The time clock

A project manager does this once, on the website.

1. Choose who clocks your crew.

   Open Settings › How your crews work. Under Who clocks your crew?, choose Each person clocks themselves or The foreman clocks the crew. It sets what people see first: roles still say who may, and any day can mix. Someone who's the exception, like a laborer with no phone, is set under Who clocks them on their employee card.

2. Link each person to their account.

   A person can clock themselves in only if their employee record is linked to their app sign-in. Someone added with Invite to the app on Add an employee is linked when they accept their invitation. For anyone else, open People and safety › Directory, the Employees tab, edit the employee, and choose them under App sign-in. They also need a role that has them enter their own time, such as Operator / laborer. Without one, the phone says Your foreman clocks you in and out.

3. Set the clock rules.

   On the same page, under Clock rules, set the Geofence (feet from the job) and Clock out automatically after (hours), choose whether to ask "were you hurt today?" at clock-out, and choose the Hours on a rained-out day. Select Save clock rules. Leave the geofence empty to not check location, and the automatic clock-out empty to never close anybody's time. The company's geofence is from about 82 to 164,000 feet, and is used on every job that doesn't have its own; the automatic clock-out is between 4 and 24 hours.

4. Give each job its location.

   The distance is measured from the job's own position. Open the job's Details, select Edit details, and under Where it is on the map drop the pin, enter the Latitude and Longitude, or select Use where I am now (on site). On the phone, a foreman on the site can tap Set the job's location here. A big site, like a quarry or a long road job, can have its own Clock-in distance (feet), from 35 to 160,000 feet; leave it empty to use the company's. Select Save. A job with no position is never flagged.

5. Set PINs, if you need them.

   See PINs below.

Hours are rounded to the nearest quarter hour after the break is taken off. Overtime is not worked out by the clock; it follows the rules under How your crews work, Overtime and approval, applied when cards are approved. The lunch rule and the pay period are on the same page.

Before the first clock-in, the phone asks Share where you are when you clock in? The location is taken only when someone clocks in, switches or clocks out, never in between. If the phone cannot get a location, the clock entry still goes through.

When the company has set a geofence and the job has a location, each clock entry (a punch) records how far it was from the job. One farther away than the geofence is kept and flagged for the office to look at. It is never refused, and nobody is prevented from clocking in. On the phone, the card says You're farther from the job than usual. The clock entry still counts; the office will see where you were.

If the company has it turned on, clocking out asks Are these hours right? Were you hurt today? Answering I was hurt opens a box for what happened, and Clock out and send what happened clocks the person out, opens an injury incident under People and safety › Incidents, and notifies the people who investigate incidents on that job straight away: by default the owners, safety and HR managers, and the job's own project manager and superintendent.

A foreman clocking the crew is asked only at his own clock-out. Anyone else he clocks out answers on their own phone, under Check your hours. The clock entry is marked Hurt on the board, with a link to the incident.

A PIN lets someone be clocked on a foreman's phone when they aren't on that foreman's crew or jobs, and on a shared tablet. The foreman's own crew and jobs need none.

1. Open the PINs tab.

   On People and safety › Time, open PINs.

2. Beside the person, select Set PIN (or Change PIN).
3. Enter four to six digits and select Save PIN.

   Tell them the PIN in person. Only someone who approves time cards can set other people's PINs. Each person can also set their own on the phone, on the Account tab under PIN for the foreman's phone.

Five wrong PINs in a row lock that person's PIN for 15 minutes; setting a new PIN lifts the lock. Clocking the crew happens on the phone: see The crew time card.

On the website, open People and safety › Time. Its tabs are Week, On the clock, Time cards and PINs. The On the clock tab refreshes every minute and has three lists:

• On the clock now: who is working, on which job, since when, and how far from the job they clocked in.
• To check: clock entries closed by the automatic clock-out because somebody forgot, or sent from a phone long after the time they carry. Check the time before it goes on a card.
• Clocked out today.

The Flags column marks anything to check: Outside the fence, Clocked out automatically, Entered late, Hurt, Changed and No cost code. When someone is clocked out automatically, project managers also get a notice.

The Week tab shows one row per person, one column per day and a total. Move between weeks with the arrows or choose a Week of date, and narrow it to one Job if you need to.

Hours are rounded to the quarter hour. A dot marks something to look at: outside the fence, clocked out automatically, or hurt. A red day says why it can't be paid yet. Click a day to see it whole, with its clock entries, machines, flags and card lines.

Select any clock entry to open it. It shows the times, the break, the hours worked, where it was made, and how: On their own phone, On the foreman's phone or In the office.

1. Make the correction.

   Under Correct it, change the In or Out time, the Break (minutes), the Job or the Cost code.

2. Say why.

   Why it's changed is required. Select Save the correction.

Nothing is overwritten without a trace. The entry keeps the times As first made beside the corrected ones, with who last changed it and why, and its History lists every event. Once an entry is on a time card waiting for approval or approved, it is changed on the card instead. If the card is sent back, Correct it is there again; see A card sent back below.

Clock time isn't costed until it's on a time card and the card is approved.

1. The day goes on a card by itself.

   There's no button. When the foreman taps Send the day, the clock goes on his card. Overnight, anyone not on a sent day goes on a card from the clock: everyone on a dispatch on the foreman's card, and anyone else on one of their own. Those cards are marked, and whoever approves hears about them.

2. Fix what's red.

   On the Week, a red day says why it can't be paid yet: still on the clock, no cost code, a card sent back, or a card that disagrees with the clock with nobody saying why. Click the day and fix it there. A day goes onto a card only once for each person.

3. Approve the cards.

   The Time cards tab lists them under Waiting for approval. Open a card and select Approve. Approving posts the hours to the job's cost. Approve, the count and ready approves every card nothing holds back. A day someone says is wrong, a day someone was hurt and a day the clock flagged stay out of it, and the page says how many and why, so open those one at a time. To change a waiting card yourself, click the day on the Week, change the number and say why: the change is recorded. A card that disagrees with the clock is settled with Use the clock, or by saying why it stands.

4. Send to payroll.

   Send to payroll is beside the approvals. See Send to payroll.

A person with no trade cannot be costed, and their card says so; set the trade on their employee record, under Directory › Employees. For approving cards generally, see Getting started with Job.