Purpose Statement

The Time Clock Settings in the Scheduling Module enable departments to track personnel work hours accurately, automate clock-out processes, and receive notifications for scheduling discrepancies. This feature ensures compliance with labor regulations, improves payroll accuracy, and reduces administrative overhead by automating time tracking and alerting supervisors to attendance issues.

Background Information

Time Clock functionality is essential for Fire/EMS departments to maintain accurate records of personnel hours worked, manage overtime, and ensure proper staffing coverage. This feature integrates with the scheduling module to provide comprehensive workforce management, allowing departments to track late arrivals, missed clock-ins/outs, and schedule adherence. The system supports customizable rounding rules and automated notifications to streamline time management processes.

Required Permissions

Users must have one or more of the following permissions to configure Time Clock Settings:

• Access Scheduling 
  
• Access Setup 

Video

Step-by-Step Guide

Step 1: Access the Scheduling Setup Menu

Navigate to the main menu and click on Scheduling > Setup to access the configuration options.

Step 2: Open Time Card Settings

Click on Time Card - Clock from the setup menu options to access the time clock configuration interface.

Step 3: Select Time Clock Tab

Click on the TIME CLOCK tab to view all available time clock settings and configuration options.

Step 4: Configure Basic Time Clock Settings

Enable or disable the following core features based on your department's needs:

• Turn on Time Clock: Activates the time tracking functionality
• Turn on Auto Clock Out: Automatically clocks out personnel at the end of their scheduled shift
• Turn on Require Late Start Reason: Prompts users to provide explanation for late clock-ins
• Turn on Require Late End Reason: Requires justification for late clock-outs
  

Step 5: Set Up Rounding Rules

Configure rounding rules to standardize time entries:

• Define rounding intervals (e.g., 5, 10, or 15-minute increments)
• Set rounding direction preferences (up, down, or nearest)
• Establish grace periods for early/late clock-ins and clock-outs
  

Step 6: Configure Notification Options

Enable notifications for the following time clock events:

• Late Clock In: Alerts when personnel clock in after scheduled start time
• Late Clock Out: Notifies when personnel clock out after scheduled end time
• Missed Clock Out: Alerts when personnel fail to clock out
• Missed Clock In: Notifies when personnel fail to clock in
• Clock Doesn't Match Schedule: Alerts for discrepancies between actual and scheduled times
  

Step 7: Set Notification Recipients

Define who receives time clock notifications:

• Specific Users: Select individual users to receive notifications
• Employee Qualifiers: Notify personnel with specific qualifications
• Assignment-Based: Send notifications to users working specific assignments
  

Step 8: Copy Notification Settings

Use the Match Notification Methods feature to copy notification settings from one event type to all others for consistency.

Step 9: Save Configuration

Click the Save button to apply all time clock settings and activate the configured options.

Best Practices

Configuration Recommendations

• Enable auto clock-out to prevent forgotten clock-outs and ensure accurate time tracking
• Set reasonable grace periods (5-10 minutes) before requiring late arrival/departure reasons
• Use 15-minute rounding intervals for standard shifts to simplify payroll processing
• Configure notifications for both the employee and their supervisor for accountability

Operational Tips

• Train all personnel on clock-in/out procedures during onboarding
• Review time clock reports weekly to identify patterns of tardiness or missed punches
• Document all late reason codes consistently for better reporting
• Establish clear policies for time clock corrections and approval workflows

Common Mistakes to Avoid

• Don't set rounding rules too aggressively - this can lead to payroll disputes
• Avoid notification overload - select only critical events for alerts
• Don't forget to update notification recipients when personnel changes occur
• Never disable all notifications - maintain at least missed clock-out alerts

Troubleshooting & FAQs

Common Issues and Solutions

Q: Personnel report they cannot clock in/out

• Verify the Time Clock feature is enabled in settings
• Check user permissions for time clock access
• Ensure the user is scheduled for the current time period
• Clear browser cache and cookies if using web interface

Q: Auto clock-out is not working

• Confirm Auto Clock Out is enabled in settings
• Verify scheduled shift end times are properly configured
• Check for any active incident assignments that may override auto clock-out
• Review system logs for any error messages

Q: Notifications are not being received

• Verify notification settings are enabled for specific events
• Confirm recipient users have valid email addresses or phone numbers
• Check spam/junk folders for misdirected notifications
• Test notification system with a manual clock event

Q: Rounding rules appear inconsistent

• Review current rounding configuration settings
• Ensure all shifts use the same rounding rules
• Check for any department-specific overrides
• Document examples of inconsistencies for support review

Frequently Asked Questions

Can we have different rounding rules for different shifts? Currently, rounding rules apply globally to all shifts. Consider using consistent rules across all shifts for fairness and simplicity.

How far back can we edit time clock entries? Time clock entries can typically be edited within the current pay period. Historical edits may require administrator approval.

Do notifications work on mobile devices? Yes, notifications can be sent via email, SMS, or push notifications depending on your system configuration and user preferences.

Can the time clock integrate with our payroll system? Time clock data can be exported in various formats for payroll integration. Contact support for specific integration requirements.