics

Pre-Built Reports

Labor Cost Report: – Actual labor cost vs. budget – By day, week, month – By department/location – Overtime analysis

Schedule Adherence: – Scheduled vs. actual hours – Late arrivals/early departures – No-show rate – Coverage analysis

Attendance Report: – Attendance rate by employee – Patterns (frequent lates, absences) – Exception summary – Timesheet accuracy

Overtime Report: – Total overtime hours and cost – By employee – Trend analysis – Budget impact

Custom Reports

Build Your Own:

Navigate to Reports → Custom Builder

Examples: – Hourly labor cost by shift – Employee hours by position – Peak staffing times – Coverage gaps analysis

Best Practices

For Employees

Clock In/Out: ✓ Clock in/out every shift, no exceptions ✓ Do it immediately (not hours later) ✓ Use same method consistently (mobile app recommended) ✓ Add notes if something unusual

Schedule: ✓ Check schedule regularly ✓ Enable shift reminders ✓ Acknowledge schedule changes promptly ✓ Request time off as early as possible

If You Make a Mistake: ✓ Tell manager immediately ✓ Don’t wait for them to find it ✓ Provide accurate information

For Managers

Scheduling: ✓ Publish schedules at least 1 week in advance ✓ Minimize changes after publishing ✓ Ensure fair distribution of hours ✓ Monitor labor budget as you schedule

Attendance: ✓ Monitor real-time attendance ✓ Address no-shows immediately ✓ Resolve exceptions same-day ✓ Document everything

Approvals: ✓ Review timesheets within 24 hours ✓ Resolve exceptions before approving ✓ Communicate with employees about issues ✓ Meet payroll deadlines consistently

FAQ

Q: What if I forget my phone and can’t clock in?
A: Use web browser on any computer, or use the kiosk if available. Tell your manager – they can add manual entry.

Q: Can I clock in from home?
A: Depends on your employer’s settings. If location verification is enabled, you must be at work location.

Q: What if I work past my scheduled end time?
A: Clock out at your actual end time. The extra time is recorded as overtime (if applicable) and manager reviews.

Q: My timesheet shows wrong hours. What do I do?
A: Use “Request Correction” button or contact your manager with specific details. They can adjust.

Q: Can I see my coworkers’ schedules?
A: Yes, typically you can see your team’s schedule to coordinate. But you can’t see their timesheets or pay.

Q: How far in advance will I see my schedule?
A: Depends on your organization. Typically 1-2 weeks. Check with your manager.

Document Version: 1.0
Last Updated: February 2026
Next Review: May 2026