What options are available for employees to clock in and out.
Table of contents
Introduction
You have 3 different options in CrewPlanner to enable your employees to clock in and out to record hours worked. You can do this by using a time clock via a tablet, using the timer function in the employee app, or you can give a supervisor the responsibility to perform this for their colleagues.
Note that employees can only be clocked in 1 hour before the scheduled start time of their shift and they have 6 hours after the end of their scheduled shift to be clocked out. As soon as these 6 hours have passed, the employee is automatically clocked out and the scheduled end time is used as the recorded end time. Employees can only clock or be clocked when scheduled on a project or work schedule.
Time clock
With the help of a time clock code and our app installed on a tablet, you can install a time clock at fixed locations where your employees can clock in and out using a selfie.
You do not need to activate anything for this, simply generate a code at the following locations :
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Project: Only valid for the scheduled employees of this project
➡️Select a project and then the clock icon in the top right corner
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Departments: Valid only for the employees of this department
➡️On the Departments page, select the clock icon to the right of the department
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Department group: Only valid for the employees of this department group
➡️On the departments page, select the clock icon to the right of the department group
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Employees page: Valid for all employees
➡️Select TIME CLOCK in the top right corner of the page
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Company: Valid only for employees scheduled on projects for this company
➡️On the companies page, select the clock icon to the right of the company
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Work schedule: Only valid for employees scheduled on this work schedule
➡️On the work schedules page, select the clock icon to the right of the work schedule
Project: Only valid for the scheduled employees of this project
➡️Select a project and then the clock icon in the top right corner
Departments: Valid only for the employees of this department
➡️On the Departments page, select the clock icon to the right of the department
Department group: Only valid for the employees of this department group
➡️On the departments page, select the clock icon to the right of the department group
Employees page: Valid for all employees
➡️Select TIME CLOCK in the top right corner of the page
Company: Valid only for employees scheduled on projects for this company
➡️On the companies page, select the clock icon to the right of the company
Work schedule: Only valid for employees scheduled on this work schedule
➡️On the work schedules page, select the clock icon to the right of the work schedule
Then log into the app via LOGIN WITH PIN and enter the code. Employees search their profile and then clock in or out.
More information on the time clock can be found in this article.
Clocking by a supervisor
A supervisor of a project can clock in and out all employees scheduled on this same project. The timer functionality, as will be discussed in the next chapter, does not need to be activated for this.
Employees can be appointed as a supervisor via their employee profile, which will always allow them to clock in and out colleagues on a project. Or you can appoint one or more supervisors per project.
A supervisor can not only clock himself and colleagues in and out or mark them as no show, they can also consult these clocked hours again and make changes, as well as enter additional information such as a break, number of kilometres travelled, declarations, an assessment and finally a comment, this per colleague. Once they have processed all this data, they can submit these time registrations.
However, a supervisor cannot clock colleagues in and out for a break, this can only be entered during time registration as mentioned earlier.
Timer in the app
On the CONFIGURATION page in SETTINGS, you decide which functionalities you want to use for the employee app. This is where you activate the TIMER for your employees.
When the timer has been activated, your employees will not only be able to clock in and out via the employee app, they will also be able to access this information again, leave a comment, enter travel distance and add their break time.
If the employee has given permission to share their GPS location with the app, managers will also have visibility on the exact location where the employee clocked in and out. If the employee has given permission to share their GPS location with the app, managers also have visibility of the exact location where the employee clocked in and out. Unfortunately, you have no 'control' over the collection of geolocation. In line with GDPR legislation, users can decide what data is collected from their device when using the CrewPlanner app. Employees therefore have the choice to give the app permission to collect geolocation while using the app.
Break timer
However, if you like to have your employees clock in and out when taking a break, you can activate the BREAK TIMER on the configuration page. It then allows your employees to register their break in the same way as clocking in their worked hours. However, you do not have to activate this functionality in combination with the timer, so you can also just let your employees clock for taking breaks.
In this article, you will see how employees experience the timer and break timer.
CrewTip! clocking is flexible, as employees can clock in and out in different ways for the same project. For example, some employees can clock in via the time clock, while for others it can be done via a supervisor.
We hope this article has helped you!
If you still have questions, take a look at our Crew Academy first. You might find the answer in one of our articles.