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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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3) To End Shift, select the End Shift box. (Clock Out will automatically be selected). Then, choose Done. This officially ends the user’s Shift.
Best Practices
Assign security by Employee Groups rather than at the individual Employee level.
Enter Rate and Expense Payroll Ledger at the Job Code level rather than the Individual level.
When setting up a new employee for an existing Club position, copy an existing employee (with the same role) to expedite setup.
If a new position is created at the Club, first create a new Employee Group, and then use the group to assign security to the new employee.
Adjust Terminated Employee status, and delete them from the Manage Employees grid. Also, ensure Account is Locked Out is checked for all terminated employees to ensure they can no longer access the system.
FAQs
Q. What is the best way to create a new employee who will be replacing an existing employee?
A. If the new employee is performing the same, or similar job functions to an existing employee, the easiest way to create the employee is to open the existing employee, save as new.
Q. How do I see deleted Employees in the Employee Grid?
A. Click the Active button above the grid to view all records. Deleted records will have red highlight around them.
Downloadable Guide
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Practices
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.
FAQs
Q: My employee missed their Clock In/Clock out time, how can I adjust the hours?
A: Please reference the Managing Timekeeping documentation to Edit or Delete an existing Timesheet.
Q: My employee started their shift with a particular job code, and they need to finish the shift under a different job code, what do I do?
A: Ensure that the employee Clocks Out of the first job code, AND Ends the Shift. Then, have them Clock In again and select the different Job Code.
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