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Timeclock

AngelTrack contains a full-featured smart timeclock that integrates with its dispatch and HR systems. It can record work hours, absences, tardies, on-call hours, and other timecard events, and all of its data is easily exportable for use in other applications.


Permission Levels

AngelTrack's timeclock has four access levels:


Remote Clock-in

To remotely clock-in an employee, a member of HR clicks the plus sign at the top-right corner of the Timeclock Log page, or click the "Remote Clock-in" link from the HR home page. The subsequent page will ask you to select an employee, specify a date and a timespan, set flag values as appropriate, and provide an explanatory comment.

If clocking in the employee, then leave the clockout time blank.

Remote clock-in privileges for specific employees

Individual employees can be granted the "remote timeclock" privelege, which allows them to clock-in and clock-out from anywhere. Grant this privilege to trusted employees who deploy from home, or who come on-shift at odd locations.

Visit the employee's Employee File page and select the "Privileges" tab. You must be an Administrator to grant or revoke the privilege.


Flags

Each timeclock entry has a flag and a punctuality flag. Together, the two flags permit HR to indicate something unusual about that day's work hours.

Timeclock flags

Flag

The flag can be set to any of these values:


Punctuality Flag

The punctuality flag can take one of the following values:


Recording an Absence

To record an absence, a member of HR clicks the plus sign at the upper-right corner of the timeclock grid, as if performing a remote clock-in... but in the ensuing page, specify 'Absence' as the flag, and set the start time and end time to the period of time that the employee failed to be present.

This will create a timeclock record for the specified timespan on the specified date, with the punctuality flag set to 'Absence'. The dates, times, and flags can be edited later if you make a mistake.


Configuring the Pay Period

By default, AngelTrack uses 0:00 Sunday morning as the start of each pay week. This is then used to show -- at the bottom of the timeclock page -- which employees are in overtime.

Also by default, AngelTrack assumes a pay period of two weeks. This is used to calculate your payroll numbers, which is discussed further below.

To reconfigure the pay period, an employee with Administrator access must visit the Settings page, click Preferences, and make the necessary adjustments. To learn more about adjusting AngelTrack's preference settings, read the Preference Settings Guide.


On-Call

AngelTrack's timeclock supports on-call time, paid differently than normal work time.

As mentioned already, each entry on an employee's timecard has a flag that determines how it is treated (paid). "On Call" is one of the flags that can be set. In the following screenshot, we see an employee who was on-call for several hours, then converted to normal work time when a dispatch was assigned:

Timeclock On-call Switch

If ☑ Allow clock-in as "On Call" is enabled in the Preferences page (under Settings), then employees are allowed to clock themslves in as "On Call"; otherwise, the "On Call" flag in their timecard must be set manually -- by a member of HR or by a Captain.

There is a separate pay rate for on-call time, set using the Preferences page. On-call times are reported separately than normal work times, for ease in doing payroll.

Automatic switch from on-call to on-duty

If an employee is clocked in as "On Call", and a dispatcher assigns a call to him, then AngelTrack can automatically clock him out from "On Call", and then back in as "On Duty", automatically... if ☑ Automatically switch on-call to on-duty when a dispatch is assigned is enabled in the Preferences page.

To learn more about using AngelTrack's "On Call" features, including auto-switch, read the On Call guide.


Salaried Employees

Salaried employees can and should use the timeclock too, in order to keep a record of their actual hours worked, as well as their tardies and absences. To enable this, use the Employee File page to flag your salaried employees as ☑ Uses the timeclock.

The salaried employees will then have use of the timeclock button and timecard just like hourly employees do, and their labors will appear in the various reports about labor hours and employee utilization.

When doing payroll, AngelTrack knows to compute their salary differently than for hourly employees eligible for overtime.


Clock-out restrictions

The timeclock can be configured to disallow employees to clock out when any of the following are true:

If one of the above restrictions is in force, and an affected employee presses the clockout button, AngelTrack will display a popup warning explaining why clockout is not allowed. Naturally, a supervisor or member of HR can override the restriction, and clock the employee out manually, using the "Clockout" buttons on the Timeclock page.

All of the aforementioned clockout restrictions are enabled in a new AngelTrack installation; to turn them off, or to configure the number of hours for report completion, visit the Preferences page (under Settings).


Allowing Clock-in and Clock-out Only From Company Premises

AngelTrack can be configured to restrict which physical locations employees are permitted to clock-in and -out from. This is accomplished by listing in AngelTrack all company-owned computer networks (via their internet IP address). AngelTrack will then permit clock-in and -out only when an employee's computer or mobile device is connected to one of those networks.

