Time Clock Manual Entry – Control Center (Users)

Time Clock Manual Entry – Control Center (Users)

1. Overview

The "Time Clock" feature is used to record and track the working hours of store employees. It ensures accurate timekeeping by logging when employees clock in and out of their shifts.
NotesTo learn more about how employees use the "Time Clock" feature in Control Center via the employee login, visit the Time Clock - Control Center (Employee) article.

2. Reaching "Time Clock" in Control Center

To reach the "Time Clock" module, follow the below steps:
  1. Step 1: Log into Control Center
  2. Step 2: Choose Point of Sale
  3. Step 3: Choose Maintenance
  4. Step 4: Choose Time Clock 

                                                                              Figure 2.1

By clicking "Time Clock," you can see the existing time-clock entries for the employee.

3. Creating a Manual Time Clock Entry  

The "Time Clock" allows the corporate users to track employee attendance by providing a detailed view of all clock-in and clock-out entries recorded by your employees. In addition to reviewing these records, the module also allows you to manually create time entries for employees in cases where they forget to clock in or out, or when adjustments are needed.

Please see the image below labeled Figure 3.1 for a description of the buttons and fields that appear on the screen.


                                                                                    Figure 3.1

3.1. Adding a New Manual Time Clock Entry 

If an employee forgot to clock in or will be using paid time off, it can be added manually from Control Center.

Follow the steps below to add a new time clock entry: 
  1. Click the “Add New” button highlighted in Figure 2.1 above to add a new time entry. 
  2. The form highlighted in Figure 3.1.1 will appear on your screen.

                                                                                          Figure 3.1.1
Fields:
  1. Location: Select the location of the store where the employee works.
  2. Employee: Click the employee from the Select Employee page.

3.1.1. Selecting Employee:

Follow the steps below to select the time entry:
  1. Click the “Select Employee” button highlighted in Figure 3.1.1 above to search and select an employee for a time entry.
  2. The form highlighted in Figure 3.1.1.1 will appear on your screen.

                                                                   Figure 3.1.1.1
  3. Type: Choose the time entry as highlighted in Figure 3.1.1.2.
                                                                                                                                                                                           Figure 3.1.1.2
  1. Standard: This option is by default set by the system and is often chosen for a general shift.
  2. Sick/Vacation/Holiday: These are different options that can be selected in case employees are to be paid for time off. 
  3. Other: Choose this option if the time entry doesn’t fall into the above-mentioned categories.  
  1. In Time: This is the shift start time for the selected employee for today’s date by default. You can select any date from the drop-down calendar.
  2. Out Time: Input the end time for the shift.
  3. Calculated Time: This is the total amount of time worked during the shift.
Action Buttons:
  1. Once entered, click on "Save," "Save & Close," and "Save & New" to save the data entered.
  2. Click on "Cancel" to discard the data entered in the form.
InfoTo learn how to create a manual time clock entry, please refer to the video linked.
Info
To gain a more comprehensive understanding, sign up for the FTx Academy training program. Enroll in the courses and explore the topic lesson by lesson, and reinforce your learning with quick quizzes at the end of each module.

3. Editing a Time Clock Entry

The Edit option is used to edit the employee clock-in and clock-out times in case of any discrepancies.
Follow the steps mentioned below to edit a time-clock entry:
  1. Click the Edit button highlighted in Figure 3.1 above to edit the existing time log.
  2. The form highlighted in Figure 3.1.1 will appear on your screen.

                                                                                  Figure 3.1.1
  
InfoThe general fields for Edit Time Clock Entry are the same as Add New Time Clock Entry, except for the Enter Change Notes field as described below:

Enter Change Notes: This text field mandates that you enter the notes that support the reason for the changes you made.
  1. Entry Details Fields:
These fields show the general properties of the time clock entry, and these properties are non-editable.
  1. Manual Entry: This read-only field indicates whether the employee's time entry was manually recorded through the control center. It reads as Yes or No.
  2. From Schedule: This field lets you know if the employee's time clock entry was from a schedule created from the Employee Scheduler. The created employee schedules are visible from Time Periods. If the entry was out of the schedule, it will require the manager's approval.
  3. Scheduled In: If the entry is from the employee schedule, then this field shows when the employee was scheduled in. 
  4. Scheduled Out: This field shows when the employee was scheduled out.
  1. Timeclock Breaks:
  1. Add Manual Break: Manual breaks can be added/updated to the time clock entry details on the employee’s request. A maximum of 7 breaks can be added.

                                                   Figure 2.1.0
  1. Break Type: This field offers two options to choose from in order to add a manual break: lunch or break.
  2. In Time: This field allows you to set the start time of the break.
  3. Out Time: This field allows you to set the time when the break ended.
  4. Action: This is used for the removal of the break added for the employee.
3. Timeclock History: This part of the form is read-only, and it is the employee's time entry history.
Info
To learn all about time clocks, time periods, and employee schedulers, please refer to the video linked: Time Clock Module.

4. Deleting a Time Entry

You can delete a time entry from the "Time Clock" module home screen and from Edit Time Clock Entry page as well.
  1. Click the Delete button as indicated in Figure 3.1.1 to delete a time entry record.
  2. The dialog box as shown in Figure 4.1 will appear on your screen. 

                                           Figure 4.1
  1. Click “Yes, Delete” to continue the process of deleting the time entry record.
  2. Click “Cancel” to close the pop-up and skip the deletion process.

5. Managing Time Clock Types

  1. Click the "Manage Time Clock Types" button as indicated in Figure 2.1 to manage a time entry record.
  2. The dialog box as shown in Figure 5.1 will appear on your screen.

                                                                    Figure 5.1
  1. You can add/edit/delete a time clock type from here.

5.1 Adding a Time Clock Type

Add: This button will add a new time clock type that will be added to the Time Clock Types field for the Add/Edit Time Clock form.


                                                                            Figure 5.1.1
  1. Once you click on the "Add" button to add a new time clock type as highlighted in Figure 5.1.1.

                                                                                    Figure 5.1.2
  1. A success dialog box appears with a message: "The Time Clock Type created successfully."
  2. Click on "OK" and the created time clock type will be added to the Time Clock Type drop-down list as highlighted in Figure 5.1.3.

                                                   Figure 5.1.3

5.2. Editing a Time Clock Type

This button lets you edit the selected existing time clock type. Generally, it entails the name for the time clock type to update the time clock types.
                                                                                                                                                                                                      Figure 5.2.1


                                                                                 Figure 5.2.2

5.3. Deleting a Time Clock Type

This button lets you delete the selected existing time clock type. See Figure 5.3.1.

                                                                           Figure 5.3.1
  1. A dialog box highlighted in Figure 5.3.2 appears.

                                                          Figure 5.3.2
  1. Click on "Yes" to continue to delete the selected time clock type.

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