Clock In/Out

Required Permission

Time Clock - You must have the Time Clock permission to access this setting.

The Clock In/Out feature provides real-time time tracking for field crews and employees who want to track their work as it happens. The system captures exact start and end times, automatically calculates hours, and can record GPS location.

Clocking In

Starting Your Shift

1. Navigate to Time Tracking > Clock In
2. Select the Project you'll be working on
3. Select the Cost Code for the work you're doing
4. Optionally add a Note describing planned work
5. Click Clock In

Your clock-in time is recorded immediately, and you'll see a confirmation with the active timer.

How the Entry Type Is Set

Time Clock entries are categorized as Production, Design, or Non-billable — the same Entry Type approvers see on the approval screen.

There is no Entry Type picker on the Time Clock. The type comes from the cost code you select, because every cost code already carries its own type. Pick a Design cost code and the entry is Design; pick a Production one and it's Production.

This means the cost code list you're shown matters. It's filtered to the kind of work your department does, so a designer sees Design cost codes and a production employee sees Production ones. If you belong to both, you'll see both, and the code you pick decides how the entry is categorized.

To log non-billable time, tick Non-billable before choosing a cost code. The list switches to your company's non-billable codes, and any code you had already selected is cleared — the previous one is no longer on offer, so you pick a fresh one.

note

If you cannot find a suitable cost code, you can still clock in without one by supplying a note explaining why. Entries with no cost code are recorded as Production.

What Gets Captured

When you clock in, the system records:

• Start Time - Exact time you clocked in
• Project - Where you're working
• Cost Code - The work you're doing
• Entry Type - Production, Design, or Non-billable, taken from the cost code
• Location - GPS coordinates (if enabled and permitted)
• Notes - Any details you added

While Clocked In

Active Timer

While clocked in, you'll see:

• Current elapsed time in the header bar (red background)
• Project and cost code information in the time clock panel
• Start Break and Clock Out buttons

Switching Projects

If you need to work on a different project:

1. Clock Out of your current project
2. Clock In to the new project

Each project switch creates a separate time entry for accurate job costing.

You can also switch cost codes mid-shift from the time clock panel without clocking out. Because the Entry Type follows the cost code, switching from a Production code to a Design one recategorizes the new entry accordingly.

Taking Breaks

The break time feature lets you pause your time without losing your project and cost code selection. When you end your break, you are automatically clocked back in to the same project and cost code, and the entry keeps the same Entry Type.

Starting a Break

1. Click Start Break in the time clock panel
2. Review the confirmation message — your current time entry will be clocked out and the break timer will start
3. Click Start Break to confirm

While on break, the header button changes to an orange background with a break timer showing how long you've been on break.

Ending a Break

You have two options while on break:

• End Break — Resumes your time entry with the same project and cost code you were working on before the break
• Clock Out — Ends the break and fully clocks you out. You will not be clocked back into your previous project and cost code

Break vs. Clock Out

Action	Use When
Start Break	Taking a temporary unpaid break and returning to the same work
Clock Out	Done working for the day or switching to a different project

For paid breaks, stay clocked in.

Clocking Out

Ending Your Shift

1. Click Clock Out
2. Review the time entry details
3. Add or update notes if needed
4. Optionally enter mileage information
5. Confirm to save the entry

What Gets Captured

When you clock out:

• End Time - Exact time you clocked out
• End Location - GPS coordinates (if enabled)
• Total Hours - Automatically calculated
• Mileage - If you entered odometer readings

Location Tracking

How It Works

If location tracking is enabled:

1. Your browser requests permission to access your location
2. GPS coordinates are captured at clock-in and clock-out
3. Location data is stored with the time entry
4. Managers can view locations on reports

Privacy Considerations

• Location is only captured at clock-in and clock-out moments
• You are not tracked continuously while working
• You can deny location permission (time will still be tracked)
• Location data is visible only to authorized managers

Enabling Location

When prompted by your browser:

1. Click Allow to share your location
2. This permission can be changed in browser settings later

If you previously denied location access and want to enable it:

1. Click the lock/info icon in your browser's address bar
2. Find Location permissions
3. Change to Allow
4. Refresh the page

Offline Support

Working Without Internet

The Clock In/Out feature includes offline support:

1. Clock In works offline - your entry is stored locally
2. When you reconnect, the system syncs automatically
3. A sync indicator shows when data is pending upload

Limitations When Offline

• Cannot clock out while offline (must wait for connection)
• Cannot switch projects while offline
• GPS location may not be captured

Sync Status

Look for these indicators:

• Green checkmark - Synced with server
• Orange clock - Pending sync
• Red warning - Sync error (will retry automatically)

Handling Errors

Forgot to Clock Out

If you forgot to clock out yesterday:

1. Navigate to your Timesheet
2. Find the incomplete entry (shown with warning indicator)
3. Click to edit and add the end time
4. Save the corrected entry

Forgot to Clock In

If you started work without clocking in:

1. Use the Timesheet to add a manual entry
2. Enter your actual start and end times
3. Add notes explaining the late entry if needed

Clock Out Errors

If clock out fails:

1. Check your internet connection
2. Try again once connected
3. If problems persist, add time manually via Timesheet
4. Contact support if issues continue

Best Practices

For Accurate Tracking

• Clock in when you start working - not when you arrive on site
• Clock out when you stop working - not when you leave
• Use the right cost code - it drives both job costing and whether the entry counts as Production, Design, or Non-billable
• Add meaningful notes - helps with project documentation

For Field Crews

• Enable location services for job site verification
• Clock out before driving to a new job site
• Use mobile device for convenience
• Check sync status before leaving areas with poor connectivity

For Office Staff

Consider using the Timesheet for entering time if:

• You work consistent hours daily
• You don't need real-time tracking
• You prefer entering time at end of day/week

Multi-Device Usage

Syncing Across Devices

Your clock-in status syncs across devices:

• Clock in on your phone at the job site
• View status on your computer at the office
• Clock out from either device

Important Notes

• Only one active clock-in is allowed at a time
• If you clock in on a new device, it updates everywhere
• Browser tabs sync every 30 seconds

Manager Features

Managers can view clock-in status for their team:

1. Navigate to Time Tracking > Team Status
2. See who is currently clocked in
3. View which projects team members are working on
4. Check locations (if enabled)

See Approval Workflow for managing and approving team time entries.