In other to connect to an approved computer network, employees must physically visit a company facility, guaranteeing their physical presence during clock-in and -out.

To use this feature, AngelTrack must be told the internet IP addresses (or ranges of addresses) of all company-owned networks. For help in doing so, refer to the Timeclock Hosts guide.

Trusted employees can be permitted to clock-in and -out from anywhere

You can exempt certain trusted employees from the this restriction, allowing them to clock-in and -out from any mobile device or internet connection, even from home or from a coffee shop.

To grant this privilege, you must be an Administrator. Visit the employee's file, switch to the "Privileges" tab, and tick the ☑ Remote Timeclock checkbox.


Correcting Errors

When employees forget to clock-out, leading to a supervisor manually clocking them out once the oversight is noticed, the employee's timecard will be incorrect. It will show the extra time, when the employee had already gone home but nobody had noticed they were still clocked-in.

Members of HR have authority to edit any timeclock entry, in order to correct such mistakes and/or leave clarifying comments. Every such edit is recorded in a journal that can be reviewed later, in the event somebody questions the edits. (See below for additional warnings about timecard edits.)

The journal can be reviewed by a supervisor (lieutenant or captain), by members of HR, and of course by administrators. When a timeclock entry has a journal of changes, a journal icon Log appears with it in the timeclock grid. Click the journal icon to view the journal.

It is impossible for anyone to edit or delete the journal under any circumstances. The journal will therefore be admissable as evidence in the unfortunate event that you are called to a labor law hearing to defend your timecard edits.


A Warning Against Edits and Manual Clockouts

It is simple and easy for a supervisor or member of HR to manually clock-out an employee who has forgotten to do so. When a manual clock-out occurs, the employee's time-card shows the name of the supervisor who did it.

Likewise, it is simple and easy for a member of HR to edit a timecard entry to correct a mistake. For example, if an employee forgets to clock-out, and then comes in the next morning to see they are still clocked-in, it will be necessary for HR to edit the timecard to fix the times. After editing, the timecard entry shows that it has been edited, along with the name of the HR person who did so.

When there are many such edits, an employee could bring a claim (justified or not) against the company for tampering with the timeclock, or for being forced to work off-the-clock.

To protect the company from that risk, you should have a policy which specifies how these manual clockouts and HR edits are to be attested. An additional benefit of the policy is that it ensures employee trust, by demonstrating that their timecards are never modified without their written consent.

For an example policy, refer to the Manual Clockout Policy guide.


Doing payroll


Doing Payroll

When viewing the Timeclock Log with Administrative, Captain, or HR privileges, AngelTrack includes a chart at the bottom showing everyone's total hours worked during the pay period. You can export this chart (click the Export button) right into Microsoft Excel or whatever software you use for payroll.

As noted already, you can choose to ☑ Exclude entries flagged 'Needs Attention' if your HR policy stipulates that pay is docked for errant timecard entries until a correction form is signed and filed.

Your salaried employees are included in the payroll data, whether or not they are marked ☑ Uses the timeclock, and whether or not they actually made use of it.

Calculating earnings using AngelTrack

AngelTrack can calculate your employees' earnings each pay period, including overtime and on-call pay... but only if you have input every employee's pay type and rate into their HR records.

To use AngelTrack's Payroll Calculator, select it from the HR Home page. You can input any date you wish, and AngelTrack will identify the pay period that contains your selecte date. All hours worked by all employees, along with calculated earnings, will then be calculated and shown for that pay period.

The payroll calculator uses the pay period length, start day, and start hour you specified when you first installed AngelTrack. To review or change those settings, visit the Preferences from the Settings page. AngelTrack is smart enough to handle changes to pay type and pay rate even if they occur in the middle of a pay period: each day of each pay period is calculated separately, using the employee's pay type and rate as they were on that day.

Locking out future edits

From the Payroll Calculator you can lock the underlying timeclock entries for the date range. Locking will permanently block anyone from editing the entries in any way... though of course they remain fully readable.

Once locked, only AngelTrack Support can unlock them for you. When a timeclock entry is unlocked, a permanent journal entry to that effect is written for the event, which will appear if and when the timeclock entry is subsequently modified. The affected employee will also receive an email/text message warning them that their locked timecard has been unlocked by AngelTrack technical support on behalf of management.



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