The Staffing module helps you track employee work hours, breaks, and time-off requests. Employees can clock in/out from their schedule, and administrators can review, approve, and export time logs.
FOR EMPLOYEES
Viewing Your Schedule
Navigate to Staffing → My Schedule to see your assigned shifts. The calendar shows all your upcoming and past shifts with color-coded statuses. Each shift displays its name, time, and current status (scheduled, completed, missed, etc.).
Understanding Your Stats
At the top of My Schedule, you'll see your stats cards:
Hours Worked: Total hours from approved time logs (rejected time logs are excluded)
On-Time %: Percentage of shifts where you clocked in within the grace period
Time Off: Total approved time-off hours
Setting Your PIN
If your administrator has enabled PIN verification, a 4-digit PIN must be set before you can clock in or out. Your PIN can be set in your Profile Settings or by an administrator.
Note: PIN is required for clock in and clock out only. Breaks do not require a PIN. If PIN verification is disabled by your administrator, you won't be prompted for one.
Clocking In
Go to My Schedule and find today's shift
Click on the shift card to open Shift Details
Click the Clock In button
Enter your PIN code (if required)
Select your shift (if not pre-selected)
Allow location access if prompted (for geofence tracking)
You'll see a confirmation when successfully clocked in
Note: You can only clock in within the allowed time window before your shift starts (typically 15 minutes). Check with your administrator for the exact buffer time.
Taking Breaks
While clocked in, click the Start Break button in your shift details
Confirm to start your break
When returning from break, click End Break
Confirm to end your break
Break times are automatically tracked and may be deducted from your total work hours (depending on settings).
Clocking Out
Click on your active shift to open Shift Details
Click the Clock Out button
Enter your PIN code (if required)
You'll see your total hours worked for the shift
Important: You must end your break before clocking out. If you're on break, end it first, then clock out.
Requesting Time Off
There are two ways to request time off:
Option 1: From a specific shift
Go to My Schedule and click on a future shift
In the Shift Details modal, click Request Time Off
The shift details will be shown — just add your reason
Submit the request
Option 2: For a date range
Go to Staffing → Time-Off Requests
Click New Request
Select start and end dates
Select which shifts you want time off for
Choose Full or Partial time off
For partial: select the start and end times within the shift window
Add a reason for the request
Submit and wait for approval
Note: You can only request time off for shifts you are assigned to. You must clock out before submitting a time-off request for a shift you are currently working. Approved time-off requests will show on your schedule with a purple indicator.
FOR ADMINISTRATORS
Creating Shifts
Go to Staffing → Shifts to create work shifts. You can create single shifts or bulk create recurring shifts for multiple days. Each shift can have a custom color for easy identification on the calendar.
Bulk Operations: Select multiple shifts using the checkboxes, then click Bulk Edit to update start time, end time, status, or required employees for all selected shifts at once. You can also bulk delete shifts.
Note: Past shifts are read-only and cannot be edited. You cannot create shifts with start dates in the past. Shifts that have passed are automatically archived.
Assigning Employees to Shifts
Navigate to Staffing → Assigned Shifts. Select a shift and assign employees who should work that shift. You can filter by employee or status to find specific assignments. Bulk assign and reassign are also available.
Reviewing Time Logs
The Time Logs screen shows all clock in/out records. Use filters to narrow down results:
Date Range: Today, This Week, This Month, or Custom date range
Employee: Filter by specific employee
Flags: Late, Early In, Early Out, Incomplete, Outside Geofence
Adding a Time Log for a Missed Shift
When a shift ends without a clock-in, it appears as Missed on the Time Logs screen. Administrators can now create the time log directly from that row.
Find the Missed shift on the Time Logs screen.
Open the row's action menu and select Add Time Log.
Confirm the pre-filled employee and shift, then enter the clock-in time and an optional clock-out time.
Submit the form. The shift is marked completed and the new log can be edited, approved, and included in hours and pay like any other time log.
Important: Submit Add Time Log only once for a missed shift. Rapid duplicate submissions may create duplicate entries.
Exporting Time Logs
To export time logs for one employee, select the employee and click the Export button. To export time logs for all employees at once, leave the Employee filter unselected and click Export. The combined file is sorted by employee, then date. Available formats: CSV, Excel, or JSON.
Exports include clock in/out times, shift details, duration, break time, and flags. When an employee has an hourly rate configured, the export includes a Gross Pay summary row with total hours and calculated pay for the selected period.
Understanding Flags
Flags are calculated and stored at clock-in and clock-out time. They reflect the rules (grace periods, time-off) that were in effect at the time of the action. When time-off is approved or revoked, affected flags are automatically recalculated.
Late: Clocked in after shift start + grace period
Early In: Clocked in before the allowed early buffer
Early Out: Clocked out before shift end minus grace period
Incomplete: Clocked in but hasn't clocked out after shift ended
Outside Geofence: Clock action was performed outside the expected location
Time Off: Shift covered by approved time-off request
Missed: Shift ended without any clock-in
Approval Status
Time logs are Approved by default. Administrators can reject a time log if needed.
