Time Clock Settings for Managers
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HydroApps Time Clock settings allow administrators to control how employees clock in and out, manage notifications, set location requirements, configure rounding rules, and assign pay codes.
Before making Time Clock available to employees, administrators can configure these settings and test their setup.
Enabling Employee Access to Time Clock
Before employees can access Time Clock, the user-facing Time Clock and report pages must be enabled.
Navigate to the General settings and locate Enable User-Facing Time Clock and Report Pages.
This setting is turned off by default, allowing administrators to configure Time Clock before making it available to employees. Once enabled, employees will see the Time Clock option in their HydroApps account.
Setting Up Time Clock Notifications
Under Notifications, administrators can configure alerts related to employee clock-ins and maximum working hours.
Missed Clock-In Notifications
Set the number of minutes after a scheduled shift begins before HydroApps sends a notification that an employee has not clocked in.
For example, if an employee's shift begins at 12:00 p.m. and the notification is set for 10 minutes, an alert will be triggered if the employee has not clocked in by 12:10 p.m.
Setting this value to 0 disables the alert.
Maximum Hours Notifications
Administrators can also enable notifications when employees are approaching or exceeding their maximum allowed working hours.
These alerts use the maximum daily and weekly hours configured for each employee. You can determine how many hours before reaching that limit a notification should be triggered.
Setting Up GPS and Geofencing
HydroApps can use GPS location to limit where employees are allowed to clock in and out.
To use geofencing:
Enable the GPS location requirement.
Set the allowable distance from the facility in meters.
Verify that the facility's address in HydroApps is accurate.
HydroApps uses the facility address to determine the approved clock-in area. GPS location is generally most accurate when employees clock in using a mobile device.
Requiring a Scheduled Shift to Clock In
Administrators can choose whether employees must have a scheduled shift before they can clock in.
When Require Scheduled Shift is enabled, employees must select a valid assigned shift before clocking in.
When this setting is disabled, employees can clock in without an assigned shift. In this case, they can select the appropriate pay code for the work they are performing.
Setting Up Automatic Clock-Out
Automatic clock-out can help manage employees who forget to clock out.
When enabled, select the time when HydroApps should check for employees who are still clocked in.
If an employee has an assigned shift and has not clocked out, HydroApps can automatically clock them out at the scheduled end of their shift.
If the employee clocked in without an assigned shift, HydroApps will notify an administrator that the employee still needs to be manually clocked out.
Setting Clock-In Rounding
Administrators can configure HydroApps to round employee clock-in times.
Available rounding intervals include:
5 minutes
10 minutes
15 minutes
You can also select the rounding direction:
Forward: Rounds the time forward to the next interval.
Backward: Rounds the time back to the previous interval.
Nearest: Rounds to the closest interval.
For example, with a 5-minute interval and Nearest selected, a 12:02 p.m. clock-in would round to 12:00 p.m., while a 12:03 p.m. clock-in would round to 12:05 p.m.
Limiting How Early Employees Can Clock In
You can set the number of minutes before a scheduled shift that an employee is allowed to clock in.
For example, setting the limit to 15 minutes prevents an employee from clocking in more than 15 minutes before their scheduled start time.
Setting this value to 0 removes the restriction.
Setting Clock-Out Rules
Clock-out settings work similarly to clock-in settings.
Administrators can configure:
Clock-out rounding intervals
Rounding direction
How long after a scheduled shift employees are allowed to clock out
If rounding is set to None, HydroApps records the employee's actual clock-in or clock-out time without making adjustments.
Setting Up Pay Codes
HydroApps allows organizations to use pay codes or project codes with employee time entries.
Administrators can:
Enable pay codes
Create a default pay code
Enter custom pay or project codes
Assign specific pay codes based on employee position and facility
Pay codes can contain the combination of letters and numbers required by your organization's payroll system.
Position-Specific Pay Codes
Position-specific pay codes can automatically associate an employee's time with the type of work they are performing.
When an employee clocks in for a scheduled shift, HydroApps automatically applies the pay code associated with that position.
If your organization allows employees to clock in without an assigned shift, employees can select the appropriate available pay code when clocking in. This can be useful for employees who work multiple positions or pick up additional coverage.
Once your settings are configured, you can enable employee access to Time Clock and begin using the module with your team.
For additional help managing employee time, see the related Help Center articles covering the Time Clock Dashboard and Timesheets, Time Clock Reporting, and employee clock-in.
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