Purpose Statement

The Time Clock History feature provides administrators and supervisors with comprehensive visibility into all time clock entries within the system. This tool enables tracking, auditing, and management of employee time records, ensuring accurate payroll processing and compliance with labor regulations while maintaining accountability for all clock-in and clock-out activities.

Background Information

Time Clock History serves as the central repository for all employee time tracking data within First Due. This feature is essential for departments that need to monitor personnel hours, validate time entries for payroll, and maintain accurate records for compliance purposes. The system captures detailed information including clock-in/out times, assignments, duration, and supporting documentation through start and end images. This functionality supports both individual time tracking review and department-wide time management oversight.

Required Permissions

Users must have the following permissions to access and manage Time Clock History:

• Scheduling - Time Clock - Allow access to the time card app
  
• Scheduling - Time Clock - Delete Bulk Time Clock Entries
  
• Scheduling - Time Clock - Edit Time Clock Entry
  
• Scheduling - Time Clock - View Time Clock Employees
  
• Scheduling - Time Clock - View Time Clock Kiosk Mode

Video

Step-by-Step Guide

Step 1: Access Time Clock History

Navigate to Scheduling > Time Card from the main menu. This opens the Time Card management interface where you can view and manage all time-related functions.

Step 2: Open Time Clock History

Click on the TIME CLOCK HISTORY button located at the top of the Time Card interface. This launches the comprehensive history view of all time clock entries.

Step 3: Review Time Clock Entries

The Time Clock History display shows:

• Employee name and assignment details
• Total duration of each time entry
• Start and end photo documentation
• Precise date and time stamps for clock-in and clock-out
• Any notes associated with the entry
• Toggle option to switch between viewing your own entries and all employee entries (based on permissions)
  

Step 4: Edit Time Clock Entries

To modify an existing time clock entry:

1. Locate the desired entry in the history list
2. Click the pencil icon under the Actions column 
3. Update the necessary fields (time, assignment, notes, etc.
   
4. Review start and end images if needed
   
5. Click Save to apply changes
   

Step 5: Delete Time Clock Entries

To remove a time clock entry:

1. Find the entry you need to delete
2. Click the trash can icon under the Actions column 
3. Confirm the deletion when prompted
4. The entry will be permanently removed from the system
   

Best Practices

• Review time clock entries regularly (daily or weekly) to catch and correct any discrepancies promptly
• Ensure all edits include clear notes explaining the reason for modification
• Use the filter options to review entries by date range, employee, or assignment for more efficient auditing
• Export time clock data before the end of each pay period for backup and payroll processing
• Train supervisors on proper editing protocols to maintain data integrity
• Document any patterns of clock-in/out issues for performance management purposes
• Always verify assignment accuracy to ensure proper cost allocation and reporting

Troubleshooting & FAQs

1. Q: I cannot see the TIME CLOCK HISTORY button. What should I do? 
   
1. A: Verify you have the appropriate permissions to view Time Clock History. Contact your system administrator to request access if needed.
   
2. Q: Can I edit time clock entries from previous pay periods? 
   
1. A: Yes, you can edit historical entries if you have the proper permissions. However, be aware that changes to closed pay periods may require additional payroll adjustments.
   
3. Q: Why can't I see other employees' time clock entries?
   
1. A: You need the "View Time Clock Employees" permission to see entries beyond your own. Without this permission, you're limited to viewing only your personal time clock history.
   
4. Q: What happens to the photo documentation when I edit an entry? 
   
1. A: The original start and end photos are retained with the entry. Editing times or assignments does not affect the stored images.
   
5. Q: How far back does the Time Clock History retain records? 
   
1. A: The system typically maintains all historical records indefinitely, but your department's data retention policy may affect accessibility of older entries.
   
6. Q: Can I bulk edit multiple time clock entries at once? 
   
1. A: Currently, entries must be edited individually. For large-scale corrections, work with your system administrator to explore data management options.
   
7. Q: What should I do if I accidentally delete a time clock entry? 
   
1. A: Deleted entries cannot be recovered through the standard interface.