Office - Manage Employees - Clocking In-Out and Ending a shift (Mobile POS)

Owned by Justin Brown
Last updated: Aug 29, 2024 by Benjamin Hacker
6 min read

Table of Contents

Overview

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. Job Codes must be assigned to any Employee who will be clocking in/out at the Mobile 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.

Required Permissions

  • POS Terminal

  • Card Swipe ID/PIN

Enabling Timekeeping for Mobile POS

Before utilizing timekeeping within the Mobile POS platform, it will need to be enabled in the Mobile Endpoint Editor within CMA.

  1. Navigate to the Endpoint Editor by clicking on the System drop down across the top row of setting options. Then choose the System Settings. If you do not see System Settings in this drop down, reach out to your club admin to enable those rights. Find out more in the Security Rights Manual.

  2. Once in System Settings, expand the Web Site drop down and click on Office Cloud. This will open the list of Mobile POS endpoints available for edit under the URL. Double click on the URL Endpoint.

  3. Within the Edit Office Cloud Endpoint window, check the Timekeeping Enabled checkbox. Then click the green checkmark to save the settings. Then save the system settings.

Clocking In

To Clock In:

  1. Click on the POS Icon on the mobile device or access the Mobile POS Application via browser with the following link: http://pos.clubessential.com.

  2. On the Sign In screen, enter the POS Pin Code and select Continue.

  3. Next, select the applicable Job Code.

  4. 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. 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 they cannot have any open tickets. The first place to look is the current device’s open tickets window. The second place to look is under the flyout menu and selecting All Open Tickets.

Follow these directions to clock out for breaks.

  1. Select Clock Out on the main POS screen.

  2. The confirmation window will prompt, “Would you like to Clock Out?” Click Yes.

  3. The next confirmation window will prompt, “Would you like to end your shift.” Click No.

    • 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. Otherwise the system could apply incorrect pay rates to the shift. For example, if the shift began under the Food & Beverage Management Job Code and when clocking back in, select the Food & Beverage Job Code to report timekeeping properly.

End of Shift Processes

Before an employee Ends their Shift, the Open Tickets screen must be blank, reflecting that the employee has no open tickets.  An employee must close all tickets before Ending the Shift. The following error message will appear upon clicking Clock Out if there are still open tickets under the employee, “You cannot clock out until all of your tickets have been closed or transferred to another employee.”

  1. To find the associated tickets, click the flyout menu button in the top left corner of the main window.

  2. Next, click All Open Tickets.

  3. Within the All Open Tickets screen choose any or all open tickets under the employee’s name and click Transfer.

  4. Next, select the Employee the ticket needs to be transferred to.

  5. The window will then return to the Open Tickets screen and a success message will populate. This ensures there are no open tickets under the employee trying to clock out or end shift.

End of Shift Report

Once the Open Tickets display is blank, an End of Shift Report (EOS) can be printed.  This report is usually run before the Shift is ended, and will display all Sales and Transactions completed during the employee’s “Shift” regardless of how many times they clocked in and out during their that time. This report can be printed as many times as needed.  In addition, all past End of Shift Reports are saved for the user to access and print at any time.

 To print an End of Shift Report:

  1. Click the flyout menu button in the top left corner of the main window.

  2. Select Reports from the menu.

  3. Select End of Shift from the pop-up.

  4. Select:

    • A Start and End Date.

    • A Start and End Time.

    • Then select the printer under Print To.

    • Click Run Report.

  5. The Print Preview window will display the report. Select Print Report to continue printing. Click Edit to go back to the previous settings window. Click Close to exit the EOS report entirely.

Ending the Shift

The Office System requires all tickets to be closed and an End of 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. An employee cannot end their shift without clocking out as well. 

To End a Shift: 

  1. Click Clock Out at the bottom of the main POS screen.

  2. The confirmation window will prompt, “Would you like to Clock Out?” Click Yes.

  3. .The next confirmation window will prompt, “Would you like to end your shift.” Click Yes.

  4. The End of Shift Summary window will display the following options for the Employee: Print Timesheets, Print EOS Report, Enter Tip Amount, and Close if no further actions are needed.

    • Print Timesheets - When selected, the system will provide a report on total hours worked during the shift per Job Code. Select Print to continue printing the report.

    • Print EOS Report - This report will display all Sales and Transactions completed during the employee’s Shift.

    • Enter Tip Amount - When selected, enter the amount of cash tips received during the shift. Click OK when finished. The Tip Amount will then display on the main Options screen. 

    • Change Job Code - To update the Job Code that was used to clock in during the shift,

Best Practices

  1. 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.

  2. Ensure that the Employee has the correct Job Codes associated with their Employee Profile before they proceed to Clock-In.

  3. Clock Out option 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.

  4. When clocking back in after a break it is important to remember to clock-in under the SAME Job Code that started the Shift.

  5. In order for an employee to Clock Out and/or End the Shift, all of their open tickets must be closed.

FAQs

  1. My employee missed their Clock In/Clock out time, how can I adjust the hours?

    1. Please reference the Managing Timekeeping documentation to Edit or Delete an existing Timesheet.

  2. 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?

    1. 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.

  3. My employee does not remember when/if they have clocked out.

    1. 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.

  4. Q: Can I stop the employees from clocking in early or clocking out late?

    A: Yes. You can restrict the employee’s ability to clock in early using Enforce Employee Schedule in System>System Settings> Employees. You will need to ensure that schedules are being utilized and can restrict by X number of minutes for both clocking in early and clocking out late.