When you set up clocking in, this allows you to know when an employee is running late for work or working late, because you can see that they have not clocked in or clocked out.

This article explains how to set up clocking in to ensure managers and employees do not receive too many notifications about infractions.


­čôÄNOTE: To do this you need the Timesheets module and have admin-level access to Sage HR company account or the Timesheets module.

Get to Time clocking settings

  1. Click on your name on the top right then click Settings.
  2. On the settings menu, click TIMESHEETS.
  3. Click Time clocking.

General settings

There are two general settings - Time clocking rounding and Automatically clock out:

  • Time clock rounding: Choose how specific you want the clock in time to be down to a minute, every 5 minutes, 10 minutes or 15 minutes. It always rounds down the number.

    ­čöžEXAMPLE: 5 minutes rounding means if an employee clocks in at 18:03, it records as 18:00. If an employee clocks in at 18:06, it records as 18:05. If an employee clocks in at 18:14, it records as 18:10 etc.
  • Automatically clock out: An employee is automatically clocked out by the system if they forget to do it.

    ­čöžEXAMPLE: If John Doe clocks in at 09:00 and forgets to clock out, the system
    will clock out John at 21:00 with the below configuration of 12 hours.

You can also apply a grace period, which is how long it takes before it is considered an infraction.

­čöžEXAMPLE: Following the configuration in the screenshot above, an employee who should clock in at 09:00 and clocks in at 09:04 it will not be an infraction. However, an employee clocking in at 09:06 will be an infraction.


Alerts for Managers

When you enable Clock in / out reports for managers (4), managers can receive the clock in/out reports. They can be configured as follows:

  • Receive notifications for Clock in, Clock out or any infraction (5).

    ­čöžEXAMPLE: If Clock in is enabled, the manager only receives notifications for infractions when an employee does not clock in, but does not receive any for clock out infractions i.e. an employee not clocking out.
  • Report periodicity (6) - Choose how often the manager receives emails about infractions.

    ­čöžEXAMPLE: If three employees do not clock in between 09:00 and 09:30, a manager with the configuration above receives only one email notifying of three infractions at 09:30.
  • Notify managers outside of their working hours (7) - If enabled, managers also receive notifications outside of their working hours. Employees' working hours are based on their working patterns.

    ­čöžEXAMPLE: If a manager works from 09:00 to 18:00 they only receive emails in those hours unless the setting is enabled.

Alerts for Employees

When you enable Clock in / out reports for managers (8), employees receive clock in / out notifications. They can be configured as follows:

  • Notify employee (9) - The employee receives notifications for Clock in, Clock out or any infraction.

    ­čöžEXAMPLE: if Clock in is enabled, the employee will receive an email when they do not clock in, but will not receive for clock out infractions (employee not clocking out).

    ­čôÄNOTE: The first time you configure the notifications the changes take place only after midnight, local time of the employee to receive the notifications. If the configuration is set to notify only the clock out infractions, the employee is alerted only if they did clock in on the same day.

Warning icons

When you enable Warning icons (11) there are icons in the timesheets for those employees who manually changed their hours. See an example below.

For further help on setting up Timesheets - Read more >

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