Important: Rejected time logs are excluded from employee stats. Only approved time logs count toward hours worked, on-time percentage, etc.
Editing Time Logs
If an employee forgot to clock out or made an error, you can edit the time log:
Add Clock Out: For incomplete entries, add the missing clock out time
Edit Times: Modify clock in/out times (dates cannot be changed, only times)
Edit Breaks: Add, edit, or delete break times on a time log
Change Status: Reject a time log or re-approve a rejected one
Note: Editing is only available after the employee has clocked out or the shift has ended. Dates are locked — you can only adjust times. Break times must fall within the clock in/out range.
Configuring Settings
Click the Settings button (gear icon) to configure staffing settings. Settings are organized into tabs:
Rules Tab:
Clock In Grace Period: Minutes after shift start before "Late" flag appears (default: 5 min)
Clock Out Grace Period: Minutes before shift end allowed without "Early Out" flag (default: 5 min)
Early Clock In Buffer: How early employees can clock in before their shift (default: 15 min)
PIN Requirement: Toggle whether employees must enter a PIN to clock in and out. When enabled, employees without a PIN will see a warning in the Employees tab.
Location Tab:
Geolocation Requirement: Toggle whether to track employee location during clock actions
Latitude/Longitude: The center point of your work location (enter manually or search by address)
Radius: Distance in miles from the center point
Note: Geofencing tracks whether employees clock in/out from the expected location. Clock-ins outside the radius are flagged for admin review but not blocked. Disable geolocation to skip location tracking entirely.
Employees Tab:
Hourly Rate: Set the hourly rate for each employee (used for Gross Pay calculations)
PIN Status: When PIN requirement is enabled, employees without a PIN are highlighted with a warning icon
Managing Time-Off Requests
Go to Staffing → Time-Off Requests to see all requests. Review and approve or reject requests from employees. Approved time-off will appear on the employee's schedule and exempt them from "missed shift" flags.
Time-off requests show their type (Full or Partial) and whether they are marked as Paid. Admins can toggle the paid status when editing a request.
Note: When time-off is approved or revoked, the system automatically recalculates staffing flags (Late, Early In, Early Out) on any affected time logs to reflect the updated shift window.
Gross Pay & Period
When viewing time logs for a specific employee, the stats bar shows Gross Pay (calculated from the employee's hourly rate and hours worked) and the Period (the selected date range). Both update when you change the date filter. Custom start and end dates now display accurately in the Period field. Gross Pay is also included in CSV and Excel exports as a summary row.
Live Dashboard
The Time Logs screen shows a live dashboard at the top with:
Currently Working: Employees who are clocked in right now
On Break: Employees currently on break
Completed Today: Shifts completed today with hours worked
Missed Today: Employees who missed their scheduled shifts
Time Off Today: Employees on approved time off
AUDIT LOG
The Staffing → Audit Log screen shows a complete history of all staffing-related actions.
What's Tracked
Clock Actions: Clock in, clock out, break start/end
Time Log Changes: Edits, approvals, rejections, flag recalculations
Break Changes: Admin-added, edited, or deleted breaks
Shift Changes: Creation, updates, deletions, archiving
Assignment Changes: Employee assignments, unassignments, reassignments
Time-Off Changes: Request submissions, approvals, rejections, deletions
Using Filters
Filter the audit log by:
Entity Type: Time logs, shifts, assignments, time-off requests, breaks
Action Type: Created, updated, approved, rejected, deleted, flags_recalculated
Date Range: Narrow down to specific time periods
User: See actions by or affecting a specific user
Tip: Each audit log entry shows before/after values for changes, making it easy to see exactly what was modified and by whom. Flag recalculations show which flags changed and why (e.g., time-off approved).
TROUBLESHOOTING
"PIN Not Set" or "Invalid PIN" Error
"PIN not set": Your account doesn't have a PIN configured yet. Set your PIN in your Profile Settings or ask an administrator to set it for you.
"Invalid PIN": The PIN you entered doesn't match. Double-check and try again. If you've forgotten your PIN, contact an administrator to reset it.
"Cannot Clock In Before Shift Starts"
You're trying to clock in too early. Wait until the allowed time window (typically 15 minutes before your shift) and try again.
"Outside Geofence" Warning
Your clock action was recorded, but your device location is outside the expected work area. This will be flagged for administrator review but does not block your clock action. Make sure location services are enabled on your device for accurate tracking.
"Must End Break Before Clocking Out"
You have an active break in progress. Click End Break first, then you can clock out.
"Please Clock Out First"
You're trying to request time off for a shift you're currently clocked into. Clock out first, then submit your time-off request.
"Time Off Already Requested"
You already have a pending or approved time-off request for the selected shift(s). Check your existing requests in Time-Off Requests.