Staff time clock

#What it's for

In Spain, employers must record each worker's start and finish time every day and keep that record for 4 years (article 34.9 of the Workers' Statute). The Staff time clock module does it with the same team and PINs you already use on the POS:

• Each person clocks in, takes a break, comes back and clocks out in two taps.
• In Today you see who is in, on a break or out; in Week and Month, everyone's hours and overtime against their agreed hours.
• Punches are never deleted. If someone forgets, the manager or the owner fixes it with a reason and the original punch stays visible.
• You export the record as PDF (with each employee's signature or acknowledgement) or CSV for your accountant.

It costs 9.90 € a month per venue (+ VAT), with no lock-in. Switch it on in Settings › Modules. It isn't included in any plan.

#How your team clocks in

#On the POS or the venue's tablet

1. On the «Who are you?» screen, press Clock in/out.
2. Tap your name and type your PIN.
3. Tap what comes next: Clock in, Break, Back or Clock out. The big button is the usual one at that moment (if you're in, clocking out).

From a venue device there's no need to check where the person is: the device is already linked to your venue.

If someone is already in the dashboard with their PIN, they can also clock in from Time clock › My day.

#From their phone, with their personal link

1. In Time clock › Team, press Phone link next to the person and send it to them (WhatsApp, SMS…). The link is only shown once.
2. They open it on their phone (they can add it to the home screen) and press the big button.

If the link is lost or the person leaves, press Remove link: it stops working straight away. A new link replaces the old one.

#Checking they're at the venue (optional)

In Time clock › Settings you choose whether clocking in from a phone checks:

• The venue's wifi: the network your staff screens use (it learns it by itself in a couple of days).
• The approximate location: the one you set in Orders › Security. Only whether they were inside or outside is saved, never where.
• Either of the two.

And whether outside the venue they can still clock in, flagged («Outside the venue» in the record) or can't clock in.

#Today, week and month

• Today: who is in, on a break or out, since when and how long today.
• Week and Month: each person's hours worked, breaks, agreed hours and the difference (overtime, or what's missing). Set each person's agreed hours per week in Time clock › Team.
• Tap a person to see every punch, with the fixes and who made them.

A shift counts on the day it started, even if they clock out after midnight.

#«Forgot to clock out» alert

If someone has been in for more than 12 hours (change it in Settings) or has a shift open from another day, an alert appears at the top of Today. Press Fix and enter the real clock-out time with the reason.

#Fixing a punch

Only the manager or the owner can fix punches, always with a reason (at least 5 letters):

1. Open the person and tap the wrong punch, or Add punch if one is missing.
2. Enter the right time and the reason («Forgot to clock out», «The POS was off»…).
3. Press Save fix.

The original punch is not deleted: it's struck through as «Corrected» and the fix shows with its reason, who made it and when, in the dashboard, the PDF and the CSV. To remove a duplicate punch, use Void punch (also with a reason).

#Exporting for an inspection or your accountant

In Week or Month, press PDF or CSV (for the whole team or one person):

• The PDF has every shift (day, in, out, breaks and hours), the totals, agreed hours and overtime, the fixes with their reason and, for each person, their acknowledgement signed in the app or lines to sign by hand.
• The CSV (opens in Excel) has one row per punch, including corrected and voided ones.

With the module switched off or unpaid nobody can clock in, but the record can still be viewed and exported: the law requires keeping it for 4 years. If you close your account, we email it to you (PDF and CSV) and keep a copy for those 4 years.

#What each employee sees

Each person can view and download their own record for the month (PDF or CSV) from their personal link or from Time clock › My day, and press I agree to sign it. If someone fixes that month afterwards, the PDF warns that the record changed after signing.

Waiters and kitchen staff only see their own day; the manager and the owner see everyone's.

#Common errors

• «That punch doesn't fit now»: for example, clocking out without clocking in. The screen shows what fits.
• «Wrong PIN»: after 5 failed attempts in a row, that PIN waits 5 minutes.
• «You need to be at the venue to clock in»: the check is set to «Don't allow» and the person isn't on the venue's wifi or location.
• «This link no longer works»: someone pressed Remove link or created a new one. Ask the manager for another.
• «Write the reason for the fix»: the reason is required.