Time and Attendance
Managing Time & Attendance in the ClockRite Software
Data collected by the Clocking Terminal is managed in the Time and Attendance screen. Here you can view, add, delete and amend clocking data, as well as monitor absence and punctuality
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In this article
- Managing Time & Attendance
- Recording Absences in the Time & Attendance Screen
- Recalculating Data
- How Night Shifts are Displayed in the Time & Attendance Screen
Managing Time & Attendance
Data downloaded from the Clocking Terminal can be viewed and managed in the Time & Attendance screen.
Once inside the Time & Attendance screen, click the 'Refresh' button on the lower toolbar or select the desired week from the drop-down box labelled 'Week Ending' to load new clocking data into the Time & Attendance Screen.
- A missed clocking (the employee forgot to clock in/out)
- An extra clocking (the employee clocked in/out twice by mistake)
Other attendance exceptions, such as late starts and booked absences, are also shown in the 'Status' column.
To move to the next Employee, click the 'Next button on the lower toolbar or select a specific employee from the 'Employee' drop-down box.
Attendance records should be regularly reviewed for each employee to ensure Reports are accurate.
The 'Next Discrepancy' button on the lower toolbar can be used to quickly find attendance exceptions.
If you don't want to amend a discrepancy, right click on it and select 'Mark/Unmark OK' to clear it from the Status bar. 'Mark All Ok' will clear all Status notifications currently on the screen. Note that Uneven Clockings must be corrected in order for the Software to properly calculate total hours.
| To Add a Missing Clocking
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To Delete a Clocking
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To Amend a Clocking
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Recording Absences in the Time & Attendance Screen
If the status for an employee on any given day shows as 'Absent' then the employee did not make any Clockings on that day. If you'd like to specify a reason for the absence, click directly on the 'Absent' status box to highlight it, then right click and choose Book Absence from the popup menu.
This will display the Holiday and Leave Screen, defaulting to the employee and date that you are dealing with.
The reason for the absence can be selected from the 'Type of Absence' drop-down menu. You can also specify whether the absence is to be paid, and at what rate.
If you have assigned the employee to a specific Shift, the 'Use Day Rules' option will allocate the corresponding number of paid absence hours to the day in question. For example; if the employee's shift specifies 8 working hours, the Use Day Rules option would allocate 8 hours of absence.
If you wish to specify the number of hours yourself, check the 'Specify' box and enter the total number of hours to be paid into the first box in four digit format. Do not enter a value in the second box unless a portion of these absence hours are to be paid at overtime rate. In the example below, 8 hours would be paid at standard rate.
You can also specify whether the absence should reduce the employee's accrued holiday, mark the absence as a 'Half day', and choose whether time off should be included in overtime calculations for the week.
If you'd like to book absences for more than a single day, use the calendar options on the lower right side of the screen. If you're booking holidays on a Saturday or Sunday, be sure to check the 'Include Weekends' box.
Once all details are correct, click the 'Book Absence' Icon on the lower toolbar.
Close the Holiday and Leave screen and and return to the Time & Attendance Screen. The 'Absent' status will have updated with specified absence code, and hours to pay (where applicable).
Recalculating Data
Any changes made to Day Rules, Shifts, and Shift Groups will only apply from the day on which they are made. If you wish to process historic data under these new parameters you must tell ClockRite to recalculate.
Select the Employee(s) whose records you wish to recalculate and set the date range. ClockRite will process existing data according to your new shift rules.
How Night Shifts Are Displayed in the Time & Attendance Screen
Each 'day' in the ClockRite software starts and ends at midnight. Consequently, hours accumulated through Night Shifts are displayed in the Time & Attendance Screen against the calendar day on which they are worked, further illustrated in the screenshots below:
Shift 1 - Monday 19:30 to Tuesday 04:35: In this example Alan has worked a nightshift running from Monday evening to Tuesday Morning. The IN clocking is displayed against Monday, while the OUT clocking is displayed against Tuesday. Total hours are divided in the same way, with the 4 hours 30 minutes worked before midnight assigned to Monday and the remaining 4 hours and 35 minutes assigned to Tuesday. 'Total Hours' reflect the entire working period of 9 hours and 5 minutes.
Shift 2 - Tuesday 19:45 to Wednesday 05:00: Alan then works a second shift starting on Tuesday and ending on Wednesday. Again the IN and OUT Clocking are assigned to Tuesday and Wednesday respectively, while Tuesday's hours now include those worked from 19:45 to midnight on Tuesday evening, as well as those worked during Shift 1 on Tuesday morning.
Shift 3 - Wednesday 19:55 to Tuesday 04:15: Finally, Alan works a third shift on Wednesday evening, finishing on Thursday morning. Wednesday's total hours now include those worked on Wednesday evening, as well as those worked during Shift 2 on Wednesday morning. Alan's total for the week is now 26 hours and forty minutes.
Total hours on any given day will reflect those worked on that calendar day, not those worked during a particular shift. When managing T&A data from night shifts, Total Hours are the best and easiest reference.
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