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How to Configure Time Clock Position Settings and Clock In/Out Notifications

Configure when employees can clock in and out, control late or early clock behavior, and manage Time Clock notifications for managers and employees.

To configure time clock position settings:

    Time Clock settings are configured separately for each position. These settings determine when employees can clock in or out, whether employees can clock in outside the configured time windows, and when managers or employees receive Time Clock notifications.

    Open Time Clock Position Configuration

    1. From the left navigation menu, select Time Clock.
    2. Select Configuration > Position Configuration.
    3. Select the Position you want to configure.

    Only positions you manage and have applicable Time Clock access to will appear.

    If a position has not yet been configured for Time Clock, it must be configured before employees can use Time Clock for that position.

    Early Clock In

    Early Clock In determines how many minutes before a scheduled shift an employee can clock in.

    For example, if a shift begins at 5:00 PM and Early Clock In is set to 5 minutes, the configured window begins at 4:55 PM.

    Enter the number of minutes appropriate for your organization's Time Clock rules.

    Late Clock In

    Late Clock In determines the time window after a scheduled shift begins.

    Managers can configure whether employees are allowed to clock in after that window.

    Additional notification settings are also available.

    For example, managers can choose to:

    • Allow an employee to clock in after the Late Clock In window.
    • Notify managers and the employee when the employee has not clocked in after the configured time window.
    • Notify managers when the employee eventually clocks in after the configured Late Clock In window.

    Stop "Employee Has Not Clocked In" Notifications

    If you are receiving emails or notifications that an employee has not clocked in, hasn't punched in, or didn't clock in, these notifications are controlled by the Late Clock In settings for that position.

    To stop these notifications:

    1. Go to Time Clock > Configuration > Position Configuration.
    2. Select the affected Position.
    3. Locate Late Clock In.
    4. Turn off the option to notify managers and the employee if the employee has not clocked in past the configured time window.
    5. Save your changes.

    These are Time Clock notifications. They are different from Schedule Shift Reminders.

    Early Clock Out

    Early Clock Out controls how early an employee can clock out before the scheduled end of a shift.

    Managers can configure whether employees are allowed to clock out earlier than the configured window and whether a manager should be notified when this occurs.

    Late Clock Out

    Late Clock Out controls the time window after a scheduled shift ends.

    Managers can configure whether employees are allowed to clock out after this window.

    Managers can also configure notifications for employees who have not clocked out after the configured timeframe.

    For example, if a shift ends at 8:00 PM and the Late Clock Out window is 15 minutes, the applicable notification can be triggered if the employee has not clocked out by 8:15 PM.

    Stop "Employee Has Not Clocked Out" Notifications

    If managers or employees are receiving notifications because an employee has not clocked out, review the Late Clock Out settings for that position.

    1. Go to Time Clock > Configuration > Position Configuration.
    2. Select the affected Position.
    3. Locate Late Clock Out.
    4. Review the notification options and turn off the notification you no longer want to send.
    5. Save your changes.

    Custom Clock In and Clock Out Messages

    Managers can configure custom messages that employees see when attempting to clock in or out outside the configured time window.

    For example, an employee attempting to clock in too late could be shown a message directing them to speak with a manager.

    Allow Employees to Clock In When Not Scheduled

    The Allow employees to clock in during times they are not scheduled setting controls whether employees in the position can clock in without a scheduled shift.

    This is commonly referred to as Unscheduled Time.

    Turn this setting on if employees should be allowed to clock in and record time when they are not scheduled.

    Leave it off if employees should only clock in based on their scheduled shifts and configured Clock In/Out windows.

    Allow Employees to Leave Notes

    Managers can allow employees to leave notes when clocking in or out.

    These notes can then be reviewed with the employee's Time Clock information.

    Manager Override

    Manager Override can be configured when managers need the ability to override Time Clock restrictions.

    When enabled, an override number can be used to allow a clock action that would otherwise be prevented by the configured Time Clock rules.

    Managers are notified when the Time Clock override is used.

    Manager Communication List

    The Manager Communication List determines which managers receive Time Clock notifications for the position.

    Managers can be configured to receive:

    • Email notifications
    • Push notifications

    If a manager is configured for Push notifications, the manager must have the SubItUp app installed and be logged into the app to receive them.

    If the wrong manager is receiving Time Clock emails or notifications, review the Manager Communication List for that position.

    Apply Settings to Multiple Positions

    If the same Time Clock configuration should apply to multiple positions, the Position Configuration page includes an option to apply the configuration across the positions you manage.

    Use this option carefully because saving the configuration can overwrite the existing Time Clock settings for those positions.

    If positions require different Clock In/Out rules or notification settings, configure them individually.

    Important Notes

    • Time Clock Position Configuration settings are position-specific.
    • Late Clock In controls notifications when an employee has not clocked in after the configured timeframe.
    • Late Clock Out controls notifications when an employee has not clocked out after the configured timeframe.
    • These notifications are different from Schedule Shift Reminders.
    • The Manager Communication List determines which managers receive Time Clock notifications for the position.
    • If multiple positions need different Time Clock rules, configure each position individually.
    • Allow employees to clock in during times they are not scheduled controls Unscheduled Time for the position.
    • Time Clock must be configured for a position before employees can use Time Clock for that position.

    Need Additional Help?

    If you have questions about Time Clock Position Configuration, Clock In/Out settings, or Time Clock notifications, contact SubItUp Support HERE and we can review your situation.