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The Office System has the ability to Track as well as Report on Employee Hours worked throughout the Club. In this manual, we will review various aspects of the Office Timekeeping System including Clocking In, Clocking Out, and End of Shift Processes. Use Case(s) A new Employee will be Clocking In for the first time. Please Note: Job Codes must be assigned to any Employee who will be clocking in/out at the POS. It is the responsibility of Club Administrators/Managers to assign these Job Codes appropriately to their Employees. For more information on Job Codes, please review our Job Codes Manual. |
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Clocking In
To Clock In:
- Click on the POS Icon.
- A Clubessential logo will display (moving around the screen), click anywhere on the screen to access the user login prompt. Enter your Employee Swipe ID (this is assigned within the Employee’s Profile). Please review our Manage Employees Manual for more information.
- An additional screen will display prompting the user to select the applicable Job Code.
Please Note: If the user only has only one Job Code assigned to their Employee Profile, the system will display: You have successfully logged in.
Clocking Out
Clocking Out and Ending a Shift are different features in the Office system.
An employee must Clock In at the beginning of their shift. Any breaks, lunches, etc., are to be recorded by Clocking Out (NOT ending the shift). To complete the shift worked, the employee must Clock Out AND End the Shift, after all tickets have been closed. Ending a Shift is covered in the last section of this document.
Please Note: An employee’s timesheet will reflect all instances of when an employee clocked in and out during their shift.
Clocking Out for Breaks
Employees have the ability to clock-out for breaks without ending their shift. However, before an employee can clock out the Tickets screen must be blank, reflecting that the employee has no open tickets.
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a. Select Clock Out and hit Done.
Notes:
The above options will clock the user out but NOT end their shift - meaning, the employee can clock back in and continue working on the same shift.
- When clocking back in after a break, it is important to remember to clock-in under the SAME Job Code that started the Shift.
- For example, if I began my shift under the Food & Beverage Management Job Code and I clocked out for lunch, when I clock back in I need to select the Food & Beverage Job Code again for timekeeping to report properly.
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4) As previously mentioned, the system keeps an archive of past End of Shift Reports for the user to access and print at any time. To print a past End of Shift Report simply select the appropriate shift in the Shift drop down and select Print Summary.
Ending the Shift
The Office System requires all tickets to be closed and an End Shift completed. This is the preferred method to ending a shift. Different operations have different end of shift expectations before an employee can leave; follow the policies and procedures as advised by the Club.
Please Note: An employee cannot end their shift without clocking out as well.
To End a Shift:
1) Select Options on the main POS screen.
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2) Review Options below, and perform when necessary. Once Options have been reviewed/performed (as needed), proceed to step 3 to End Shift.
Print Timesheet
When selected, the system will provide a report on total hours worked during the shift per Job Code. A Print Preview will also display when this option is selected. Select Print to continue printing the report.
Enter Tip Amounts
If you report cash tips for tax purposes, select this option and a prompt will display for the user to enter their cash tips. Click OK when finished. The tip amount will then display on the main Options screen.
Change Job Code
If you mistakenly logged into the wrong Job Code, select this option and a prompt will display asking the user to select the correct Job Code.
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Job Codes must be assigned to any Employee who will be clocking in/out at the POS. It is the responsibility of Club Administrators/Managers to assign these Job Codes appropriately to their Employees. For more information on Job Codes, please review our Job Codes Manual.
Ensure that the Employee has the correct Job Codes associated with their Employee Profile before they proceed to Clock-In.
Both Clock Out options will clock the user out but NOT end their shift. Meaning that the employee can clock back in and continue working on the same shift.
When clocking back in after a break it is important to remember to clock-in under the SAME Job Code that started the Shift.
In order for an employee to Clock Out and/or End the Shift, all of their open tickets must be closed.
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Q: My employee does not remember when/if they have clocked out.
A: The Shift Report can be reprinted at any time for any shift to review the Clock In and Clock Out records. With that report, these can be reviewed and adjusted accordingly. For more detail on adjustments, please see the Managing Timekeeping document.
Downloadable Guide
Clocking In-Out and Ending a Shift
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